BIDDING DOCUMENTS
Procurement of services for Procure, Design, Customize/ Develop, Supply, Commission, Implement and Maintain Electronic Health Records (eHR) System
RFB No: 10.2/APMSIDC/Equipment/2018-19 Dt.14.08.2018 Project: Andhra Pradesh Health Department Project
2nd Floor, APMSIDC, IT Park, Plot No.09, Survey No.49, Mangalagiri, Guntur 522503 Country: INDIA DRAF
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Preface i
ANDHRA PRADESH MEDICAL SERVICES AND INFRASTRUCTURE DEVELOPMENT CORPORATION 2nd Floor, APMSIDC, IT Park, Plot No.09, Survey No.49, Mangalagiri, Guntur 522503 Andhra Pradesh Health Department Project
INVITATION FOR BIDS (IFB) INTERNATIONAL COMPETITIVE BIDDING (ICB) (INFORMATION SYSTEMS)
NAME OF WORK: Procure, Design, Customize/ Develop, Supply, Commission, Implement and Maintain Electronic Health Record (eHR) in Andhra Pradesh
PERIOD OF AVAILABILITY OF https://tender.apeprocurement.gov.in/ BIDDING DOCUMENT ON WEB SITE: FROM DATE: 17.08.2018 TO DATE: 06.09.2018
TIME AND DATE OF DATE: 24.08.2018 @ 11.00 A.M PRE-BID CONFERENCE:
LAST DATE AND TIME FOR DATE: 06.09.2018 @ 11.00 A.M ONLINE RECEIPT OF BIDS:
TIME AND DATE OF OPENING BIDS: DATE: 06.09.2018 @ 11.30 A.M (Bids will be opened online by the Authorized officers)
OFFICER INVITING BIDS: Managing Director
Phone: 8978622966 E-mail: [email protected] Preface ii
BIDDING DOCUMENT (SINGLE-STAGE)
Procurement of services for “Procure, Design, Customize/ Develop, Supply, Commission, Implement and Maintain Electronic Health Record (eHR) in Andhra Pradesh”
Purchaser: 2nd Floor, APMSIDC, IT Park, Plot No.09, Survey No.49, Mangalagiri, Guntur 522503 Project: Andhra Pradesh Health Department Project Contract Title: Procure, Design, Customize/ Develop, Supply, Commission, Implement and Maintain Electronic Health Record (eHR) in Andhra Pradesh Country: India Loan No.:7816-IN RFB No: 10.2/APMSIDC/Equipment/2018-19 Dt.14.08.2018
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E-Procurement Notice
ANDHRA PRADESH HEALTH DEPARTMENT PROJECT ANDHRA PRADESH MEDICAL SERVICES AND INFRASTRUCTURE DEVELOPMENT CORPORATION 2nd Floor, APMSIDC, IT Park, Plot No.09, Survey No.49, Mangalagiri, Guntur 522503
Invitation for Bids (IFB) International Competitive Bidding (ICB)
Country: INDIA
Name of Project: Andhra Pradesh Health Department Project
Loan No: 7816-IN
Assignment Title: - Procurement of Services to Procure, Design, Customize/ Develop, Supply, Commission, Implement and Maintain Electronic Health Records (EHR) System in Andhra Pradesh” DRAF RFB No: 10.2/APMSIDC/Equipment/2018-19 Dt.14.08.2018
Request for Bids (RFB)
1. This Request for Bids (RFB) follows the General Procurement Notice (GPN) for this project that appeared in https://tender.apeprocurement.gov.in/ online of Notice No WB 10.2/APMSIDC/Equipment/2018-19 Dt.14.08.2018
2. The Government of India hasT received a loan from the International Bank for Reconstruction and Development toward the cost of Andhra Pradesh Health Department Project, and it intends to apply part of the proceeds of this loan to payments under the agreement(s) resulting from this RFB: Procurement of Services to ‘Procure, Design, Customize/ Develop, Supply, Commission, Implement and Maintain Electronic Health Records (EHR) in Andhra Pradesh’.
3. The Commissioner and Director of Health, Medical & Family Welfare, Government of Andhra Pradesh serves as the implementing agency for the project and now invites online bids from eligible Bidders for Procure, Design, Customize/ Develop, Supply, Commission, Implement and Maintain Electronic Health Records(eHR) in Andhra Pradesh.
4. Bidding will be conducted using the International Competitive Bidding (ICB) procedures specified in the World Bank’s Guidelines: Procurement under IBRD Loans and IDA Credits, edition of July, 2016 and is open to all Bidders eligible as defined in these Guidelines that meet the minimum qualification criteria.
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5. Interested eligible bidders may obtain further information from the e-procurement portal https://tender.apeprocurement.gov.in/. A pre-bid meeting which potential bidders may attend will be held on 24.08.2018 at 11.00 A.M. 6. The complete set of bid documents is available online from 17.08.2018 onwards. The bids may be viewed, downloaded and submitted online through the portal https://tender.apeprocurement.gov.in/. Bids submitted manually will not be accepted. Bidders would be required to register on the e-Procurement market place “www.tender.apeprocurement.gov.in” and submit their bids online. On registration with the e-Procurement market place they will be provided with a user id and password by the system through which they can submit their bids online. 7. For submitting bids, the bidders are required to have Digital Signature Certificate(DSC) issued from any of the authorized Certifying Authorities. Foreign bidders from eligible countries may obtain Class-II DSC from the Certifying Authorities following the procedure described in the ‘Downloads’ option in the e-procurement portal https://tender.apeprocurement.gov.in/. 8. Bidders are required to submit bid security for an amount of Rs. 1.00 lakh in online only. 9. The bids shall be made in SEALED ENVELOPE as follows: I. The envelope shall be marked in bold letter as "TECHNICAL BID" which shall be sent forwarding letter and shall include the following:
10. Processing Fee Rs. 28,650/- in the form of Demand Draft, in favour of Managing Director, APMSIDC,DRAF Guntur. 11. E.M.D of Rs. 1,00,000/- in online only.
12. Original tender document duly stamped and signed in each page.
13. The Financial proposal shall be uploaded only ONLINE 14. (a) Bid security in online only and (b) Original power of Attorney authorizing the person to sign the bids On behalf of the bidder as per Clause 21.3 of ITB of bidding document (in case of bidder who is not an individual) in the Office of theT Managing Director, APMSIDC, IT Park, mangalagiri, Guntur District, Andhra Pradesh (India), at the address mentioned below on or before the date and time of opening of Bids either by registered post or by hand, failing which the bids shall be declared non-responsive. (c) The bids shall be made in SEALED ENVELOPE as follows: I. The envelope shall be marked in bold letter as "TECHNICAL BID" which shall be sent forwarding letter. i. The number mentioned on acknowledgement of online submission of the bid by the bidder shall be mentioned on envelope containing the documents as detailed above. 15. A pre-bid meeting will be held on 24.08.2018 @ 11.00 A.M at Conference Hall, 2nd Floor, APMSIDC, IT Park, Plot No.09, Survey No.49, Mangalagiri, Guntur 522503, Andhra Pradesh (India) to clarify the issues and to answer questions on any matter that may be raised at that stage as stated in Clause 7 of ‘Instructions to Bidders’ of the bidding document. 16. The last Date and time for receipt of bids through the e-procurement portal https://tender.apeprocurement.gov.in/ 06.09.2018 @ 11.00 A.M. Bids will be opened in online. If the office happens to be closed on the date of opening of the bids as specified, the bids will be opened on the next working day at the same time and venue. 17. There is no margin of preference to the domestic bidders. Preface iv
18. Other details can be seen in the bidding documents. The Employer shall not be held liable for any delays due to system failure beyond its control. Even though the system will attempt to notify the bidders of any bid updates, The Employer shall not be liable for any information not received by the bidder. It is the bidders’ responsibility to verify the website for the latest information related to the tender.
Managing Director, APMSIDC DRAF
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CONTENTS
SECTION I. INSTRUCTIONS TO BIDDERS (ITB) ..... Error! Bookmark not defined. SECTION II. Bid Data Sheet (BDS) ...... Error! Bookmark not defined. SECTION III. Evaluation and Qualification Criteria (Without Prequalification) ...... Error! Bookmark not defined. SECTION IV. Bidding Forms ...... Error! Bookmark not defined. SECTION V. Eligible Countries...... Error! Bookmark not defined.15 SECTION VI. Fraud and Corruption ...... Error! Bookmark not defined. SECTION VII. Requirements of the Information System .. Error! Bookmark not defined.19 SECTION VIII. General Conditions of Contract ...... Error! Bookmark not defined. SECTION IX. Special Conditions of Contract...... Error! Bookmark not defined. SECTION X. Contract Forms ...... Error! Bookmark not defined.
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Section II. Bid Data Sheet 2
SECTION I - INSTRUCTIONS TO BIDDERS (ITB) Contents A. General ...... 4 1. Scope of Bid ...... 4 2. Source of Funds...... 5 3. Fraud and Corruption ...... 5 4. Eligible Bidders ...... 5 5. Eligible Goods and Services ...... 8 B. Contents of Bidding Document ...... 9 6. Sections of Bidding Document ...... 9 7. Clarification of Bidding Document, Site Visit, Pre-bid Meeting...... 10 8. Amendment of Bidding Document ...... 11 C. Preparation of Bids ...... 11 9. Cost of Bidding ...... 11 10. Language of Bid ...... 11 11. Documents Comprising the Bid ...... 12 12. Letter of Bid and Price Schedules ...... 13 13. Alternative Bids ...... 13 14. DocumentsDRAF Establishing the Eligibility of the Information System ...... 13 15. Documents Establishing the Eligibility and Qualifications of the Bidder ...... 13 16. Documents Establishing Conformity of the Information System ...... 14 17. Bid Prices ...... 15 18. Currencies of Bid and Payment ...... 18 19. Period of Validity of Bids ...... 18 20. Bid Security ...... 19 21. Format and Signing of Bid ...... 20 D. Submission and Opening of BidsT ...... 20 22. Submission, Sealing and Marking of Bids ...... 20 23. Deadline for Submission of Bids ...... 21 24. Late Bids ...... 21 25. Withdrawal, Substitution, and Modification of Bids ...... 21 26. Bid Opening ...... 21 E. Evaluation and Comparison of Bids ...... 22 27. Confidentiality ...... 22 28. Clarification of Bids ...... 22 29. Deviations, Reservations, and Omissions...... 23 30. Determination of Responsiveness ...... 23 31. Nonmaterial Nonconformities ...... 24 32. Correction of Arithmetical Errors ...... 24 33. Conversion to Single Currency...... 25 34. Margin of Preference ...... 25
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35. Evaluation of Bids ...... 25 36. Comparison of Bids ...... 27 37. Abnormally Low Bids ...... 27 38. Unbalanced or Front Loaded Bids ...... 28 39. Eligibility and Qualification of the Bidder ...... 28 40. Purchaser’s Right to Accept Any Bid, and to Reject Any or All Bids ...... 29 41. Standstill Period ...... 29 42. Notification of Intention to Award ...... 29 F. Award of Contract ...... 30 43. Award Criteria ...... 30 44. Purchaser’s Right to Vary Quantities at Time of Award ...... 30 45. Notification of Award ...... 30 46. Debriefing by the Purchaser ...... 31 48. Performance Security ...... 32 49. Adjudicator ...... 33 50. Procurement Related Complaint ...... 33
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Section II. Bid Data Sheet 4
Section I - Instructions to Bidders
A.GENERAL
1. Scope of Bid 1.1 The Purchaser, as indicated in the BDS, or its duly authorized Purchasing Agent if so specified in the BDS (interchangeably referred to as “the Purchaser” issues this bidding document for the supply and installation of the Information System as specified in Section VII, Purchaser’s Requirements. The name, identification and number of lots (contracts) of this RFB are specified in the BDS. 1.2 Unless otherwise stated, throughout this bidding document definitions and interpretations shall be as prescribed in the Section VIII, General Conditions of Contract.
1.3 Throughout this bidding document: (a) the term “in writing” means communicated in written form (e.g. by mail, e-mail, fax, including if specified in the BDS, distributed or received DRAFthrough the electronic-procurement system used by the Purchaser) with proof of receipt; (b) if the context so requires, “singular” means “plural” and vice versa; and (c) “Day” means calendar day, unless otherwise specified as “Business Day”. A Business Day is any day that is an official working day of the Borrower. It excludes the Borrower’s official public holidays. T
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2. Source of Funds 2.1 The Borrower or Recipient (hereinafter called “Borrower”) indicated in the BDS has applied for or received financing (hereinafter called “funds”) from the International Bank for Reconstruction and Development or the International Development Association (hereinafter called “the Bank”) in an amount specified in the BDS toward the project named in the BDS. The Borrower intends to apply a portion of the funds to eligible payments under the contract(s) for which this bidding document is issued.
2.2 Payments by the Bank will be made only at the request of the Borrower and upon approval by the Bank in accordance with the terms and conditions of the Loan (or other financing) Agreement between the Borrower and the Bank (hereinafter called the Loan Agreement), and will be subject in all respects to the terms and conditions of that Loan (or other financing) Agreement. The Loan (or other financing) Agreement prohibits a withdrawal from the loan account for the purpose of any payment to persons or entities, or for any import of equipment, materials or any other goods, if such payment or import is prohibited by a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations. No party other than DRAFthe Borrower shall derive any rights from the Loan (or other financing) Agreement or have any claim to the funds.
3. Fraud and 3.1 The Bank requires compliance with the Bank’s Anti- Corruption Corruption Guidelines and its prevailing sanctions policies and procedures as set forth in the WBG’s Sanctions Framework, as set forth in Section VI. 3.2 In further pursuance of this policy, Bidders shall permit and shall cause their agents (where declared or not), subcontractors, subconsultants, service providers, suppliers,T and their personnel, to permit the Bank to inspect all accounts, records and other documents relating to any initial selection process, prequalification process, bid submission, proposal submission and contract performance (in the case of award), and to have them audited by auditors appointed by the Bank. 4. Eligible Bidders 4.1 A Bidder may be a firm that is a private entity, a state- owned enterprise or institution subject to ITB 4.6, or any combination of such entities in the form of a joint venture (JV) under an existing agreement or with the intent to enter into such an agreement supported by a letter of intent. In the case of a joint venture, all members shall be jointly and severally liable for the execution of the Contract in accordance with the Contract terms. The JV shall nominate a Representative who shall have the authority to conduct all business for and on behalf of any and all the members of the JV during the Bidding process and, in the event the JV
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is awarded the Contract, during contract execution. Unless specified in the BDS, there is no limit on the number of members in a JV. 4.2 A Bidder shall not have a conflict of interest. Any Bidder found to have a conflict of interest shall be disqualified. A Bidder may be considered to have a conflict of interest for the purpose of this Bidding process, if the Bidder: (a) directly or indirectly controls, is controlled by or is under common control with another Bidder; or (b) receives or has received any direct or indirect subsidy from another Bidder; or (c) has the same legal representative as another Bidder; or (d) has a relationship with another Bidder, directly or through common third parties, that puts it in a position to influence the Bid of another Bidder, or influence the decisions of the Purchaser regarding this Bidding process; or (e) any of its affiliates participates as a consultant in the preparation of the design or technical specifications of the Information System that are DRAFthe subject of the Bid; or (f) or any of its affiliates has been hired (or is proposed to be hired) by the Purchaser or Borrower as Project Manager for the Contract implementation; or (g) would be providing goods, works, or non- consulting services resulting from or directly related to consulting services for the preparation or implementation of the project specified in the TBDS ITB 2.1 that it provided or were provided by any affiliate that directly or indirectly controls, is controlled by, or is under common control with that firm; or (h) has a close business or family relationship with a professional staff of the Borrower (or of the project implementing agency, or of a recipient of a part of the loan) who: (i) are directly or indirectly involved in the preparation of the bidding document or specifications of the Contract, and/or the Bid evaluation process of such Contract; or (ii) would be involved in the implementation or supervision of such Contract unless the conflict stemming from such relationship has been resolved in a manner acceptable to the Bank throughout the Bidding
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process and execution of the Contract. 4.3 A firm that is a Bidder (either individually or as a JV member) shall not participate as a Bidder or as JV member in more than one Bid except for permitted alternative Bids. Such participation shall result in the disqualification of all Bids in which the firm is involved. However, this does not limit the participation of a Bidder as subcontractor in another Bid or of a firm as a subcontractor in more than one Bid. 4.4 A Bidder may have the nationality of any country, subject to the restrictions pursuant to ITB 4.8. A Bidder shall be deemed to have the nationality of a country if the Bidder is constituted, incorporated or registered in and operates in conformity with the provisions of the laws of that country, as evidenced by its articles of incorporation (or equivalent documents of constitution or association) and its registration documents, as the case may be. This criterion also shall apply to the determination of the nationality of proposed sub-contractors or sub-consultants for any part of the Contract including related Services. 4.5 A Bidder that has been sanctioned by the Bank, pursuant to the Bank’s Anti-Corruption Guidelines, and in accordance DRAFwith its prevailing sanctions policies and procedures as set forth in the WBG’s Sanctions Framework as described in Section VI paragraph 2.2 d., shall be ineligible to be initially selected for, prequalified for, bid for, propose for, or be awarded a Bank-financed contract or benefit from a Bank- financed contract, financially or otherwise, during such period of time as the Bank shall have determined. The list of debarred firms and individuals is available at the electronic address specified in the BDS.
4.6 Bidders Tthat are state-owned enterprises or institutions in the Purchaser’s Country may be eligible to compete and be awarded a Contract(s) only if they can establish, in a manner acceptable to the Bank, that they (i) are legally and financially autonomous (ii) operate under commercial law, and (iii) are not under supervision of the Purchaser. 4.7 A Bidder shall not be under suspension from bidding by the Purchaser as the result of the operation of a Bid– Securing Declaration or Proposal-Securing Declaration. 4.8 Firms and individuals may be ineligible if so indicated in Section V and (a) as a matter of law or official regulations, the Borrower’s country prohibits commercial relations with that country, provided that the Bank is satisfied that such exclusion does not preclude effective competition for the supply of goods or the contracting of works or services required; or (b) by an act of compliance with a decision of
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the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, the Borrower’s country prohibits any import of goods or contracting of works or services from that country, or any payments to any country, person, or entity in that country. 4.9 This Bidding is open for all eligible Bidders, unless otherwise specified in ITB 15.2. 4.10 A Bidder shall provide such documentary evidence of eligibility satisfactory to the Purchaser, as the Purchaser shall reasonably request. 4.11 A firm that is under a sanction of debarment by the Borrower from being awarded a contract is eligible to participate in this procurement, unless the Bank, at the Borrower’s request, is satisfied that the debarment; (a) relates to fraud or corruption, and (b) followed a judicial or administrative proceeding that afforded the firm adequate due process. 5. Eligible Goods and 5.1 The Information Systems to be supplied under the Contract Services and financed by the Bank may have their origin in any country in accordance with Section V, Eligible Countries. DRAF5.2 For the purposes of this bidding document, the term “Information System” means all:
(a) the required information technologies, including all information processing and communications-related hardware, software, supplies, and consumable items that the Supplier is required to supply and install under the Contract, plus all associated documentation, and all other materials and goods to be supplied, installed, integrated, and made operational;T and (b) the related software development, transportation, insurance, installation, customization, integration, commissioning, training, technical support, maintenance, repair, and other services necessary for proper operation of the Information System to be provided by the selected Bidder and as specified in the Contract. 5.3 For purposes of ITB 5.1 above, “origin” means the place where the goods and services making the Information System are produced in or supplied from. An Information System is deemed to be produced in a certain country when, in the territory of that country, through software development, manufacturing, or substantial and major assembly or integration of components, a commercially recognized product results that is substantially different in basic characteristics or in purpose or utility from its
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components.
B. CONTENTS OF BIDDING DOCUMENT
6. Sections of Bidding 6.1 The bidding document consists of Parts 1, 2, and 3, which Document include all the sections indicated below, and should be read in conjunction with any Addenda issued in accordance with ITB 8:
PART 1 - Bidding Procedures
Section I - Instructions to Bidders (ITB)
Section II - Bid Data Sheet (BDS)
Section III - Evaluation and Qualification Criteria
Section IV - Bidding Forms
Section V - Eligible Countries
Section VI - Fraud and Corruption DRAFPART 2 - Purchaser’s Requirements Section VII - Requirements of the IS, including:
Technical Requirements Implementation Schedule System Inventory Tables Background and Informational Materials
PART T3 - Contract Section VIII - General Conditions of Contract
Section IX -Special Conditions of Contract
Section X - Contract Forms
6.2 The Specific Procurement Notice – Request for Bids (RFB) issued by the Purchaser is not part of this bidding document. 6.3 Unless obtained directly from the Purchaser, the Purchaser is not responsible for the completeness of the document, responses to requests for clarification, the Minutes of the pre-Bid meeting (if any), or Addenda to the bidding document in accordance with ITB 8. In case of any contradiction, documents obtained directly from the
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Purchaser shall prevail.
6.4 The Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding document and to furnish with its Bid all information or documentation as is required by the bidding document.
7. Clarification of 7.1 A Bidder requiring any clarification of the bidding Bidding document shall contact the Purchaser in writing at the Document, Site Purchaser’s address specified in the BDS or raise its Visit, Pre-bid enquiries during the pre-Bid meeting if provided for in Meeting accordance with ITB 7.4. The Purchaser will respond in writing to any request for clarification, provided that such request is received prior to the deadline for submission of Bids within a period specified in the BDS. The Purchaser’s shall forward copies of its response to all Bidders who have acquired the bidding document in accordance with ITB 6.3, including a description of the inquiry but without identifying its source. If so specified in the BDS, the Purchaser shall also promptly publish its response at the web page identified in the BDS. Should the Purchaser deem it necessary to amend the bidding document as a result of a request for clarification, it shall do so following DRAFthe procedure under ITB 8 and ITB 23.2. 7.2 The Bidder may wish to visit and examine the site where the Information System is to be installed and its surroundings and obtain for itself on its own responsibility all information that may be necessary for preparing the Bid and entering into a contract. The costs of visiting the site shall be at the Bidder’s own expense.
7.3 The Bidder and any of its personnel or agents will be granted permission by the Purchaser to enter upon its premisesT and lands for the purpose of such visit, but only upon the express condition that the Bidder, its personnel, and agents will release and indemnify the Purchaser and its personnel and agents from and against all liability in respect thereof, and will be responsible for death or personal injury, loss of or damage to property, and any other loss, damage, costs, and expenses incurred as a result of the inspection.
7.4 The Bidder’s designated representative is invited to attend a pre-Bid meeting and/or a site visit, if provided for in the BDS. The purpose of the meeting will be to clarify issues and to answer questions on any matter that may be raised at that stage.
7.5 The Bidder is requested, as far as possible, to submit any questions in writing, to reach the Purchaser not later than
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before the meeting.
7.6 Minutes of the pre-Bid meeting, including the text of the questions raised without identifying the source, and the responses given, together with any responses prepared after the meeting, will be transmitted promptly to all Bidders who have acquired the bidding document in accordance with ITB 6.3. Any modification to the bidding document that may become necessary as a result of the pre- Bid meeting shall be made by the Purchaser exclusively through the issue of an Addendum pursuant to ITB 8 and not through the minutes of the pre-Bid meeting.
7.7 Nonattendance at the pre-Bid meeting will not be a cause for disqualification of a Bidder.
8. Amendment of 8.1 At any time prior to the deadline for submission of Bids, Bidding Document the Purchaser may amend the bidding document by issuing addenda.
8.2 Any addendum issued shall be part of the bidding document and shall be communicated in writing to all who have obtained the bidding document from the Purchaser in accordance with ITB 6.3. The Purchaser shall also promptly DRAFpublish the addendum on the Purchaser’s web page in accordance with ITB 7.1.
8.3 To give prospective Bidders reasonable time in which to take an addendum into account in preparing their Bids, the Purchaser may, at its discretion, extend the deadline for the submission of Bids, pursuant to ITB 23.2
C. PREPARATION OF BIDS T 9. Cost of Bidding 9.1 The Bidder shall bear all costs associated with the preparation and submission of its Bid, and the Purchaser shall not be responsible or liable for those costs, regardless of the conduct or outcome of the Bidding process.
10. Language of Bid 10.1 The Bid, as well as all correspondence and documents relating to the bid exchanged by the Bidder and the Purchaser, shall be written in the language specified in the BDS. Supporting documents and printed literature that are part of the Bid may be in another language provided they are accompanied by an accurate translation of the relevant passages in the language specified in the BDS, in which case, for purposes of interpretation of the Bid, such translation shall govern.
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11. Documents 11.1 The Bid submitted by the Bidder shall comprise the Comprising the Bid following:
(a) Letter of Bid prepared in accordance with ITB 12;
(b) Price Schedules completed in accordance with ITB 12 and ITB 17; (c) Bid Security or Bid-Securing Declaration in accordance with ITB 20;
(d) Authorization: written confirmation authorizing the signatory of the Bid to commit the Bidder, in accordance with ITB 21.3; (e) Eligibility of Information System: documentary evidence established in accordance with ITB 14.1 that the Information System offered by the Bidder in DRAFits Bid or in any alternative Bid, if permitted, are eligible; (f) Bidder’s Eligibility: documentary evidence in accordance with ITB 15 establishing the Bidder’s eligibility and qualifications to perform the contract if its Bid is accepted; (g) Conformity: documentary evidence established in accordance with ITB 16 that the Information System offeredT by the Bidder conform to the bidding document; (h) Subcontractors: list of subcontractors, in accordance with ITB 16.4; (i) Intellectual Property: a list of: Intellectual Property as defined in GCC Clause 15; (i) all Software included in the Bid, assigning each item to one of the software categories defined in GCC Clause 1.1 (c): a. System, General Purpose, and Application Software; or b. Standard and Custom Software; (ii) all Custom Materials, as defined in GCC Clause 1.1 (c), included in the Bid;
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All Materials not identified as Custom Materials shall be deemed Standard Materials, as defined in GCC Clause 1.1 (c);
Re-assignments among the Software and Materials categories, if necessary, will be made during the implementation of the Contract according to GCC Clause 39 (Changes to the Information System); and
(j) any other document required in the BDS. 11.2 In addition to the requirements under ITB 11.1, Bids submitted by a JV shall include a copy of the Joint Venture Agreement entered into by all members indicating at least the parts of the Information System to be executed by the respective members. Alternatively, a letter of intent to execute a Joint Venture Agreement in the event of a successful Bid shall be signed by all members and submitted with the Bid, together with a copy of the proposed Agreement indicating at least the parts of the Information System to be executed by the respective members.
11.3 The Bidder shall furnish in the Letter of Bid information on DRAFcommissions and gratuities, if any, paid or to be paid to agents or any other party relating to this Bid.
12. Letter of Bid and 12.1 The Bidder shall complete the Letter of Bid, including the Price Schedules appropriate Price Schedules, using the relevant forms furnished in Section IV, Bidding Forms. The forms must be completed without any alterations to the text, and no substitutes shall be accepted except as provided under ITB 21.3. All blank spaces shall be filled in with the informationT requested. 13. Alternative Bids Deleted
14. Documents 14.1 To establish the eligibility of the Information System in Establishing the accordance with ITB 5, Bidders shall complete the country Eligibility of the of origin declarations in the Price Schedule Forms, Information System included in Section IV, Bidding Forms.
15. Documents 15.1 To establish its eligibility and qualifications to perform the Establishing the Contract in accordance with Section III, Evaluation and Eligibility and Qualification Criteria, the Bidder shall provide the Qualifications of the information requested in the corresponding information Bidder sheets included in Section IV, Bidding Forms.
15.2 In the event that prequalification of potential Bidders has been undertaken as stated in the BDS, only Bids from
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prequalified Bidders shall be considered for award of Contract. These qualified Bidders should submit with their Bids any information updating their original prequalification applications or, alternatively, confirm in their Bids that the originally submitted prequalification information remains essentially correct as of the date of Bid submission.
16. Documents 16.1 Pursuant to ITB 11.1 (h), the Bidder shall furnish, as part Establishing of its Bid documents establishing the conformity to the Conformity of the bidding documents of the Information System that the Information System Bidder proposes to design, supply and install under the Contract 16.2 The documentary evidence of conformity of the Information System to the bidding documents including: (a) Preliminary Project Plan describing, among other things, the methods by which the Bidder will carry out its overall management and coordination responsibilities if awarded the Contract, and the human and other resources the Bidder proposes to use. The Preliminary Project Plan must also address any other topics specified in the BDS. In addition, the Preliminary Project DRAFPlan should state the Bidder’s assessment of what it expects the Purchaser and any other party involved in the implementation of the Information System to provide during implementation and how the Bidder proposes to coordinate the activities of all involved parties; (b) written confirmation that the Bidder accepts responsibility for the successful integration and inter-operability of all components of the TInformation System as required by the bidding documents; (c) an item-by-item commentary on the Purchaser’s Technical Requirements, demonstrating the substantial responsiveness of the Information System offered to those requirements. In demonstrating responsiveness, the Bidder is encouraged to use the Technical Responsiveness Checklist (or Checklist Format) in the Sample Bidding Forms (Section IV). The commentary shall include explicit cross-references to the relevant pages in the supporting materials included in the bid. Whenever a discrepancy arises between the item-by-item commentary and any catalogs, technical specifications, or other preprinted materials submitted with the bid, the
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item-by-item commentary shall prevail; (d) support material (e.g., product literature, white papers, narrative descriptions of technologies and/or technical approaches), as required and appropriate; and (e) any separate and enforceable contract(s) for Recurrent Cost items which the BDS ITB 17.2 required Bidders to bid. 16.3 References to brand names or model numbers or national or proprietary standards designated by the Purchaser in the bidding documents are intended to be descriptive and not restrictive. Except where explicitly prohibited in the BDS for specific items or standards, the Bidder may substitute alternative brand/model names or standards in its bid, provided that it demonstrates to the Purchaser’s satisfaction that the use of the substitute(s) will result in the Information System being able to perform substantially equivalent to or better than that specified in the Technical Requirements. 16.4 For major items of the Information System as listed by the Purchaser in Section III, Evaluation and Qualification DRAFCriteria, which the Bidder intends to purchase or subcontract, the Bidder shall give details of the name and nationality of the proposed subcontractors, including manufacturers, for each of those items. In addition, the Bidder shall include in its Bid information establishing compliance with the requirements specified by the Purchaser for these items. Quoted rates and prices will be deemed to apply to whichever subcontractor is appointed, and no adjustment of the rates and prices will be permitted.
16.5 The BTidder shall be responsible for ensuring that any subcontractor proposed complies with the requirements of ITB 4, and that any goods or services to be provided by the subcontractor comply with the requirements of ITB 5 and ITB 16.1. 17. Bid Prices 17.1 All Goods and Services identified in the Supply and Installation Cost Sub-Tables in System Inventory Tables in Section VII, and all other Goods and Services proposed by the Bidder to fulfill the requirements of the Information System, must be priced separately and summarized in the corresponding cost tables in the Sample Bidding Forms (Section IV), in accordance with the instructions provided in the tables and in the manner specified below. 17.2 Unless otherwise specified in the BDS, the Bidder must also bid Recurrent Cost Items specified in the Technical
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Requirements, Recurrent Cost Sub-Table of the System Inventory Tables in Section VII (if any). These must be priced separately and summarized in the corresponding cost tables in the Sample Bidding Forms (Section IV), in accordance with the instructions provided in the tables and in the manner specified below: (a) if specified in the BDS, the Bidder must also bid separate enforceable contracts for the Recurrent Cost Items not included in the main Contract; (b) prices for Recurrent Costs are all-inclusive of the costs of necessary Goods such as spare parts, software license renewals, labor, etc., needed for the continued and proper operation of the Information System and, if appropriate, of the Bidder’s own allowance for price increases; (c) prices for Recurrent Costs beyond the scope of warranty services to be incurred during the Warranty Period, defined in GCC Clause 29.4 and prices for Recurrent Costs to be incurred during the Post-Warranty Period, defined in SCC Clause 1.1. (e) (xiii), shall be quoted as Service prices on the Recurrent Cost Sub-Table in detail, and on the DRAFRecurrent Cost Summary Table in currency totals. 17.3 Unit prices must be quoted at a level of detail appropriate for calculation of any partial deliveries or partial payments under the contract, in accordance with the Implementation Schedule in Section VII), and with GCC and SCC Clause 12 – Terms of Payment. Bidders may be required to provide a breakdown of any composite or lump-sum items included in the Cost Tables
17.4 The priceT of items that the Bidder has left blank in the cost tables provided in the Sample Bid Forms (Section IV) shall be assumed to be included in the price of other items. Items omitted altogether from the cost tables shall be assumed to be omitted from the bid and, provided that the bid is substantially responsive, an adjustment to the bid price will be made during bid evaluation in accordance with ITB 31.3. 17.5 The prices for Goods components of the Information System are to be expressed and shall be defined and governed in accordance with the rules prescribed in the edition of Incoterms specified in the BDS, as follows: (a) Goods supplied from outside the Purchaser’s country: Unless otherwisespecified in the BDS, the prices shall be quoted on a CIP (named place of
Section II. Bid Data Sheet 17
destination) basis, exclusive of all taxes, stamps, duties, levies, and fees imposed in the Purchaser’s country. The named place of destination and special instructions for the contract of carriage are as specified in the SCC for GCC 1.1 (e) (iii). In quoting the price, the Bidder shall be free to use transportation through carriers registered in any eligible countries. Similarly, the Bidder may obtain insurance services from any eligible source country;
(b) Locally supplied Goods:
Unit prices of Goods offered from within the Purchaser’s Country, shall be quoted on an EXW (ex factory, ex works, ex warehouse or off-the-shelf, as applicable) basis, including all customs duties, levies, fees, sales and other taxes incurred until delivery of the Goods, but excluding all VAT or sales and other taxes and duties/fees incurred for the Goods at the time of invoicing or sales transaction, if the Contract is awarded;
(c) Inland transportation. DRAF17.6 Unless otherwise stated in the BDS, inland transportation, insurance and related local costs incidental to the delivery of the Goods to the designated Project Sites must be quoted separately as a Service item in accordance with ITB 17.5, whether the Goods are to be supplied locally or from outside the Purchaser’s country, except when these costs are already included in the price of the Goods, as is, e.g., the case, when ITB 17.5 (a) specifies CIP, and the named places of destination are the Project Sites. 17.7 The priceT of Services shall be separated into their local where appropriate, broken down into unit prices. Prices must include all taxes, duties, levies and fees whatsoever, except only GST or other indirect taxes, or stamp duties, that may be assessed and/or apply in the Purchaser’s country on/to the price of the Services invoiced to the Purchaser, if the Contract is awarded. 17.8 Unless otherwise specified in the BDS, the prices must include all costs incidental to the performance of the Services, as incurred by the Supplier, such as travel, subsistence, office support, communications, translation, printing of materials, etc. Costs incidental to the delivery of the Services but incurred by the Purchaser or its staff, or by third parties, must be included in the price only to the extent such obligations are made explicit in these bidding documents (as, e.g., a requirement for the Bidder to include the travel and subsistence costs of
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trainees). 17.9 Unless otherwise specified in the BDS, prices quoted by the Bidder shall be fixed during the Bidder’s performance of the Contract and not subject to increases on any account. Bids submitted that are subject to price adjustment will be rejected. 18. Currencies of Bid 18.1 The currency(ies) of the Bid and currencies of payment and Payment shall be the same. The Bidder shall quote in the currency of the Purchaser’s Country.
18.2 The Bidder may express the Bid price in INR.
19. Period of Validity of 19.1 Bids shall remain valid for the period specified in the Bids BDS after the Bid submission deadline date prescribed by the Purchaser in accordance with ITB 23.1. A Bid valid for a shorter period shall be rejected by the Purchaser as DRAFnonresponsive. 19.2 In exceptional circumstances, prior to the expiration of the Bid validity period, the Purchaser may request Bidders to extend the period of validity of their Bids. The request and the responses shall be made in writing. If a Bid Security is requested in accordance with ITB 20.1, it shall also be extended for twenty-eight days (28) beyond the deadline of the extended validity period. A Bidder may refuse the request without forfeiting its Bid Security. A Bidder granting the request shall not be required or permittedT to modify its Bid, except as provided in ITB 19.3. 19.3 If the award is delayed by a period exceeding fifty-six (56) days beyond the expiry of the initial Bid validity, the Contract price shall be determined as follows: (a) in case of fixed price contracts, the contract price shall be the Bid price adjusted by a factor or factors specified in the BDS;
(b) in the case of an adjustable price contracts, no adjustments shall be made;
(c) in any case, Bid evaluation shall be based on the Bid Price without taking into consideration the applicable correction from those indicated above.
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20. Bid Security 20.1 The Bidder shall furnish as part of its Bid, either a Bid- Securing Declaration or a Bid Security as specified in the BDS, in original form and, in the case of a Bid Security, in the amount and currency specified in the BDS. 20.2 A Bid-Securing Declaration shall use the form included in Section IV, Bidding Forms.
20.3 If a Bid Security is specified pursuant to ITB 20.1, the bid security shall be a in online only.
20.4 Deleted.
20.5 If a Bid Security or a Bid-Securing Declaration is specified pursuant to ITB 20.1, any Bid not accompanied by a DRAFsubstantially responsive Bid Security or Bid-Securing Declaration shall be rejected by the Purchaser as non- responsive. 20.6 If a Bid Security is specified pursuant to ITB 20.1, the Bid Security of unsuccessful Bidders shall be returned as promptly as possible upon the successful Bidder’s furnishing of the Performance Security pursuant to ITB 48. 20.7 The Bid Security of the successful Bidder shall be returned as promptly as possible once the successful Bidder has signed T the Contract and furnished the required Performance Security. 20.8 The Bid Security may be forfeited or the Bid-Securing Declaration executed: (a) if a Bidder withdraws its Bid during the period of Bid validity specified by the Bidder on the Letter of Bid; or (b) if the successful Bidder fails to: (i) sign the Contract in accordance with ITB 47; or (ii) furnish a performance security in accordance with ITB 48.
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20.9 The Bid-Securing Declaration of a JV shall be in the name of the JV that submits the bid. If the JV has not been legally constituted into a legally enforceable JV at the time of Bidding, the Bid-Securing Declaration shall be in the names of all future members as named in the letter of intent referred to in ITB 4.1 and ITB 11.2. 20.10 If a Bid Security is not required in the BDS, and; (a) if a Bidder withdraws its Bid during the period of Bid validity specified by the Bidder on the Letter of Bid Form, except as provided in ITB 19.2; or
(b) if the successful Bidder fails to: sign the Contract in accordance with ITB 47; or furnish a Performance Security in accordance with ITB 48;
the Purchaser may, if provided for in the BDS, declare the Bidder disqualified to be awarded a contract by the Purchaser for a period of time as stated in the BDS.
21. Format and Signing 21.1 The Bidder shall prepare one technical Bid of the of Bid documents comprising the Bid as described in ITB 11. Bidders shall mark as “CONFIDENTIAL” information in their Bids which is confidential to their business. This DRAFmay include proprietary information, trade secrets, or commercial or financially sensitive information.
21.2 The Technical Bid shall be typed or written in indelible ink and shall be signed by a person duly authorized to sign on behalf of the Bidder. This authorization shall consist of a written confirmation as specified in the BDS and shall be attached to the Bid. The name and position held by each person signing the authorization must be typed or printed below the signature. All pages of the Bid whereT entries or amendments have been made shall be signed or initialed by the person signing the Bid. 21.3 In case the Bidder is a JV, the Bid shall be signed by an authorized representative of the JV on behalf of the JV, and so as to be legally binding on all the members as evidenced by a power of attorney signed by their legally authorized representatives. 21.4 Any interlineations, erasures, or overwriting shall be valid only if they are signed or initialed by the person signing the Bid.
D. SUBMISSION AND OPENING OF BIDS
22. Submission, 22.1 The Bidder shall deliver the Bid in a single, sealed envelope Sealing and (one (1) envelope process). Within the single envelope the Bidder shall place the following separate, sealed
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Marking of Bids envelopes: (a) in an envelope marked “Technical Bid”, all documents comprising the Bid, as described in ITB 11.
22.2 The inner and outer envelope shall:
(a) bear the name and address of the Bidder; (b) be addressed to the Purchaser in accordance with ITB 23.1; (c) bear the specific identification of this Bidding process indicated in accordance with ITB 1.1; and
(d) bear a warning not to open before the time and date for Bid opening.
22.3 If all envelope are not sealed and marked as required, the Purchaser will assume no responsibility for the misplacement or premature opening of the Bid.
23. Deadline for 23.1 The technical offline Bid must be received by the Purchaser Submission of at the address and no later than the date and time indicated Bids DRAFin the BDS. When so specified in the BDS, Bidders shall upload their technical and financial Bids online. Bidders shall follow the Bid upload procedures specified in the BDS.
23.2 The Purchaser may, at its discretion, extend this deadline for submission of Bids by amending the bidding documents in accordance with ITB 8, in which case all rights and obligations of the Purchaser and Bidders will thereafter be subject toT the deadline as extended. 24. Late Bids 24.1 The Purchaser shall not consider any Bid that arrives after the deadline for submission of Bids, in accordance with ITB 23. Any Bid received by the Purchaser after the deadline for submission of Bids shall be declared late, rejected, and returned unopened to the Bidder.
25. Deleted.
26. Bid Opening 26.1 The Purchaser shall conduct the Bid opening.
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E. Evaluation and Comparison of Bids
27. Confidentiality 27.1 Information recommendation of contract award, shall not be disclosed to Bidders or any other persons not officially concerned with the Bidding process until the Notification of Intention to Award the Contract is transmitted to all Bidders in accordance with ITB 42.
27.2 Any effort by a Bidder to influence the Purchaser in the evaluation of the Bids or Contract award decisions may result in the rejection of its Bid. DRAF27.3 Notwithstanding ITB 27.2, from the time of Bid opening to the time of Contract award, if any Bidder wishes to contact the Purchaser on any matter related to the Bidding process, it should do so in writing.
28. Clarification of 28.1 To assist in the examination, evaluation, and comparison of Bids the Bids, and qualification of the Bidders, the Purchaser may, at its discretion, ask any Bidder for a clarification of its Bid. Any clarification submitted by a Bidder that is not in response to a request by the Purchaser shall not be considered.T The Purchaser’s request for clarification and the response shall be in writing. No change in the prices or substance of the Bid shall be sought, offered, or permitted, except to confirm the correction of arithmetic errors discovered by the Purchaser in the evaluation of the Bids, in accordance with ITB 32.
28.2 If a Bidder does not provide clarifications of its Bid by the date and time set in the Purchaser’s request for clarification, its Bid may be rejected.
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29. Deviations, 29.1 During the evaluation of Bids, the following definitions Reservations, and apply: Omissions (a) “Deviation” is a departure from the requirements specified in the bidding document;
(b) “Reservation” is the setting of limiting conditions or withholding from complete acceptance of the requirements specified in the bidding document; and
(c) “Omission” is the failure to submit part or all of the information or documentation required in the bidding document.
30. Determination of 30.1 The Purchaser’s determination of a Bid’s responsiveness is Responsiveness to be based on the contents of the Bid itself, as defined in ITB 11.
30.2 A substantially responsive Bid is one that meets the requirements of the bidding document without material deviation, reservation, or omission. A material deviation, reservation, or omission is one that; DRAF(a) if accepted, would: (i) affect in any substantial way the scope, quality, or performance of the Information System specified in the Contract; or
(ii) limit in any substantial way, inconsistent with the bidding document, the Purchaser’s rights or the Bidder’s obligations under the proposed Contract; or (b) if T rectified, would unfairly affect the competitive position of other Bidders presenting substantially responsive Bids.
30.3 The Purchaser shall examine the technical aspects of the Bid in particular, to confirm that all requirements of Section VII, Purchaser’s Requirements have been met without any material deviation, reservation, or omission.
30.4 To be considered for Contract award, Bidders must have submitted Bids:
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(a) for which detailed Bid evaluation using the same standards for compliance determination as listed in ITB 29 and ITB 30.3 confirms that the Bids are commercially and technically responsive, and include the hardware, Software, related equipment, products, Materials, and other Goods and Services components of the Information System in substantially the full required quantities for the entire Information System or, if allowed in the BDS ITB 35.8, the individual Subsystem, lot or slice Bid on; and are deemed by the Purchaser as commercially and technically responsive; and
(b) that offer Information Technologies that are proven to perform up to the standards promised in the bid by having successfully passed the performance, benchmark, and/or functionality tests the Purchaser may require, pursuant to ITB 39.3.
31. Nonmaterial 31.1 Provided that a Bid is substantially responsive, the Nonconformities Purchaser may waive any nonconformity in the Bid that does not constitute a material deviation, reservation or omission. DRAF31.2 Provided that a Bid is substantially responsive, the Purchaser may request that the Bidder submit the necessary information or documentation, within a reasonable period of time, to rectify nonmaterial nonconformities in the Bid related to documentation requirements. Requesting information or documentation on such nonconformities shall not be related to any aspect of the price of the Bid. Failure of the Bidder to comply with the request may result in the rejection of its Bid.
31.3 ProvidedT that a Bid is substantially responsive, the Purchaser shall rectify quantifiable nonmaterial nonconformities related to the Bid Price. To this effect, the Bid Price shall be adjusted, for comparison purposes only, to reflect the price of a missing or non-conforming item or component in the manner specified in the BDS.
32. Correction of 32.1 Provided that the Bid is substantially responsive, the Arithmetical Purchaser shall correct arithmetical errors on the following Errors basis:
(a) where there are errors between the total of the amounts given under the column for the price breakdown and the amount given under the Total Price, the former shall prevail and the latter will be corrected accordingly; (b) where there are errors between the total of the
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amounts of Schedule Nos. 1 to 5 and the amount given in Schedule No. 6 (Grand Summary), the former shall prevail and the latter will be corrected accordingly; and (c) if there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to (a) and (b) above. 32.2 A Bidder shall be requested to accept the correction of arithmetical errors. Failure to accept the correction in accordance with ITB 32.1 shall result in the rejection of the Bid.
33. Deleted
34. Margin of 34.1 No margin of domestic preference shall apply. Preference
35. Evaluation of 35.1 The Purchaser shall use the criteria and methodologies Bids listed in this ITB and Section III, Evaluation and Qualification criteria. No other evaluation criteria or methodologies shall be permitted. By applying the criteria DRAFand methodologies the Purchaser shall determine the Most Advantageous Bid.
Preliminary Examination
35.2 The Purchaser will examine the bids, to determine whether they have been properly signed, whether required sureties have been furnished, whether any computational errors have been made, whether required sureties have been furnished and are substantially complete (e.g., not missing
key partsT of the bid or silent on excessively large portions of the Technical Requirements). In the case where a pre- qualification process was undertaken for the Contract(s) for which these bidding documents have been issued, the Purchaser will ensure that each bid is from a pre-qualified bidder and, in the case of a Joint Venture, that partners and structure of the Joint Venture are unchanged from those in the pre-qualification
Technical Evaluation
35.3 The Purchaser will examine the information supplied by the Bidders Pursuant to ITB 11 and ITB 16, and in response to other requirements in the Bidding document, taking into account the following factors:
(a) overall completeness and compliance with the Technical Requirements; and deviations from the
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Technical Requirements;
(b) suitability of the Information System offered in relation to the conditions prevailing at the site; and the suitability of the implementation and other services proposed, as described in the Preliminary Project Plan included in the bid;
(c) achievement of specified performance criteria by the Information System;
(d) compliance with the time schedule called for by the Implementation Schedule and any alternative time schedules offered by Bidders, as evidenced by a milestone schedule provided in the Preliminary Project Plan included in the bid;
(e) type, quantity, quality, and long-term availability of maintenance services and of any critical consumable items necessary for the operation of the Information System;
(f) any other relevant technical factors that the Purchaser deems necessary or prudent to take into consideration; DRAF(g) any proposed deviations in the bid to the contractual and technical provisions stipulated in the bidding documents.
35.4 If specified in the BDS, the Purchaser’s evaluation of responsive Bids will take into account technical factors, in addition to cost factors. An Evaluated Bid Score (B) will be calculated for each responsive Bid using the formula, specified in Section III, Evaluation and Qualification Criteria, which permits a comprehensive assessment of the Bid costT and the technical merits of each Bid 35.5 Where alternative technical solutions have been allowed in accordance with ITB 13, and offered by the Bidder, the Purchaser will make a similar evaluation of the alternatives. Where alternatives have not been allowed but have been offered, they shall be ignored.
Economic Evaluation
35.6 To evaluate a Bid, the Purchaser shall consider the following:
(a) the Bid price,excluding provisional sums and the provision, if any, for contingencies in the Price Schedules; (b) price adjustment for correction of arithmetic errors in
Section II. Bid Data Sheet 27
accordance with ITB 32.1; (c) price adjustment due to discounts offered in accordance with ITB 26.8; (d) converting the amount resulting from applying (a) to (c) above, if relevant, to a single currency in accordance with ITB 33; and (e) price adjustment due to quantifiable nonmaterial nonconformities in accordance with ITB 31.3; (f) the evaluation factors indicated in Section III, Evaluation and Qualification Criteria. 35.7 If price adjustment is allowed in accordance with ITB 17.9, the estimated effect of the price adjustment provisions of the Conditions of Contract, applied over the period of execution of the Contract, shall not be taken into account in Bid evaluation.
35.8 The Purchaser will evaluate and compare the Bids that have been determined to be substantially responsive, pursuant to ITB 30. The evaluation will be performed assuming either that:
(a) the Contract will be awarded to the Most DRAFAdvantageous Bid for the entire Information System; or
(b) if specified in the BDS, Contracts will be awarded to the Bidders for each individual Subsystem, lot, or slice defined in the Technical Requirements whose Bids result in the Most Advantageous Bid/Bids for the entire System.
In the latter case, discounts that are conditional on the award ofT more than one Subsystem, lot, or slice may be offered in Bids. Such discounts will be considered in the evaluation of bids as specified in the BDS.
36. Comparison of 36.1 The Purchaser shall compare all substantially responsive Bids Bids in accordance with ITB 35.6 to determine the lowest evaluated cost.
37. Abnormally Low 37.1 An Abnormally Low Bid is one where the Bid price in Bids combination with other constituent elements of the Bid appears unreasonably low to the extent that the Bid price raises material concerns as to the capability of the Bidder to perform the Contract for the offered Bid Price. 37.2 In the event of identification of a potentially Abnormally Low Bid, the Purchaser shall seek written clarifications from the Bidder, including detailed price analyses of its Bid price in relation to the subject matter of the contract, scope,
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proposed methodology, schedule, allocation of risks and responsibilities and any other requirements of the bidding document. 37.3 After evaluation of the price analyses, in the event that the Purchaser determines that the Bidder has failed to demonstrate its capability to perform the Contract for the offered Bid Price, the Purchaser shall reject the Bid. 38. Unbalanced or 38.1 If the Bid that is evaluated as the lowest evaluated cost is, in Front Loaded the Purchaser’s opinion, seriously unbalanced or front Bids loaded the Purchaser may require the Bidder to provide written clarifications. Clarifications may include detailed price analyses to demonstrate the consistency of the Bid prices with the scope of information systems, installations, proposed methodology, schedule and any other requirements of the bidding document. 38.2 After the evaluation of the information and detailed price analyses presented by the Bidder, the Purchaser may: (a) accept the Bid; or (b) if appropriate, require that the total amount of the Performance Security be increased, at the expense of the Bidder, to a level not exceeding twenty percent DRAF(20%) of the Contract Price; or (c) reject the Bid. 39. Eligibility and 39.1 The Purchaser shall determine to its satisfaction whether Qualification of the Bidder that is selected as having submitted the lowest the Bidder evaluated and substantially responsive Bid is eligible and meets the qualifying criteria specified in Section III, Evaluation and Qualification Criteria. 39.2 The determination shall be based upon an examination of
the documentaryT evidence of the Bidder’s qualifications submitted by the Bidder, pursuant to ITB 15. 39.3 Unless otherwise specified in the BDS, the Purchaser will NOT carry out tests at the time of post-qualification, to determine that the performance or functionality of the Information System offered meets those stated in the Technical Requirements. However, if so specified in the BDS the Purchaser may carry out such tests as detailed in the BDS. 39.4 An affirmative determination shall be a prerequisite for award of the Contract to the Bidder. A negative determination shall result in disqualification of the Bid, in which event the Purchaser shall proceed to the next lowest evaluated cost or best evaluated Bid, as the case may be, to make a similar determination of that Bidder’s qualifications to perform satisfactorily.
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39.5 The capabilities of the manufacturers and subcontractors proposed by the Bidder that is determined to have offered the Most Advantageous Bid for identified major items of supply or services will also be evaluated for acceptability in accordance with Section III, Evaluation and Qualification Criteria. Their participation should be confirmed with a letter of intent between the parties, as needed. Should a manufacturer or subcontractor be determined to be unacceptable, the Bid will not be rejected, but the Bidder will be required to substitute an acceptable manufacturer or subcontractor without any change to the Bid price. Prior to signing the Contract, the corresponding Appendix to the Contract Agreement shall be completed, listing the approved manufacturers or subcontractors for each item concerned. 40. Purchaser’s Right 40.1 The Purchaser reserves the right to accept or reject any Bid, to Accept Any and to annul the Bidding process and reject all Bids at any Bid, and to Reject time prior to contract award, without thereby incurring Any or All Bids any liability to Bidders. In case of annulment, all Bids submitted and specifically, Bid securities, shall be promptly returned to the Bidders. 41. Standstill Period 41.1 The Contract shall not be awarded earlier than the expiry of DRAFthe Standstill Period. The Standstill Period shall be ten (10) Business Days unless extended in accordance with ITB 46. The Standstill Period commences the day after the date the Purchaser has transmitted to each Bidder the Notification of Intention to Award the Contract. Where only one Bid is submitted, or if this contract is in response to an emergency situation recognized by the Bank, the Standstill Period shall not apply. 42. Notification of 42.1 The Purchaser shall send to each Bidder the Notification of Intention to Intention to Award the Contract to the successful Bidder. Award The NotificationT of Intention to Award shall contain, at a minimum, the following information:
(a) the name and address of the Bidder submitting the successful Bid; (b) the Contract price of the successful Bid; (c) the total combined score of the successful Bid; (d) the names of all Bidders who submitted Bids, and their Bid prices as readout and as evaluated prices and technical scores (if applicable); (e) a statement of the reason(s) the Bid (of the unsuccessful Bidder to whom the notification is addressed) was unsuccessful; (f) the expiry date of the Standstill Period; and
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(g) instructions on how to request a debriefing or submit a complaint during the standstill period;
F. AWARD OF CONTRACT
43. Award Criteria 43.1 Subject to ITB 40, the Purchaser shall award the Contract to the successful Bidder. This is the Bidder whose Bid has been determined to be the Most Advantageous Bid. The determination of the Most Advantageous Bid will be made in accordance to one of the two options as defined in the BDS. The methodology options are:
(a) when rated criteria are used: The Bidder that meets the qualification criteria and whose Bid:
(i) is substantially responsive; and
(ii) is the best evaluated Bid (i.e. the Bid with the highest combined technical/quality/price score); or
(b) when rated criteria are not used: The Bidder that meets the qualification criteria and whose Bid has been determined to be:
DRAF(i) substantially responsive to the bidding document; and
(ii) the lowest evaluated cost.
44. Purchaser’s 44.1 The Purchaser reserves the right at the time of Contract award Right to Vary to increase or decrease, by the percentage(s) for items as Quantities at indicated in the BDS. Time of Award 45. Notification of 45.1 Prior to the expiration of the Bid Validity Period and upon Award expiry of the Standstill Period, specified in ITB 41.1 or any extension thereof,T and, upon satisfactorily addressing any complaint that has been filed within the Standstill Period, the Purchaser shall notify the successful Bidder, in writing, that its Bid has been accepted. The notification letter (hereinafter and in the Contract Forms called the “Letter of Acceptance”) shall specify the sum that the Purchaser will pay the Supplier in consideration of the execution of the Contract (hereinafter and in the Conditions of Contract and Contract Forms called “the Contract Price”).
Section II. Bid Data Sheet 31
45.2 Within ten (10) Business days after the date of transmission of the Letter of Acceptance, the Purchaser shall publish the Contract Award Notice which shall contain, at a minimum, the following information: (a) name and address of the Purchaser; (b) name and reference number of the contract being awarded, and the selection method used; (c) names of all Bidders that submitted Bids, and their Bid prices as read out at Bid opening, and as evaluated; (d) name of Bidders whose Bids were rejected and the reasons for their rejection; (e) the name of the successful Bidder, the final total contract price, the contract duration and a summary of its scope; and (f) successful Bidder’s Beneficial Ownership Disclosure Form, if specified in BDS ITB 47.1. 45.3 The Contract Award Notice shall be published on the Purchaser’s DRAFwebsite with free access if available, or in at least one newspaper of national circulation in the Purchaser’s Country, or in the official gazette. The Purchaser shall also publish the Contract Award Notice in UNDB online. 45.4 Until a formal contract is prepared and executed, the Notification of Award shall constitute a binding Contract.
46. Debriefing by 46.1 On receipt of the Purchaser’s Notification of Intention to Award the Purchaser referred to in ITB 42, an unsuccessful Bidder has three (3) Business DaysT to make a written request to the Purchaser for a debriefing. The Purchaser shall provide a debriefing to all unsuccessful Bidders whose request is received within this deadline. 46.2 Where a request for debriefing is received within the deadline, the Purchaser shall provide a debriefing within five (5) Business Days, unless the Purchaser decides, for justifiable reasons, to provide the debriefing outside this timeframe. In that case, the standstill period shall automatically be extended until five (5) Business Days after such debriefing is provided. If more than one debriefing is so delayed, the standstill period shall not end earlier than five (5) Business Days after the last debriefing takes place. The Purchaser shall promptly inform, by the quickest means available, all Bidders of the extended standstill period. 46.3 Where a request for debriefing is received by the Purchaser later
Section II. Bid Data Sheet 32
than the three (3)-Business Day deadline, the Purchaser should provide the debriefing as soon as practicable, and normally no later than fifteen (15) Business Days from the date of publication of Public Notice of Award of contract. Requests for debriefing received outside the three (3)-day deadline shall not lead to extension of the standstill period. 46.4 Debriefings of unsuccessful Bidders may be done in writing or verbally. The Bidder shall bear their own costs of attending such a debriefing meeting.
47. Signing of 47.1 The Purchaser shall send to the successful Bidder the Letter of Contract Acceptance including the Contract Agreement, and, if specified in the BDS, a request to submit the Beneficial Ownership Disclosure Form providing additional information on its beneficial ownership. The Beneficial Ownership Disclosure Form, if so requested, shall be submitted within eight (8) Business Days of receiving this request. 47.2 The successful Bidder shall sign, date and return to the Purchaser, the Contract Agreement within twenty-eight (28) days of its receipt. 47.3 Notwithstanding ITB 47.2 above, in case signing of the Contract DRAFAgreement is prevented by any export restrictions attributable to the Purchaser, to the country of the Purchaser, or to the use of the Information System to be supplied, where such export restrictions arise from trade regulations from a country supplying those Information System, the Bidder shall not be bound by its Bid, always provided, however, that the Bidder can demonstrate to the satisfaction of the Purchaser and of the Bank that signing of the Contract Agreement has not been prevented by any lack of diligence on the part of the Bidder in completing any formalities, including applying for permits, authorizations and licensesT necessary for the export of the Information System under the terms of the Contract.
48. Performance 48.1 Within twenty-eight (28) days of the receipt of the Letter of Security Acceptance from the Purchaser, the successful Bidder shall furnish the performance security in accordance with the General Conditions, subject to ITB 38.2 (b), using for that purpose the Performance Security Form included in Section X, Contract Forms, or another form acceptable to the Purchaser. If the Performance Security furnished by the successful Bidder is in the form of a bond, it shall be issued by a bonding or insurance company that has been determined by the successful Bidder to be acceptable to the Purchaser. A foreign institution providing a Performance Security shall have a correspondent financial institution located in the Purchaser’s Country. 48.2 Failure of the successful Bidder to submit the above-mentioned
Section II. Bid Data Sheet 33
Performance Security or sign the Contract shall constitute sufficient grounds for the annulment of the award and forfeiture of the Bid Security. In that event the Purchaser may award the Contract to the Bidder offering the next Most Advantageous Bid.
49. Adjudicator 49.1 Unless the BDS states otherwise, the Purchaser proposes that the person named in the BDS be appointed as Adjudicator under the Contract to assume the role of informal Contract dispute mediator, as described in GCC Clause 43.1. In this case, a résumé of the named person is attached to the BDS. The proposed hourly fee for the Adjudicator is specified in the BDS. The expenses that would be considered reimbursable to the Adjudicator are also specified in the BDS. If a Bidder does not accept the Adjudicator proposed by the Purchaser, it should state its non-acceptance in its Bid Form and make a counterproposal of an Adjudicator and an hourly fee, attaching a résumé of the alternative. If the successful Bidder and the Adjudicator nominated in the BDS happen to be from the same country, and this is not the country of the Purchaser too, the Purchaser reserves the right to cancel the Adjudicator nominated in the BDS and propose a new one. If by the day the Contract is signed, the Purchaser and the successful Bidder have not agreed DRAFon the appointment of the Adjudicator, the Adjudicator shall be appointed, at the request of either party, by the Appointing Authority specified in the SCC clause relating to GCC Clause 43.1.4, or if no Appointing Authority is specified there, the Contract will be implemented without an Adjudicator.
50. Procurement 50.1 The procedures for making a Procurement-related Complaint are Related as specified in the BDS. Complaint T
Section II. Bid Data Sheet 34
SECTION II - BID DATA SHEET (BDS) The following specific data for the Information System to be procured shall complement, supplement, or amend the provisions in the Instructions to Bidders (ITB). Whenever there is a conflict, the provisions herein shall prevail over those in ITB.
ITB Reference A. General
ITB 1.1 The reference number of the Request for Bids is:RFB/10.2/APMSIDC/Equipment/2018-19 Dt.14.08.2018. The Purchaser is: Managing Director, APMSIDC, IT Park, Mangalagiri, Guntur 522503 The name of the RFB is:“Procurement of Services to Procure, Design, Customize/ Develop, Supply, Commission, Implement and Maintain Electronic Health Record (eHR) in Andhra Pradesh” The number and identification of lots (contracts)comprising this RFB is: one MSA contract
ITB 1.3 (a) Electronic – Procurement System The Purchaser shall use the following electronic-procurement system to manage this procurement process: https://tender.apeprocurement.gov.in/ TheDRAF electronic-procurement system shall be used to manage the following aspects of the Procurement process: The e-procurement portal would be used for issuing RFB, submissions of Bids, opening of Bids and filling up of various forms.
ITB 2.1 The Borrower is: Government of Andhra Pradesh Loan or Financing Agreement amount: 2100 crores INR(approx) The name of the Project Tis: Andhra Pradesh Health Department Project ITB 4.1 Maximum number of members in the JV shall be:4 (four)
ITB 4.5 A list of debarred firms and individuals is available on the Bank’s external website: http://www.worldbank.org/debarr.
B. Bidding Document
ITB 7.1 A prospective Bidder requiring any clarification of the Bidding Documents have to submit their queries only through eprocurement website, Purchaser’s response (including an explanation of the query but not identifying its source) will be updated in the eprocurement website https://tender.apeprocurement.gov.in/
1. The bidder can mail queries/clarifications to [email protected] on or before pre bid meeting date.
Section II. Bid Data Sheet 35
ITB 7.1 Web page: https://tender.apeprocurement.gov.in/
ITB 7.4 A Pre-Bid meeting shall take place at the following date, time and place: Date: 24.08.2018 Time: 11:00 AM Place: APMSIDC, IT Park, Mangalagiri, Guntur 522503. A site visit conducted by the Purchaser shall not be organized. Bidders are requested to send advance intimation that they will be attendingthe Pre-Bid Meeting.Minutes of the meeting, including the questions raised and responses given,together with any responses prepared after the meeting shall be availablethrough the eprocurement website https://tender.apeprocurement.gov.in/
C. Preparation of Bids
ITB 10.1 The language of the Bid is: English. All correspondence exchange shall be in English language. Language for translation of supporting documents and printed literature is English ITB 11.1 (k) TheDRAF Bidder shall submit with its Bid the following additional documents: [list any additional document not already listed in ITB 11.1 that must be submitted with the Bid]
ITB 13.1 Alternative Bids are not permitted.
ITB 13.2 Alternatives to the Time Schedule is not permitted.
ITB 13.4 Alternative technical solutions shall be permitted for the following parts of the Information System:T None ITB 15.2 Prequalification has notbeen undertaken.
ITB 16.2 (a) In addition to the topics described in ITB Clause 16.2 (a), the Preliminary Project Plan must address the following topics: (a) Project Organization and Management Plan; (b) Design and Development plan (c) Pilot Implementation plan (d) Pre-commissioning, Operational and User Acceptance Testing Plan (e) Delivery and Installation Plan (f) Training Plan (g) Risk Management Plan
Section II. Bid Data Sheet 36
(h) Sustenance Plan (i) Warranty Service Plan (j) Task, Time, and Resource Schedules (k) Post-Warranty Service Plan (l) Technical Support Plan (m) Quality Assurance and Control Process details which must include (but not limited to) detailing on Metrics, Reviews, Problem Reporting and Corrective action etc. (n) Data Entry Plan (o) Technical and Operational Process which must include (but not limited to) detailing on Methods, Tools, Techniques etc.
ITB 16.3 In the interest of effective integration, cost-effective technical support, and reduced re-training and staffing costs, Bidders are required to offer specific brand names and models for the following limited number of specific items: None
ITB 17.2 The Bidder must not bid for Recurrent Cost Items ITB 17.2 TheDRAF Bidder must not bid for contracts of Recurrent Cost Items not included in the main Contract.
ITB 17.5 The Incoterms edition is: 2015
ITB 17.5 (a) Named place of destinationis:Amaravati, Vijayawada, Andhra Pradesh, Regional Office Locations and Hospitals in Andhra Pradesh.
ITB 17.6 Named place of final destination (or Project site) is: Amaravati, Vijayawada, Andhra Pradesh, Regional Office Locations and Hospitals in Andhra
Pradesh. T ITB 17.8 ITB 17.8 is modified as follows: There is no modification to ITB 17.8
ITB 17.9 The prices quoted by the Bidder shall not be subject to adjustment during the performance of the Contract.
ITB 18.1 The Bidder is required to quote in the currency of the Purchaser’s Country.
ITB 18.2 Deleted
ITB 19.1 The Bid validity period shall be 180 days
ITB 19.3 (a) The Bid price shall be adjusted by the following factor(s): The bid price of the Contract price shall be adjusted by a factor reflecting inflation in the purchaser’s countryduring the period of extension.
Section II. Bid Data Sheet 37
ITB 20.1 A Bid Security shall be required. A Bid-Securing Declaration shall not berequired. If a Bid Security shall be required, the amount and currency of the Bid Security shall be - INR 1.00 Lakh only
ITB 20.3 (d) Other types of acceptable securities: None
ITB 20.10 If the Bidder incurs any of the actions prescribed in subparagraphs (a) or (b) of this provision, the Purchaser will declare the Bidder ineligible to be awarded contracts by the Purchaser for a period of 10 years.
ITB 21.1 The bidder needs to submit one technical offline bid only.
ITB 21.3 The written confirmation of authorization to sign on behalf of the Bidder shall consist of: Letter of Authorization (Supplier’s letterhead) clearly mentioning the authorization granted to sign on behalf of the Bidder.
D. Submission and Opening of Bids
ITB 23.1 For Bid submission purposes only, the Purchaser’s address is: Attention: APMSIDC StreetDRAF Address: Plot No.09, Survey No.49, IT Park, Mangalagiri Floor/Room number: 2nd Floor City: Vijayawada
ZIP Code:522503
Country: India
The deadline for Bid submissionT is: Date: 06.09.2018
Time: 11:00 a.m. Street Address: Plot No.09, Survey No.49, IT Park, Mangalagiri Floor/ Room number: 2nd Floor City: Vijayawada Country: India
ITB 23.1 Bidders shall have the option of submitting their Techncial Bids (Online & Offline) and Financial Bids in online only. The electronic Bidding submission procedures shall be:
Section II. Bid Data Sheet 38
To participate in the bidding, the Bidder should enroll in the eprocurement Portal https://tender.apeprocurement.gov.in/ 1. The details of bidding conditions and other terms can be downloaded from the electronic procurement platform of Government of Andhra Pradesh i.e. https://tender.apeprocurement.gov.in/ 2. Bidders would be required to register on the e-Procurement market place www.tender.apeprocurement.gov.in/ and submit their bids online. On registration with the e-Procurement market place they will be provided with a user id and password by the system through which they can submit their bids online. 3. Further all the participating bidders have to electronically pay a non- refundable transaction fee to M/s. APTS, the service provider through "Payment Gateway Service on E-Procurement platform", as per the Government Orders placed on the e-procurement website. 4.The dates stipulated above are firm and under no circumstances they will be relaxed unless otherwise extended by an official notification or happen to be Public Holidays. For the assistance in the online submission issues, the bidder may contact the help desk of M/s Vupadhi Techno Services Pvt. Ltd. (e-procurement) at their e-mail address: [email protected] or on the mobile nos. +91 40-39999700, 39999701 ITB 26.1 TheDRAF Bid opening shall take place at: Attention: APMSIDC Street Address: Plot No.09, Survey No.49, IT Park, Mangalagiri Floor/Room number: 2nd Floor City: Vijayawada Date: 06.09.2018 Time: 11:00 a.m. T ITB 26.1 The electronic Bid opening procedures shall be: in Online only.
ITB 26.6 The Letter of Bid and Price Schedules shallbe initialed by 5(five) representatives of the Purchaser conducting Bid opening. Bids shall be opened in the presence of the bidders’ representatives who choose to attend online on 06.09.2018 at 11.00 A.M. If the office happens to be closed on the date of opening of the bids as specified, the bids will be opened on the next working day at the same time and through eprocurement website. 1. After scrutiny and acceptance of bids, an email will be sent to all the bidders participated in the bid. 2. Also an electronic summary of the bid opening containing bidders’ names, opening date, bid opener’s name and bid status is generated and can be viewed by the bidder. 3. The bidder can further log in to his account and view the details of all the
Section II. Bid Data Sheet 39
bidders who participated in the bid. 4. Purchaser shall also prepare minutes of the Bid opening, and upload the same for viewing online
E. Evaluation, and Comparison of Bids
ITB 31.3 The adjustment shall be based on the average price of the item or component as quoted in other substantially responsive Bids. If the price of the item or component cannot be derived from the price of other substantially responsive Bids, the Purchaser shall use its best estimate. If the missing Goods and Services are a scored technical feature, the relevant score will be set at zero.
ITB 33.1 The currency that shall be used for Bid evaluation is Indian rupees only.
ITB 35.4 The Purchaser’s evaluation of responsive Bids will take into account technical factors, in addition to cost factors as specified in Section III, Bid Evaluation and Qualification Criteria.
ITB 35.4 Discount Rate (I) for net present value calculations of recurrent costs (if any) isDRAF 10(ten) percent per annum. If rated criterion is used: The total weight “X” for the Technical features in the Evaluated Bid Score is: 30% The technical evaluation categories and the features to be Evaluatedwithin each category are listed below. The detailed evaluation of Bidders is described in Section III, Evaluation and Qualification Criteria. The commercial Bids of only those Bidders, who secure a minimum 70%marks in the Technical Evaluations shall be considered for the final evaluation. T
SNo Parameter MaxScore
1. Number of SI projects 5
2. Number of COTS Solution Installations 5
3. Project Plan and Approach & Methodology 5
4. Proposed COTS Solution – meetingfunctional 15 requirements
5. Customization of proposed COTS Solution & 7 portal
6. Integration with Existing Applications 5
Section II. Bid Data Sheet 40
7. Training 5
8. Certifications & standards of the Bidders 5
9. Hardware Compliance 8
10. SLA 7
11. Exit Management 5
12. Proposed Resource 8
13. Demonstration of the COTS product 10 andpresentation on the project implementation
14. Compliance to eHR Standards 10
TOTAL 100
ITB 35.8 Bids for Subsystems, lots, or slices of the overall Information System will not be accepted. The clause for Bids for Subsystems, lots, or slices of the overall Information System isDRAF not applicable ITB 39.3 As additional qualification measures, the Information System (or components/parts of it) offered by the Bidder with the Most Advantageous Bid may be subjected to the following tests and performance benchmarks prior to Contract award: None
F. AWARD OF CONTRACT
ITB 43 The award will be made on the basis of rated criteria pursuant to ITB 35.7, if applicable, in accordance with Section III, Evaluation and Qualification Criteria. T ITB 44 The maximum percentage by which quantities may be increased is: 20% The maximum percentage by which quantities may be decreased is: 20%
ITB 47.1 The successful Bidder shall submit the Beneficial Ownership Disclosure Form.
ITB 49 The proposed Adjudicator is: Principal Secretary, ITE&C Department, GoAP The proposed hourly fee is as per the G.O. rules applicable for the same
ITB 50.1 The procedures for making a Procurement-related Complaint are detailed in the “Procurement Regulations for IPF Borrowers (Annex III).” If a Bidder wishes to make a Procurement-related Complaint, the Bidder should submit its complaint following these procedures, in writing (by the quickest means available, that is either by email or fax), to:
Section II. Bid Data Sheet 41
For the attention: Title/position: Purchaser: Managing Director, APMSIDC Email address: [email protected] In summary, a Procurement-related Complaint may challenge any of the following: 1. the terms of the Bidding Documents; and 2. the Purchaser’s decision to award the contract.
DRAF
T
Section III. Evaluation and Qualification Criteria 42
SECTION III - EVALUATION AND QUALIFICATION CRITERIA (WITHOUT PREQUALIFICATION)
This Section contains all the criteria that the Purchaser shall use to evaluate Bids and qualify Bidders. No other factors, methods or criteria shall be used. The Bidder shall provide all the information requested in the forms included in Section IV, Bidding Forms. A combined evaluation score shall be used for the evaluation of bids for the RFB.
The Purchaser will evaluate and compare the Bids that have been determined to be substantially responsive, pursuant to ITB 30. The purchasershallinitially examine the bids pursuant to ITB 26 to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. The Bid that do not conform to the bid conditions and bid from firms without Bid Security, Bid document fee shall be straight away rejected.
1. Qualification Evaluation The evaluation committee constituted as per the GO.Ms.No.12, dated 08.06.2015, ITE&C (Infra) Department, Government of Andhra Pradesh /an evaluation committee constitutedDRAF and approved by the purchaser will evaluate all qualification criteriarequirements of each Bidder. The purchaser will prepare a list of bidders based on the compliance to the qualification criteria mentioned in the Qualification table in this section. The bid from firms without adequate capabilities as per qualification criteriashall be straight away rejected. All eligible bids after the qualification stage will be considered for further evaluation. The decision of the purchaser will be final in this regard.
2. Technical Evaluation (ITB 35.3 and ITB 35.4) The Evaluation Committee, would calculate the total technical score awarded to each bidder based on the responses toT the scope of work, demonstration of the solution and various parameters listed below along with the points specified. Non-Compliance of any technical specification in the hardware proposed from the RFB requirements, the bid shall be summarily rejected.
The evaluation committee will evaluate the Technical Score onthe basis of the technical evaluation criterion as provided below. Thebidder has to followthe structure while proposing bid as per the Forms provided against each criterion.
The technical evaluation categories and the features to be Evaluated within each category are listed below.
SNo Parameter MaxScore
1. Number of SI projects 5 Section III – Evaluation and Qualification Criteria 43
2. Number of COTS Solution Installations 5
3. Project Plan and Approach & Methodology 5
4. Proposed COTS Solution – meetingfunctional 15 requirements
5. Customization of proposed COTS Solution & 7 portal
6. Integration with Existing Applications 5
7. Training 5
8. Certifications & standards of the Bidders 5
9. Hardware Compliance 8
10. SLA 7
11. Exit Management 5
12. Proposed Resource 8
13. Demonstration of the COTS product and 10 presentation on the project implementation
14. Compliance to eHR Standards 10
TOTAL 100
2.1 Technical Presentations Bidder has to make presentations at purchaser premises or at a place decided by purchaser to facilitate the procurement committee in understanding the bidder’s capabilities to execute the project. The date for presentation will be communicated in advance. Bidder are expected to communicate the requirements for conducting this exercise 2 days in advance to the purchaser. Bidder shall ensure that the representative carries a valid photo ID and authorization letter from the bidder.
The presentations should cover cases of installations of the software in an environment similar to ProjectDept requirements. The objective of the presentation is to: • Understand software solution’s features in greater detail • Approach and Methodology • Project plan • Technical solution proposed in the technical bid • Innovative services proposed in the technical proposal • Hardware phasing, deployment and maintenance • Other important components of the proposal
Section III – Evaluation and Qualification Criteria 44
The detailed parameter wise allotment of scores for technical evaluation is given below:
S. No Attribute Max. Score 1. SI projects: 5 The Prime Bidder or Consortium Members must have successfully executed or is executing projects of total value of INR 60 crore with min. INR 6 crore software cost each in design, development, integration, implementation, operations of multi- location system Integration projects (HW, Network, Software Solutions) in last five (5) years (2013-14, 2014-15, 2015-16, 2016- 2017 and 2017-18).
>= 6 Projects : 5.0 Marks
>=4 Projects and <6 Projects: 4.5 Marks
>=2 Projects and <4 Projects: 4.0 Marks
>=1 Projects and <2 Projects: 3.5 Marks
2. Number of COTS Solution Installations: 5 The Prime Bidder or Consortium Members must have successfully Installed COTS Solution and in operation in last five (5) years (2013-14, 2014-15, 2015-16, 2016-2017 and 2017-18). Each project should be of 100 beds or higher.
>= 10 Projects 5.0 Marks
>=7 Projects and <10 Projects: 4.5 Marks
>=4 Projects and <7 Projects: 4.0 Marks
>=2 Projects and <4 Projects: 3.5 Marks
3. Project Plan, Approach Methodology: 5 1. 1. Project Risk management: 2 Marks 2. 2. Project time lines and team deployment :1.5 Marks 3. 3. Rollout plan & OM team: 1.5 Marks 4. Proposed COTS Solution Features: 15 1. 12 modules – one mark for each module: 12 marks One score point if the module 90% is meeting functional requirements 0.75 One score point if the module 80% is meeting
Section III – Evaluation and Qualification Criteria 45
functional requirements 0.50 One score point if the module 70% is meeting functional requirements 0.35 One score point if the module 60% is meeting functional requirements 2. Portal: 1 mark 3. Mobile interfaces for the Modules: 2 marks 5. Customization of proposed COTS Solution & Portal design: 7 1. General APIs for connecting other department applications- 2 marks 2. Change Management, Scalability – 3 marks 3. GIGW standards used in Portal - 2 marks 6. Integration with Existing Applications &Data Migration: 5 1. Planning and Assessment of Data Migration – 2 marks 2. Integration Strategy proposed - 3 marks 7. Trainings proposed: 5 1. Training proposed - 2 marks 2. Re-training &refresher training with releasing of the versions - 3 marks 8. Certifications& standards: 5 The Prime Bidder or the Consortium Member who is supporting COTS solution must have valid certification as on last date of bid submission.
1. CMMi Level5 & ISO 27001 & HIPPA – 5marks 2. CMMi Level3 & ISO 27001 & HIPPA -4 marks 3. CMMi Level3 & ISO 27001 - 3.5 marks 9. Hardware Infrastructure: 8 1. SDC & DR Hardware – 4 marks 2. Infra structure proposed at locations - 2marks 3. Bandwidth and Network proposed 2marks
Compliance to the minimum sections in the RFB will get 100%
10. SLA Management: 7 1. Risk Management Strategy – 1 marks 2. Communication Management Strategy- 2 marks 3. SLA Management Methodology- 2 marks 4. Real-time monitoring and help desk services – 2 marks 11. Exit Management: 5
Section III – Evaluation and Qualification Criteria 46
1. Proposed Timelines & Activities -1.5 marks 2. Knowledge transfer -1.5 marks 3. Sequencing and Dependencies – handing over of Exit Management – 2 marks 12. Proposed Resource: 8 1. Quality of CVs proposed for the project - 8 marks 13. Technical Presentation: 10 1. Project Implementation – 2 marks 2. Suitability of Proposed Solution – 2 marks 3. Functional Demonstration of the modules of integrated Health Management System – 2 marks 4. Architecture & Proposed Structure – 2 marks 5. Demonstration of the COTS – 2 marks 14. Compliance to eHR Standards: 10 Compliance to eHR Standards: (0.5 Marks for each Category type compliance; else 0)
1) Identification & Demographics
2) Patient Identifiers
3) Architecture Requirements
4) Functional Requirements
5) Reference Model and Composition
6) Terminology
7) Coding System
8) Imaging
9) Scanned or Captured Records
10) Data Exchange
11) Discharge/Treatment Summary
12) E-Prescription
13) Personal Healthcare and Medical Device Interface
14) Data Privacy and Security
15) Information Security Management
16) Privilege Management and Access Control
Section III – Evaluation and Qualification Criteria 47
17) Audit Trail and Logs
18) Data Integrity
19) Data Encryption
20) Digital Certificate
Total (Tn) 100
Note: 1. “Assignments of similar nature” means IT projects involving software development, implementation, training, maintenance and facilitymanagement. 2. “COTS Modules” means Commercial Off The Shelf Modules which are readily available thatsuits most of the Functionality of that moduleand any other definitions of COTS shall become void. 3. “Projects/ Assignments” means IT projects completed/ Ongoing 4. Work order/ testimonial/ project completion certificate from the client for all the stated project experience needs to be provided 5. The value of the projects considered in the above criterion would be based on the Purchase Order. In absence of the supporting documents, the projects would not be considered for evaluation. 6. Any critical noncompliance/ deviations may lead to disqualification of the Bidder. 7.The Bidder has to demonstrate the capability in deployment and maintenance of iHMS successfully running in any of the hospital. It is suggested that bidder may choose one best live project which is successful in exchanging different types of EHRs connecting various hospitals, which comprises of registry services, data services, clinical data repository, citizen/ provider health portal etc. 8. If, in addition to the cost factors, the Purchaser has chosen to give weight to important technical factors (i.e., the price weight, X, is less than 1 in the evaluation), the Total Technical Points assigned to each Bid in the Evaluated Bid Formula will be determined by adding and weighting the scores assigned by an evaluation committee to technical features of the Bid in accordance with the criteria set forth below. The purchaser shall not assign category-wise weight for each technical parameter defined in the technical score evaluation table for the RFB, but if needed may follow the below technical scoring criteria (a) The score for each feature (i) within a category (j) will be combined with the scores of features in the same category as a weighted sum to form the Category Technical Score using the following formula:
k S j t ji wji i1 where:
Section III – Evaluation and Qualification Criteria 48
tji = the technical score for feature “i” in category “j”
wji = the weight of feature “i” in category “j” k = the number of scored features in category “j”
k and w ji 1 i1 (f) The Category Technical Scores will be combined in a weighted sum to form the total Technical Bid Score using the following formula:
n T S j Wj j1 where:
Sj = the Category Technical Score of category “j”
Wj = the weight of category “j” as specified in the BDS n = the number of categories
n and Wj 1 j1 3. Bid Price Evaluation To assist in the evaluation, comparison and an examination of bids, the purchaser may, at its sole discretion, ask the bidder for a clarification of its bid including breakdown of unit rates as per the price schedule form. The request for clarification and the response shall be in writing. If the response to the clarification is not received before the expiration of deadline prescribed in the request, the purchaser reserves the right to make its own reasonable assumptions at the total risk and cost of the bidder.
The bid price quoted by each bidder in the various price schedule forms included in the Section IV, Bidding Forms which includes the Table 3.1 Grand Summary Cost Table, would be quantified, verified and recorded.The total value of the price bid shall be arrived based on the total value quoted by the bidderexclusive of taxes but inclusive of all out-of-pocket expenses.All the taxes and other levies indicated in the price bid will be taken for the price bid evaluation.
The evaluation shall be based in accordance with the following criteria: (i) All the bids will be compared on the basis of their Weighted Average Commercial Score (WACS) (ii) Methodology for arriving at WACS of each bid: The price bids will be normalized for each cost element described above in the forms C1, C2, C3, C4, C5,C6 and C7 of Price Schedule Forms under Section IV, Bidding Forms with respect to the L1 on that particular cost element. This would result in each
Section III – Evaluation and Qualification Criteria 49
commercial bid scoring a certain point on each of the cost elements, with L1 for that element scoring 100 points. (iii)The result of above normalization for each cost element for a particular bid will then be multiplied by a specific weightage factor as given in the table below:
SNo Cost Element Price Weightage Schedule Factor %age Form #
1 Supply, Customization, Integration and C1 Implementation of COTS Solution 12.00%
2 Infrastructure @ Data Center & Disaster Recovery C2 16.00%
3 IT Infrastructure @ Hospitals C3 50.00%
4 Network Infrastructure @ Hospitals C4 6.00%
5 Electrical Work, Cabling & Earth Pits @ Hospitals C5 1.50%
6 Project management and man power C6 9.00%
7 Supply of consumables such as stationary (A4 sized C7 paper) and printer cartridges 5.50%
Total 100.00%
(iv)The result of above multiplication for each cost element will then be added together to arrive at the final Weighted Average Commercial Score (WACS) of a bid which will be treated as the parameter for comparing all commercial bids being evaluated. (v) Formula: Total score of a Bidder (Fn)= 12*(C1L/C1) + 16*(C2L/C2) + 50*(C3L/C3) + 6*(C4L/C4) + 1.5*(C5L/C5) + 9*(C6L/C6) + 5.5*(C7L/C7) where C1L, C2L, C3L, C4L, C5L, C6L & C7L represents the lowest bidder for respective cost element from the respective forms. where C1, C2, C3, C4, C5, C6 & C7 represents quotations of the bidder in consideration for respective cost element from the respective forms (vi) For all the quoted rates & prices and the numbers used during the process defined above, only two digits after decimal will be considered for calculation purposes and the same will be subject to standard rounding rules.
Note: If there is an Arithmetical Error or discrepancy recorded between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. If there is a discrepancy between the rates in words and figures, the rate in words
Section III – Evaluation and Qualification Criteria 50
will govern. If the bidder does not accept the correction of errors, the bid will be rejected and Bid security may be forfeited. Bidder is advised to exercise adequate care in quoting the prices. No excuse for corrections in the quoted figures will be entertained after the bid quotes are received by the purchaser.
4. Combined Evaluation The purchaser after the calculation of the Technical score and evaluated bid price for each bidder shall calculate an Evaluated Bid Score (B) for each Bidder. The Evaluated Bid Score will be calculated for each responsive Bid using the following formula, which permits a comprehensive assessment of the Bid price and the technical merits of each Bid:
Clow T B X 1 X C Thigh
where
C = Evaluated Bid Price
C low = the lowest of all Evaluated Bid Prices among responsive Bids
T = the total Technical Score awarded to the Bid
Thigh = the Technical Score achieved by the Bid that was scored best among all responsive Bids
X = weight for the Price as specified in the BDS
The Bid with the best evaluated Bid Score (B) among responsive Bids shall be the Most Advantageous Bid provided the Bidder was prequalified and/or it was found to be qualified to perform the Contract in accordance with ITB 39.The bidder, who scored the Most Advantageous Bid is treated as the successful bidder. The indicative number of beds is approximately 35,000 Nos. The cost payable per bed per month in a period of 6 years contract period will be computed as given below:
Cost payable per bed per month = Total cost in the commercial forms / (35000 * 72)
Cost payable per bed per month = (C1+C2+C3+C4+C5+C6) / (35000 * 72)
5. Economic Evaluation The following factors and methods will apply:
(a) Time Schedule:
Time to complete the Information System from the effective date specified in Article 3 of the Contract Agreement for determining time for completion of pre- commissioning activities is: 6 months. No credit will be given for earlier completion.
Section III – Evaluation and Qualification Criteria 51
6. Qualification
Factor 2.1 ELIGIBILITY
Criteria Bidder Sub-Factor Single Joint Venture (existing or intended) Documentation Requirement Entity All Each At least Required members member one combined member
2.1.1 Nationality Nationality in accordance Must meet Must meet Must meet N / A Form ELI –2.1.1 with ITB 4.4. requirement requirement requirement and 2.1.2, with attachments 2.1.2 Conflict of No- conflicts of interests Must meet Must meet Must meet N / A Letter of Bid Interest as described in ITB 4.2. requirement requirement requirement
2.1.3 Bank Not having been declared Must meet Must meet Must meet N / A Letter of Bid Ineligibility ineligible by the Bank as requirement requirement requirement described in ITB 4.5. 2.1.4 State owned Compliance with Form ELI –2.1.1 Must meet Must meet Must meet Entity of the conditions of ITB 4.6 N / A and 2.1.2, with Borrower country requirement requirement requirement attachments Section III – Evaluation and Qualification Criteria 52
Factor 2.1 ELIGIBILITY
Criteria Bidder Sub-Factor Single Joint Venture (existing or intended) Documentation Requirement Entity All Each At least Required members member one combined member
2.1.5 United Not having been excluded Nations resolution as a result of prohibition or Borrower’s in the Borrower’s country country law laws or official regulations against commercial Must meet Must meet Must meet relations with the Bidder’s N / A Letter of Bid requirement requirement requirement country, or by an act of compliance with UN Security Council resolution, both in accordance with ITB 4.8
Section III – Evaluation and Qualification Criteria 53
Factor 2.1 ELIGIBILITY
Criteria Bidder Sub-Factor Single Joint Venture (existing or intended) Documentation Requirement Entity All Each At least Required members member one combined member
2.1.6 For Indian The Prime Bidder Certificate of firms participating shouldbe a Company Incorporation of the in the bid registered under the Prime Bidder to be (a) Prime Bidder Indian Companies Act, enclosed. (Single entity/firm) 2013 and shall be primarily inthe business of providingInformation Must meet Technology Software N / A N / A N / A requirement Development or System Integration or IT Solution Implementationservices. The Companyshould have been inbusiness for atleast 3(three) financial years ason 31stMarch 2018.
Section III – Evaluation and Qualification Criteria 54
Factor 2.1 ELIGIBILITY
Criteria Bidder Sub-Factor Single Joint Venture (existing or intended) Documentation Requirement Entity All Each At least Required members member one combined member
(b) Consortium Consortium partner(s) Certificate of partner being an entity,it shall incorporation either be a Company or (forCompanies)or aPartnership(including copy of Partnership LLP 2008) under Deed(for theIndian Companies Act Partnership) to 2013 or PartnershipAct beenclosed 1932, respectively. whereConsortium Suchentityor entities as partner is an entity. Must meet the case may be, N / A N / A N / A requirement For PMA/ Start- shouldhave been in the upcompanies/SME business at least for 3years s/educational and as on 31st March 2018.For research institution, consortium entities in the certificate of nature ofa PMA/ Start-up incorporationinclud companies/ SMEsthe ing certificateof requirementof legal entity relevant structure being aCompany accreditation to be or Partnership is relaxed enclosed.
Section III – Evaluation and Qualification Criteria 55
Factor 2.1 ELIGIBILITY
Criteria Bidder Sub-Factor Single Joint Venture (existing or intended) Documentation Requirement Entity All Each At least Required members member one combined member
Consortium This Bid Letter of Bidding mandatorilyrequires a association from (a) Formation Consortium. The Prime consortiumpartner Bidder has the option of to be submitted Must meet Must meet partnering withtwo N / A N / A along with the Bid requirement requirement entities asconsortium partner including a SystemIntegration experience partner.
Section III – Evaluation and Qualification Criteria 56
Factor 2.1 ELIGIBILITY
Criteria Bidder Sub-Factor Single Joint Venture (existing or intended) Documentation Requirement Entity All Each At least Required members member one combined member
(b) Ineligibility The prime and consortium Self- partnersdeclaredblackliste Declarationfrom d/ ineligible/debarred by the Prime any State/ andconsortium CentralGovernment partnerfromauthori orPSU or has beenfound zed signatory of the tohave been engaged firm to be inactivities or Must meet Must meet submitted N / A N / A practiceswhich arecorrupt, requirement requirement fraudulent, Non- Satisfactory work performed or anyother unethical business practices, as on date of bid submission, shallnot be eligible.
Section III – Evaluation and Qualification Criteria 57
Factor 2.1 ELIGIBILITY
Criteria Bidder Sub-Factor Single Joint Venture (existing or intended) Documentation Requirement Entity All Each At least Required members member one combined member
(c) Conflict of The Prime Bidder shall The bidders shall Interest not possess anyconflict of furnish interest with the anaffirmative Projectthatwould statement as to adverselyimpact the theabsence of, ability ofthe Prime bidder actual or potential or the ConsortiumPartner Must meet Must meet conflictof interest N / A N / A or both to complete the requirement requirement on the part of the SI requirements as given in or anyprospective the RFB subcontractor due toprior, current, or proposed contracts, engagements, or affiliations (d) Certification The Prime Bidder or Should have valid consortium certificate as on memberproposed to bidclosing date maintain the COTS Must meet Must meet N / A N / A solutionshould have requirement requirement CMMi level 3 orabove in IT RelatedServices and ISO27001 certification.
Section III – Evaluation and Qualification Criteria 58
Factor 2.2 HISTORICAL CONTRACT NON-PERFORMANCE
Criteria Bidder Documentation Sub-Factor Joint Venture (existing or intended) Required Requirement Single All Each At least one Entity members member member combined
2.2.1 History of Non-performance of a Must meet non-performing contract1 did not occur as requirement Must meet contracts a result of Bidder’s default by itself or N / A requirement N / A Form CON - 2 since 1st January 2014. as member 2 to past or existing JV 2.2.2 Suspension Not under suspension based on execution of a Bid Securing Declaration Must meet N / A Must meet N / A Letter of Bid or Proposal Securing requirement requirement Declaration pursuant to ITB 4.7 and ITB 20.10
1Nonperformance, as decided by the Purchaser, shall include all contracts where (a) nonperformance was not challenged by the contractor, including through referral to the dispute resolution mechanism under the respective contract, and (b) contracts that were so challenged but fully settled against the contractor. Nonperformance shall not include contracts where Purchaser decision was overruled by the dispute resolution mechanism. Nonperformance must be based on all information on fully settled disputes or litigation, i.e. dispute or litigation that has been resolved in accordance with the dispute resolution mechanism under the respective contract and where all appeal instances available to the applicant have been exhausted. 2This requirement also applies to contracts executed by the Applicant as JV member.
Section III – Evaluation and Qualification Criteria 59
2.2.3 Pending Bidder’s financial position Litigation and prospective long-term Must meet profitability still sound requirement according to criteria by itself or Must meet established in 2.3.1 below N / A N / A Form CON – 2 as member requirement and assuming that all to past or pending litigation will be existing JV resolved against the Bidder.
Section III – Evaluation and Qualification Criteria 60
Note.1Nonperformance, as decided by the Purchaser, shall include all contracts where (a) nonperformance was not challenged by the contractor, including through referral to the dispute resolution mechanism under the respective contract, and (b) contracts that were so challenged but fully settled against the contractor. Nonperformance shall not include contracts where Purchaser decision was overruled by the dispute resolution mechanism. Nonperformance must be based on all information on fully settled disputes or litigation, i.e. dispute or litigation that has been resolved in accordance with the dispute resolution mechanism under the respective contract and where all appeal instances available to the applicant have been exhausted.
2This requirement also applies to contracts executed by the Applicant as JV member
Factor 2.3 FINANCIAL SITUATION
Criteria Bidder Documentation Sub-Factor Joint Venture (existing or intended) Required Requirement At least Single Entity All members Each one combined member member
2.3.1 Historical Submission of audited balance Financial sheets or if not required by the Performance law of the Bidder’s country, other financial statements acceptable to the Purchaser, for Must meet Form FIN – the last five [5] financial(FY 17- Must meet N / A requireme N / A 2.3.1 with 18, FY 16-17, FY 15-16 and FY requirement nt attachments 14-15)years to demonstrate the current soundness of the Bidders financial position and its prospective long-term profitability. Section III – Evaluation and Qualification Criteria 61
Factor 2.3 FINANCIAL SITUATION
Criteria Bidder Documentation Sub-Factor Joint Venture (existing or intended) Required Requirement At least Single Entity All members Each one combined member member
2.3.2 Average Minimum average annual Annual turnover of Indian Rupees 20 Turnover crores, calculated as total certified payments received for contracts in progress or completed, within the lastfive (5) years. Form FIN –2.3.2 Average Annual turnover of the (Audited Prime Bidder in last five years from financial IT, ITeS and associated services statements and ((incl. design, development and Must meet Must meet N/A N/A certificate of deployment of software services) requirement requirement revenue (2013-14, 2014-15, 2015-16, 2016- composition for 2017 and 2017-18). The Bidder each of the five should be profit making for each of years by the the last three years. The revenues Auditor) should have been accrued from Software Development/Software Implementation/ SystemIntegrationand associated services.Associated services shall mean the servicessuch as Data Migration/HardwareDeployment/
Section III – Evaluation and Qualification Criteria 62
Factor 2.3 FINANCIAL SITUATION
Criteria Bidder Documentation Sub-Factor Joint Venture (existing or intended) Required Requirement At least Single Entity All members Each one combined member member CloudServices/Operations and Maintenance of IT Systems/Training for IT Applications
2.3.3 Financial The Bidder must demonstrate Resources access to, or availability of, financial resources such as liquid assets, unencumbered real assets, lines of credit, and other financial means, other than any contractual advance payments to meet the following Must meet Must meet N/A N/A Form FIN –2.3.3 cash-flow requirement: requirement requirement 1. Procurement of hardware infrastructure as per the RFB 2. Operational and maintenance expenses of the hardware and software components as per the RFB
Section III – Evaluation and Qualification Criteria 63
Factor 2.3 FINANCIAL SITUATION
Criteria Bidder Documentation Sub-Factor Joint Venture (existing or intended) Required Requirement At least Single Entity All members Each one combined member member
2.3.4 Financial Prime Bidder or consortium The performance of members shall have increasing biddershould consortium positive networth as on submit partners 31/03/2018 for the last three auditedfinancia years l statements and a Must meet N/A N/A N/A certificateof requireme revenue nt composition for each of the3 years by the Auditorfor FY 17-18, FY 16-17 and FY 15-16
Section III – Evaluation and Qualification Criteria 64
Factor 2.4 EXPERIENCE
Criteria Bidder Documentation Sub-Factor Joint Venture (existing or intended) Requirement Required Single Entity All members Each At least one combined member member
2.4.1 General Experience under Experience Information System contracts in the role of prime supplier, Must meet Must meet management contractor, JV requirement N / A requirement N / A Form EXP-2.4.1 member, or subcontractor
for at least the last five [5] years prior to the applications submission deadline. 2.4.2 Specific Participation as a prime Experience supplier, management contractor, JV1 member, Must meet Must meet sub-contractor, in at least Must meet requirements requirement Form EXP 2.4.2 N / A five (5) contracts within the requirement for all for one last five (5) years, each with characteristics characteristic a value of at least Indian Rupees Ten crores (10 cr.)
1For contracts under which the Bidder participated as a joint venture member or sub-contractor, only the Bidder’s share, by value, and role and responsibilities shall be considered to meet this requirement.
Section III – Evaluation and Qualification Criteria 65
Factor 2.4 EXPERIENCE
Criteria Bidder Documentation Sub-Factor Joint Venture (existing or intended) Requirement Required Single Entity All members Each At least one combined member member with min. Rs.1.5 Cr software cost each, that have been successfully and substantially completed and that are similar to the proposed Information System. The Prime Bidder or Consortium Members must have successfully executed or is executing projects of total value design, development, integration, implementation, operations of multi-location system Integration projects (HW, Network, Software Solutions) in last five (5) years (2013-14, 2014-15, 2015-16, 2016-2017 and 2017-18).. 2.4.3 Experience The Prime Bidder or Details of for Consortium ConsortiumMember should Must meet N / A N / A N / A Experience of partners have prior experience requirement respondingfirm inimplementation ofsystem / Project
Section III – Evaluation and Qualification Criteria 66
Factor 2.4 EXPERIENCE
Criteria Bidder Documentation Sub-Factor Joint Venture (existing or intended) Requirement Required Single Entity All members Each At least one combined member member integration project with n- Citation tierarchitecture or Service forprojects Oriented Architecture (SoA) supported with for an enterprisewith multi Workorder and location, multi Proof of Go- userenvironment or live/ similarproject of contract Projectcompleti value of on certificates A. Single Project – Rs.20 from client. Crore with min. Rs.3 Cr softwarecost or B. Two Projects - Rs.15 Crorewith min. Rs. 2 Cr softwarecost each or C. Three Projects – Rs.10 Crorewith min. Rs.1.5 Cr softwarecost each. The Projects Which have gone livein the past 3 years and under O&Min the same contract areconsidered(FY 17-18, FY 16-17 and FY 15- 16.).For bidders who have
Section III – Evaluation and Qualification Criteria 67
Factor 2.4 EXPERIENCE
Criteria Bidder Documentation Sub-Factor Joint Venture (existing or intended) Requirement Required Single Entity All members Each At least one combined member member executed at leastone project for the Central Governmentor any State Government or a Public- Sector Undertaking, the abovepercentages stand reduced by 10%.
Section III – Evaluation and Qualification Criteria 68
2.5 Personnel
The Bidder must demonstrate that it will have the personnel for the key positions that meet the following requirements:
No. Position Information SystemExperience 1 Project Director & SPOC •BE/B.Tech/MCA/M.Tech/MBA Minimum 10 years of IT Service management in leading organizations •Minimum 2 year of experience in managing large enterprise IT infrastructure, team of 20+, in Government related IT/e- Governanceprojects •PMP or Prince2 Certification 2 Project Manager (SW) •BE/B.Tech/MCA/M.Tech/MBA Minimum 7 years of IT Service management in leading SW projects •Minimum 2 year of experience in managing large enterprise IT infrastructure, team of 20+, in Government related IT/e-Governance projects •PMP or Prince2 Certification 3 Software Solution Architect •BE/B.Tech Minimum 5 years of IT Service management/delivery in leading organizations •Relevant certifications for the technology platforms proposed in the solution – Enterprise Architect Certifications 4 DBA •BE/ B.Tech/ MCA •Minimum 5 Years’ experience in databases of MS SQL and Oracle •Minimum 2 year of experience as a Database Admin. •Certification from the OEM of DB proposed Section III – Evaluation and Qualification Criteria 69
5 IT Infrastructure/ Data Center BE/B.Tech/MCA Lead Minimum 6 Years’ experience in Data Centre strategy covering strategic partnerships, co-create and build models. Minimum 3 years of experience in Data Centre Strategy for o Hosting and Colocation o Infrastructure as a Services (IaaS), o Platform as a Service (PaaS) Minimum 2 years of experience as Infrastructure Lead 6 Networking Lead BE/B.Tech/MCA 5 Years’ experience in Network Administration Minimum 2 Years of experience as a Lead CCNA or equivalent certification of the proposed Technology
The Bidder shall provide details of the proposed personnel and their experience records in the relevant Forms included in Section IV, Bidding Forms.
2.6 Subcontractors/vendors/manufacturers
In the case of a Bidder who offers to supply and install major items of supply under the contract that the Bidder did not manufacture or otherwise produce, the Bidder shall provide the manufacturer’s authorization, using the form provided in Section IV, showing that the Bidder has been duly authorized by the manufacturer or producer of the related sub system or component to supply and install that item in the Purchaser’s Country. The Bidder is responsible for ensuring that the manufacturer or producer complies with the requirements of ITB 4 and 5 and meets the minimum criteria mentioned in the technical specifications section under Section VII, Requirements of the Information System.
Section IV. Bidding Forms 70
SECTION IV - BIDDING FORMS
Table of Forms Letter of Bid ...... 71 Historical Contract Non-Performance and Pending Litigation ...... 93 Experience - General Experience ...... 94 Specific Experience ...... 96 Financial Situation ...... 99 Historical Financial Performance ...... 99 Average Annual Turnover ...... 101 Financial Resources ...... 102 Form of Bid Security (Bid Bond) ...... 118 Form of Bid-Securing Declaration ...... 119
DRAF
T
Section IV. Bidding Forms 71
Letter of Bid
INSTRUCTIONS TO BIDDERS: DELETE THIS BOX ONCE YOU HAVE COMPLETED THE DOCUMENT The Bidder must prepare this Letter of Bid on stationery with its letterhead clearly showing the Bidder’s complete name and business address. Note: All italicized text is to help Bidders in preparing this form.
Date of this Bid submission: [insert date (as day, month and year) of Bid submission] RFB No.: [insert number of RFB process] Alternative No.:[insert identification No if this is a Bid for an alternative]
To: [insert complete name of Purchaser] (a) No reservations: We have examined and have no reservations to the bidding document, including Addenda issued in accordance with Instructions to Bidders (ITB 8); (b) Eligibility: We meet the eligibility requirements and have no conflict of interest in accordance with ITB 4; (c) Bid-Securing Declaration: We havenot been suspended nor declared ineligible by the Purchaser based on execution of a Bid-Securing Declaration or Proposal-Securing Declaration in the Purchaser’s Country in accordance with ITB 4.7; (d) Conformity: We offer to provide design, supply and installation services in conformity with the bidding document of the following: [insert a brief description of the IS Design, Supply and Installation Services]; (e) Bid Price: The total price of our Bid, excluding any discounts offered in item (f) below is: [Insert one of the options below as appropriate] [Option 1, in case of one lot:] Total price is: [insert the total price of the Bid in words and figures, indicating the various amounts and the respective currencies];
Or
[Option 2, in case of multiple lots:] (a) Total price of each lot [insert the total price of each lot in words and figures, indicating the various amounts and the respective currencies]; and (b) Total price of all lots (sum of all lots) [insert the total price of all lots in words and figures, indicating the various amounts and the respective currencies];
(f) Discounts: The discounts offered and the methodology for their application are: (i) The discounts offered are: [Specify in detail each discount offered.]
Section IV. Bidding Forms 72
(ii) The exact method of calculations to determine the net price after application of discounts is shown below: [Specify in detail the method that shall be used to apply the discounts];
(g) Bid Validity Period: Our Bid shall be valid for the period specified in BDS ITB 19.1 (as amended if applicable) from the date fixed for the Bid submission deadline (specified in BDS ITB 23.1 (as amended if applicable), and it shall remain binding upon us and may be accepted at any time before the expiration of that period; (h) Performance Security: If our Bid is accepted, we commit to obtain a Performance Security in accordance with the bidding document; (i) One Bid Per Bidder: We are not submitting any other Bid(s) as an individual Bidder, and we are not participating in any other Bid(s) as a Joint Venture member, and meet the requirements of ITB 4.3, other than alternative Bids submitted in accordance with ITB 13; (j) Suspension and Debarment: We, along with any of our subcontractors, suppliers, consultants, manufacturers, or service providers for any part of the contract, are not subject to, and not controlled by any entity or individual that is subject to, a temporary suspension or a debarment imposed by the World Bank Group or a debarment imposed by the World Bank Group in accordance with the Agreement for Mutual Enforcement of Debarment Decisions between the World Bank and other development banks. Further, we are not ineligible under the Purchaser’s Country laws or official regulations or pursuant to a decision of the United Nations Security Council; (k) State-owned enterprise or institution: [select the appropriate option and delete the other] [We are not a state-owned enterprise or institution] / [We are a state-owned enterprise or institution but meet the requirements of ITB 4.6]; (l) Commissions, gratuities and fees: We have paid, or will pay the following commissions, gratuities, or fees with respect to the Bidding process or execution of the Contract: [insert complete name of each Recipient, its full address, the reason for which each commission or gratuity was paid and the amount and currency of each such commission or gratuity] Name of Recipient Address Reason Amount
(If none has been paid or is to be paid, indicate “none.”) (m) Binding Contract: We understand that this Bid, together with your written acceptance thereof included in your Letter of Acceptance, shall constitute a binding contract between us, until a formal contract is prepared and executed;
Section IV. Bidding Forms 73
(n) Not Bound to Accept: We understand that you are not bound to accept the lowest evaluated cost Bid, the Most Advantageous Bid or any other Bid that you may receive; and (o) Fraud and Corruption: We hereby certify that we have taken steps to ensure that no person acting for us or on our behalf engages in any type of Fraud and Corruption.
Name of the Bidder: *[insert complete name of person signing the Bid]
Name of the person duly authorized to sign the Bid on behalf of the Bidder: **[insert complete name of person duly authorized to sign the Bid]
Title of the person signing the Bid: [insert complete title of the person signing the Bid]
Signature of the person named above: [insert signature of person whose name and capacity are shown above]
Date signed [insert date of signing] day of [insert month], [insert year]
Section IV. Bidding Forms 74
PRICE SCHEDULE FORMS
Notes to Bidders on working with the Price Schedules
General 1. The Price Schedules are divided into separate Schedules as follows: 3.1 Grand Summary Cost Table 3.2 Supply and Installation Cost Summary Table 1 (C1) 3.3 Infrastructure @ DC & DR Table 2 (C2) 3.4 IT Infrastructure @ Hospitals Table 3 (C3) 3.5 Network Infrastructure @ Hospitals Table 4 (C4) 3.6 Electrical Work @ Hospitals Table 5 (C5) 3.7 Project Management Unit Cost Table 6 (C6) 3.8 Consumables Cost Sub Table 7 (C7) 2. The Schedules do not generally give a full description of the information technologies to be supplied, installed, and operationally accepted, or the Services to be performed under each item. However, it is assumed that Bidders shall have read the Technical Requirements and other sections of these bidding documents to ascertain the full scope of the requirements associated with each item prior to filling in the rates and prices. The quoted rates and prices shall be deemed to cover the full scope of these Technical Requirements, as well as overhead and profit. 3. If Bidders are unclear or uncertain as to the scope of any item, they shall seek clarification in accordance with the Instructions to Bidders in the bidding documents prior to submitting their bid. Pricing 4. Prices shall be filled in indelible ink, and any alterations necessary due to errors, etc., shall be initialed by the Bidder. As specified in the Bid Data Sheet, prices shall be fixed and firm for the duration of the Contract. 5. Bid prices shall be quoted in the manner indicated and, in the currencies, specified in ITB 18.1 and ITB 18.2. Prices must correspond to items of the scope and quality defined in the Technical Requirements or elsewhere in these bidding documents. Bid prices shall be quoted in Indain Rupees INR only. 6. The Bidder must exercise great care in preparing its calculations, since there is no opportunity to correct errors once the deadline for submission of bids has passed. A single error in specifying a unit price can therefore change a Bidder’s overall total bid price substantially, make the bid noncompetitive, or subject the Bidder to possible loss. The Purchaser will correct any arithmetic error in accordance with the provisions of ITB 32. 7. Payments will be made to the Supplier in the currency which is Indian Rupees INR.
Section IV. Bidding Forms 75
3.1 Grand Summary Cost Table
Cost Sub-Table Number Indian Rupees Taxes (INR) Total (Reference) (INR) Price (INR) Price Price
1. Supply, Customization, C1 Integration and Implementation of COTS Solution
2. Infrastructure @ Data Center & C2 Disaster Recovery DRAF 3. IT Infrastructure @ Hospitals C3
4. Network Infrastructure @ C4 Hospitals
5. Electrical Work, Cabling & C5 Earth Pits @ Hospitals
6. Project management and man C6 Power T 7. Supply of consumables such as C7 stationary (A4 sized paper) and printer cartridges
Section IV. Bidding Forms 76
4. Grand Totals (to Bid Submission Form)
Name of Bidder:
Authorized Signature of Bidder:
Note:Local Currency here means Indian Rupees (INR). NA- Not Applicable
Section IV. Bidding Forms 77
3.2 Supply and Installation Cost Summary Table 1 (C1) The Supply and installation cost summary would be for the entire system procurement. The Bidder needs to quote the supply and installation cost summary table in Indian Rupees (INR) only. Costs MUST reflect prices and rates quoted in accordance with ITB 17 and 18.
Supply & Installation Prices (in INR) Line Year 1 Year 2 Year 3 Year 4 Year 5 Total Item No. Subsystem / Item
1 Supply of COTS Solution
2 Customization for the proposedmodules and implementation ofCOTS Solution
3 Creation of EHR Portal
4 Integration of the existingmodules/ applications with theproposed solution
5 Integration with the existingNational Level applications
6 Integration with the COREdashboard
7 Supply, installation andconfiguration of the requiredinterface cards/ drivers forintegrating the medical equipmentowned by the department in thehospitals and PPP partners
Section IV. Bidding Forms 78
Supply & Installation Prices (in INR) Line Year 1 Year 2 Year 3 Year 4 Year 5 Total Item No. Subsystem / Item
8 Training of ToTs to officers andstaffs on release of version
9 Annual Technical Support (ATS)for updates/ upgrades of COTSproduct for 4 (four) Years
10 Supply, install and configure EMSTool to monitor the entireinfrastructure
11 EMS Tool ATS Cost for updates/upgrades for 4 Years
12 Change request for the solutionduring the contract period, bymaintaining a pool of technicalresources.
13 Help Desk Software support atAmaravati, for technical supportfor the EHR project.
TOTAL
Section IV. Bidding Forms 79
Name of Bidder:
Authorized Signature of Bidder:
Section IV. Bidding Forms 80
3.3 Infrastructure @ DC & DR Table 2 (C2) The Infrastructure cost summary at DC and DR site would be for the entire system procurement. The Bidder needs to quote the below cost summary table in Indian Rupees (INR) only. Costs MUST reflect prices and rates quoted in accordance with ITB 17 and 18.
Line Year 1 Year 2 Year 3 Year 4/ Year 5/ Total Item AMC AMC No. Subsystem / Item
For Data Center
1 Servers/ VMs SET
2 RDBMS SET
3 Storage (In Peta) SET
4 IPS, IDS, Firewall SET
5 Load Balancer SET
6 Routers, Switcheswith SET requiredaccessories
For Disaster Recovery
1 Servers/ VMs SET
2 RDBMS SET
3 Storage (In Peta) SET
4 IPS, IDS, Firewall SET
Section IV. Bidding Forms 81
Line Year 1 Year 2 Year 3 Year 4/ Year 5/ Total Item AMC AMC No. Subsystem / Item
5 Load Balancer SET
6 Routers, Switcheswith SET requiredaccessories
Name of Bidder:
Authorized Signature of Bidder:
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3.4 IT Infrastructure @ Hospitals Table 3 (C3) The IT Infrastructure cost summary at Hospitals would be for the entire system procurement. The Bidder needs to quote the below cost summary table in Indian Rupees (INR) only. Costs MUST reflect prices and rates quoted in accordance with ITB 17 and 18.
Line Year 1 Year 2 Year 3 Year 4/ Year 5/ Total Item AMC AMC No. Subsystem / Item
1 i3 based PCs SET
2 Sharable Tablet forIP/OP SET
3 Scanners per ward/OP/ consultation SET
4 InformationKiosks for OP area SET
5 UPS (10 KVA) SET
6 UPS (5 KVA) SET
7 UPS (2 KVA) SET
8 Printers SET
9 Network Printers SET
TOTAL
Section IV. Bidding Forms 83
Name of Bidder:
Authorized Signature of Bidder:
Section IV. Bidding Forms 84
3.5 Network Infrastructure @ Hospitals Table 4 (C4) The Network Infrastructure cost summary at Hospitals would be for the entire system procurement. The Bidder needs to quote the below cost summary table in Indian Rupees (INR) only. Costs MUST reflect prices and rates quoted in accordance with ITB 17 and 18.
Line Year 1 Year 2 Year 3 Year 4 Year 5 Total Item No. Subsystem / Item
1 Design LAN/ WAN network
2 Routers as required SET
3 Internal Firewall (TeachingHospitals) SET
4 IDS (Teaching Hospitals) SET
5 IPS (Teaching Hospitals) SET
6 UTM for District Hospitals,Area SET Hospitals, CommunityHealth Centres
7 Core Switches for Teaching& District SET hospitals
8 Building / Block switch - Teaching & SET District hospitals
9 Floor Switch SET
10 Distribution Switch SET
Section IV. Bidding Forms 85
Line Year 1 Year 2 Year 3 Year 4 Year 5 Total Item No. Subsystem / Item
11 Patch panels SET
12 Network Racks (other thanPHC) SET
13 OFC as required SET
14 Cat 6 cables as required SET
15 Patch cords SET
16 I/O ports as required SET
17 Other miscellanies networkworks SET (mention sub-categories)
TOTAL
Name of Bidder:
Authorized Signature of Bidder:
Section IV. Bidding Forms 86
3.6 Electrical Work @ Hospitals Cost Table 5 (C5) The Electrical work cost summary at Hospitals would be for the entire system procurement. The Bidder needs to quote the below cost summary table in Indian Rupees (INR) only. Costs MUST reflect prices and rates quoted in accordance with ITB 17 and 18.
Line Quantity Unit Rate Taxes Unit cost Total Item with Taxes Cost No. Subsystem / Item
1 Supply and installation of SET requirednumber of UPSs input & outputpoints for distribution of power byinstalling required electrical MCBs,distribution boards for all IT andnetworking equipment’s.
2 Set-up earth-pits for each SET block/building as per the industrystandards
TOTAL
Name of Bidder:
Section IV. Bidding Forms 87
Authorized Signature of Bidder:
3.7Project Management Cost Table 6 (C6) The project management cost summary would be for the entire system procurement. The Bidder needs to quote the below cost summary table in Indian Rupees (INR) only. Costs MUST reflect prices and rates quoted in accordance with ITB 17 and 18.
Line Number Year 1 Year 2 Year 3 Year 4 Year 5 Total Item of No. Resources resources
1 Project Director
2 Project Manager (Software)
3 Solution Architect
4 DBA
5 System Administrator
6 Networking Lead
7 Network Engineers
8 Help Desk Resources
9 IT Infrastructure Support Team
10 Change Management
Section IV. Bidding Forms 88
Line Number Year 1 Year 2 Year 3 Year 4 Year 5 Total Item of No. Resources resources
11 District Co-ordinators
12 Hospital Co-ordinators
Total
Name of Bidder:
Authorized Signature of Bidder:
Section IV. Bidding Forms 89
3.8Consumables Cost Table 7 (C7) The consumable cost summary would be for the entire system procurement. The Bidder needs to quote the below cost summary table in Indian Rupees (INR) only. Costs MUST reflect prices and rates quoted in accordance with ITB 17 and 18.
Line Quantity Year 1 Year 2 Year 3 Year 4 Year 5 Total Item No. Description
1 Network Printer Cartridges 1000
2 Printer Cartridges / Drum 5000
3 Stationery – Legal size(bundle) 1000
4 Stationery – A4 size(bundle) 30000
TOTAL
Name of Bidder:
Authorized Signature of Bidder:
Section IV. Bidding Forms 90
Section IV. Bidding Forms 91
Form ELI 2.1.1 Bidder Information Form [The Bidder shall fill in this Form in accordance with the instructions indicated below. No alterations to its format shall be permitted and no substitutions shall be accepted.]
Date: [insert date (as day, month and year) of Bid submission] RFB No.: [insert number of Bidding process] Alternative No.: [insert identification No if this is a Bid for an alternative]
Page ______of______pages
1. Bidder’sName [insert Bidder’s legal name]
2. In case of JV, legal name of each member:[insert legal name of each member in JV]
3. Bidder’s actual or intended country of registration: [insert actual or intended country of registration]
4. Bidder’s year of registration: [insert Bidder’s year of registration]
5. Bidder’s Address in country of registration: [insert Bidder’s legal address in country of registration] DRAF 6. Bidder’s Authorized Representative Information
Name: [insert Authorized Representative’s name] Address: [insert Authorized Representative’s Address] Telephone/Fax numbers: [insert Authorized Representative’s telephone/fax numbers] Email Address: [insert Authorized Representative’s email address]
7. Attached are copies of original documentsT of [check the box(es) of the attached original documents] Articles of Incorporation (or equivalent documents of constitution or association), and/or documents of registration of the legal entity named above, in accordance with ITB 4.4. In case of JV, letter of intent to form JV or JV agreement, in accordance with ITB 4.1. In case of state-owned enterprise or institution, in accordance with ITB 4.6 documents establishing: Legal and financial autonomy Operation under commercial law Establishing that the Bidder is not under the supervision of the Purchaser 8. Included are the organizational chart, a list of Board of Directors, and the beneficial ownership. [If required under BDS ITB 47.1, the successful Bidder shall provide additional information on beneficial ownership, using the Beneficial Ownership Disclosure Form.] Section IV. Bidding Forms 92
Form ELI 2.1.2 Bidder’s JV Members Information Form
[The Bidder shall fill in this Form in accordance with the instructions indicated below. The following table shall be filled in for the Bidder and for each member of a Joint Venture]. Date: [insert date (as day, month and year) of Bid submission] RFB No.: [insert number of Bidding process] Alternative No.: [insert identification No if this is a Bid for an alternative]
Page ______of______pages
1. Bidder’s Name: [insert Bidder’s legal name]
2. Bidder’s JV Member’s name: [insert JV’s Member legal name]
3. Bidder’s JV Member’s country of registration: [insert JV’s Member country of registration]
4. Bidder’s JV Member’s year of registration: [insert JV’s Member year of registration]
5. Bidder’s JV Member’s legal address in country of registration: [insert JV’s Member legal address in country of registration]
6. Bidder’s JV Member’s authorized representative information Name: [insert name of JV’s Member authorized representative] Address: [insert address of JV’s Member authorized representative] Telephone/Fax numbers: [insert telephone/fax numbers of JV’s Member authorized representative] Email Address: [insert email address of JV’s Member authorized representative]
7. Attached are copies of original documents of [check the box(es) of the attached original documents] Articles of Incorporation (or equivalent documents of constitution or association), and/or registration documents of the legal entity named above, in accordance with ITB 4.4. In case of a state-owned enterprise or institution, documents establishing legal and financial autonomy, operation in accordance with commercial law, and they are not under the supervision of the Purchaser in accordance with ITB 4.6. 8. Included are the organizational chart, a list of Board of Directors, and the beneficial ownership. [If required under BDS ITB 47.1, the successful Bidder shall provide additional information on beneficial ownership for each JV member using the Beneficial Ownership Disclosure Form.]
Section IV. Bidding Forms 93
Form CON – 2 Historical Contract Non-Performance and Pending Litigation
In case a prequalification process was conducted this form should be used only if the information submitted at the time of prequalification requires updating
Bidder’s Legal Name: ______Date: ______JV member Legal Name: ______RFB No.: ______Page ______of ______pages
Non-Performing Contracts in accordance with Section III, Evaluation and Qualification Criteria Contract non-performance did not occur during the stipulated period, in accordance with Sub- Factor 2.2.1 of Section III, Evaluation Criteria
Pending Litigation, in accordance with Section III, Evaluation and Qualification Criteria No pending litigation in accordance with Sub-Factor 2.2.3 of Section III, Evaluation Criteria Pending litigation in accordance with Sub-Factor 2.2.3 of Section III, Evaluation Criteria, as indicated below Year Outcome as Total Contract Percent of Amount (current Contract Identification Total Assets value, INR equivalent) Contract Identification: ______Name of Purchaser: ______Address of Purchaser: Matter in dispute: Contract Identification: ______Name of Purchaser: ______Address of Purchaser: Matter in dispute:
Section IV. Bidding Forms 94
Form EXP 2.4.1
Experience - General Experience
Bidder’s Legal Name: ______Date: ______JV Member Legal Name: ______RFB No.: ______Page ______of ______pages
Starting Ending Contract Identification Role of Month / Month / Bidder Year Year Years* Contract name: ______Brief Description of the Information System ______performed by the Bidder:
Name of Purchaser: Address: Contract name: ______Brief Description of the Information System ______performed by the Bidder:
Name of Purchaser: Address: Contract name: ______Brief Description of the Information System ______performed by the Bidder:
Name of Purchaser: Address: Contract name: ______Brief Description of the Information System ______performed by the Bidder:
Name of Purchaser: Address: Contract name: ______Brief Description of the Information System ______performed by the Bidder:
Name of Purchaser: Address:
Section IV. Bidding Forms 95
Starting Ending Contract Identification Role of Month / Month / Bidder Year Year Years* Contract name: ______Brief Description of the Information System ______performed by the Bidder:
Name of Purchaser: Address: *List calendar year for years with contracts with at least nine (9) months activity per year starting with the earliest year
Section IV. Bidding Forms 96
Form EXP – 2.4.2 Specific Experience
Bidder’s Legal Name: ______Date: ______JV Member Legal Name: ______RFB No.: ______Page ______of ______pages
Similar Contract Number: ___ of ___ Information required. Contract Identification ______Award date ______Completion date ______
Role in Contract Prime Management Subcontractor Supplier Contractor Total contract amount ______INR______If member in a JV or subcontractor, specify participation of total contract ______% ______INR______amount Purchaser’s Name: ______Address: ______Telephone/fax number: ______E-mail: ______
Section IV. Bidding Forms 97
Form EXP – 2.4.2 (cont.) Specific Experience (cont.)
Bidder’s Legal Name: ______Page ______of ______pages JV Member Legal Name: ______
Similar Contract No. __[insert specific Information number] of [total number of contracts] ___ required
Description of the similarity in accordance with Sub-Factor 2.4.2 of Section III:
Amount ______
Physical size ______
Complexity ______
Methods/Technology ______
Key Activities ______
Section IV. Bidding Forms 98
Form CCC Summary Sheet: Current Contract Commitments / Work in Progress
Name of Bidder or partner of a Joint Venture
Bidders and each partner to an Joint Venture bid should provide information on their current commitments on all contracts that have been awarded, or for which a letter of intent or acceptance has been received, or for contracts approaching completion, but for which an unqualified, full completion certificate has yet to be issued. Name of contract Purchaser, contact Value of Estimated Average monthly address/tel./fax outstanding completion date invoicing over last Information six months System (current (INR/month) INR equivalent) 1. 2. 3. 4. 5. etc.
Section IV. Bidding Forms 99
Form FIN – 2.3.1 Financial Situation
Historical Financial Performance
Bidder’s Legal Name: ______Date: ______JV Member Legal Name: ______RFB No.: ______Page ______of ______pages To be completed by the Bidder and, if JV, by each member
Financial Historic information for previous ______(__) years information (INR equivalent in 000s) in INR equivalent Year 1 Year 2 Year 3 Year … Year n Avg. Avg. Ratio Information from Balance Sheet Total Assets (TA) Total Liabilities (TL) Net Worth (NW) Current Assets (CA) Current Liabilities (CL) Information from Income Statement Total Revenue (TR) Profits Before Taxes (PBT)
Attached are copies of financial statements (balance sheets, including all related notes, and income statements) for the years required above complying with the following conditions: (a) Must reflect the financial situation of the Bidder or member to a JV, and not sister or parent companies
Section IV. Bidding Forms 100
(b) Historic financial statements must be audited by a certified accountant (c) Historic financial statements must be complete, including all notes to the financial statements (d) Historic financial statements must correspond to accounting periods already completed and audited (no statements for partial periods shall be requested or accepted)
Section IV. Bidding Forms 101
Form FIN – 2.3.2 Average Annual Turnover
Bidder’s Legal Name: ______Date: ______JV Member Legal Name: ______RFB No.: ______Page ______of ______pages
Annual turnover data (applicable activities only) Year Amount and Currency INR equivalent ______*Average ______Annual Turnover *Average annual turnover calculated as total certified payments received for work in progress or completed, divided by the number of years specified in Section III, Evaluation and Qualification Criteria, Sub-Factor 2.3.2.
Section IV. Bidding Forms 102
Form FIN 2.3.3 Financial Resources
Specify proposed sources of financing, such as liquid assets, unencumbered real assets, lines of credit, and other financial means, net of current commitments, available to meet the total cash flow demands of the subject contract or contracts as indicated in Section III, Evaluation and Qualification Criteria
Source of financing Amount (INR equivalent) 1.
2.
3.
4.
Section IV. Bidding Forms 103
Personnel Capabilities Key Personnel
Name of Bidder or partner of a Joint Venture Bidders should provide the names and details of the suitably qualified Personnel to perform the Contract. The data on their experience should be supplied using the Form PER-2 below for each candidate.
Key Personnel
1. Title of position: …
Name of candidate: Duration of [insert the whole period (start and end dates) for which this position
appointment: will be engaged] Time [insert the number of days/week/months/ that has been scheduled for
commitment for this position] this position: Expected time [insert the expected time schedule for this position (e.g. attach high
schedule for this level Gantt chart] position:
2. Title of position: …
Name of candidate: Duration of [insert the whole period (start and end dates) for which this position
appointment: will be engaged] Time [insert the number of days/week/months/ that has been scheduled for
commitment: for this position] this position: Expected time [insert the expected time schedule for this position (e.g. attach high
schedule for this level Gantt chart] position:
3. Title of position: …
Name of candidate: Duration of [insert the whole period (start and end dates) for which this position
appointment: will be engaged]
Section IV. Bidding Forms 104
Time [insert the number of days/week/months/ that has been scheduled for
commitment: for this position] this position: Expected time [insert the expected time schedule for this position (e.g. attach high
schedule for this level Gantt chart] position:
4. Title of position: ..
Name of candidate Duration of [insert the whole period (start and end dates) for which this position
appointment: will be engaged] Time [insert the number of days/week/months/ that has been scheduled for
commitment: for this position] this position: Expected time [insert the expected time schedule for this position (e.g. attach high
schedule for this level Gantt chart] position:
6... Title of position: ..
Name of candidate Duration of [insert the whole period (start and end dates) for which this position
appointment: will be engaged] Time [insert the number of days/week/months/ that has been scheduled for
commitment: for this position] this position: Expected time [insert the expected time schedule for this position (e.g. attach high
schedule for this level Gantt chart] position:
Section IV. Bidding Forms 105
Candidate Summary
Name of Bidder or partner of a Joint Venture
Position Candidate Prime Alternate Candidate Name of candidate Date of birth information Professional qualifications
Present Name of Employer employment Address of Employer
Telephone Contact (manager / personnel officer) Fax email Job title of candidate Years with present Employer
Summarize professional experience over the last twenty years, in reverse chronological order. Indicate particular technical and managerial experience relevant to the project.
From To Company/Project/ Position/Relevant technical and management experience
Section IV. Bidding Forms 106
Technical Capabilities
Name of Bidder or partner of a Joint Venture
The Bidder shall provide adequate information to demonstrate clearly that it has the technical capability to meet the requirements for the Information System. With this form, the Bidder should summarize important certifications, proprietary methodologies, and/or specialized technologies that the Bidder proposes to utilize in the execution of the Contract or Contracts.
Section IV. Bidding Forms 107
Manufacturer’s Authorization
Note: This authorization should be written on the letterhead of the Manufacturer and be signed by a person with the proper authority to sign documents that are binding on the Manufacturer.
Invitation for Bids Title and No.: [Purchaser insert: RFB Title and Number]
To: [Purchaser insert: Purchaser’s Officer to receive the Manufacture’s Authorization]
WHEREAS [ insert: Name of Manufacturer ] who are official producers of [ insert: items of supply by Manufacturer ] and having production facilities at [ insert: address of Manufacturer ] do hereby authorize [ insert: name of Bidder or Joint Venture ] located at [ insert: address of Bidder or Joint Venture ] (hereinafter, the “Bidder”) to submit a bid and subsequently negotiate and sign a Contract with you for resale of the following Products produced by us:
We hereby confirm that, in case the bidding results in a Contract between you and the Bidder, the above-listed products will come with our full standard warranty.
Name [insert: Name of Officer] in the capacity of [insert: Title of Officer]
Signed ______
Duly authorized to sign the authorization for and on behalf of: [ insert: Name of Manufacturer]
Dated this [ insert: ordinal] day of [ insert: month ], [ insert: year ]. [add Corporate Seal (where appropriate)]
Section IV. Bidding Forms 108
Subcontractor’s Agreement
Note: This agreement should be written on the letterhead of the Subcontractor and be signed by a person with the proper authority to sign documents that are binding on the Subcontractor.
Invitation for Bids Title and No.: [Purchaser insert: RFB Title and Number]
To: [Purchaser insert: Purchaser’s Officer to receive the Subcontractor’s Agreement]
WHEREAS [ insert: Name of Subcontractor ], having head offices at [ insert: address of Subcontractor ], have been informed by [ insert: name of Bidder or Joint Venture ] located at [ insert: address of Bidder or Joint Venture ] (hereinafter, the “Bidder”) that it will submit a bid in which [ insert: Name of Subcontractor ] will provide [ insert: items of supply or services provided by the Subcontractor ]. We hereby commit to provide the above named items, in the instance that the Bidder is awarded the Contract.
Name [insert: Name of Officer] in the capacity of [insert: Title of Officer]
Signed ______
Duly authorized to sign the authorization for and on behalf of: [insert: Name of Subcontractor]
Dated this [ insert: ordinal] day of [ insert: month ], [ insert: year ]. [add Corporate Seal (where appropriate)]
Section IV. Bidding Forms 109
List of Proposed Subcontractors
Item Proposed Subcontractor Place of Registration & Qualifications
Section IV. Bidding Forms 110
INTELLECTUAL PROPERTY FORMS
Notes to Bidders on working with the Intellectual Property Forms
In accordance with ITB 11.1(j), Bidders must submit, as part of their bids, lists of all the Software included in the bid assigned to one of the following categories: (A) System, General- Purpose, or Application Software; or (B) Standard or Custom Software. Bidders must also submit a list of all Custom Materials. These categorizations are needed to support the Intellectual Property in the GCC and SCC.
Section IV. Bidding Forms 111
Software List
(select one per item) (select one per item)
Software Item System General- Application Standard Custom Software Purpose Software Software Software Software
Section IV. Bidding Forms 112
List of Custom Materials
Custom Materials
Section IV. Bidding Forms 113
CONFORMANCE OF INFORMATION SYSTEM MATERIALS
Format of the Technical Bid
In accordance with ITB 16.2, the documentary evidence of conformity of the Information System to the bidding documents includes (but is not restricted to):
(a). The Bidder’s Preliminary Project Plan, including, but not restricted, to the topics specified in the BDS ITB 16.2. The Preliminary Project Plan should also state the Bidder’s assessment of the major responsibilities of the Purchaser and any other involved third parties in System supply and installation, as well as the Bidder’s proposed means for coordinating activities by each of the involved parties to avoid delays or interference. (b). A written confirmation by the Bidder that, if awarded the Contract, it shall accept responsibility for successful integration and interoperability of all the proposed Information Technologies included in the System, as further specified in the Technical Requirements. (c). Item-by-Item Commentary on the Technical Requirements demonstrating the substantial responsiveness of the overall design of the System and the individual Information Technologies, Goods, and Services offered to those Technical Requirements. In demonstrating the responsiveness of its bid, the Bidder must use the Technical Responsiveness Checklist (Format). Failure to do so increases significantly the risk that the Bidder’s Technical Bid will be declared technically non-responsive. Among other things, the checklist should contain explicit cross-references to the relevant pages in supporting materials included the Bidder’s Technical Bid. Note: The Technical Requirements are voiced as requirements of the Supplier and/or the System. The Bidder’s response must provide clear evidence for the evaluation team to assess the credibility of the response. A response of “yes” or “will do” is unlikely to convey the credibility of the response. The Bidder should indicate that – and to the greatest extent practical – how the Bidder would comply with the requirements if awarded the contract. Whenever the technical requirements relate to feature(s) of existing products (e.g., hardware or software), the features should be described, and the relevant product literature referenced. When the technical requirements relate to professional services (e.g., analysis, configuration, integration, training, etc.) some effort should be expended to describe how they would be rendered – not just a commitment to perform the [cut-and-paste] requirement. Whenever a technical requirement is for the Supplier to provide certifications (e.g., ISO 9001), copies of these certifications must be included in the Technical Bid. Note: The Manufacture’s Authorizations (and any Subcontractor Agreements) are to be included in Attachment 2 (Bidder Qualifications), in accordance with and ITB 15. Note: As a matter of practice, the contract cannot be awarded to a Bidder whose Technical Bid deviates (materially) from the Technical Requirements – on any Technical Requirement. Such deviations include omissions (e.g., non-responses) and responses that do not meet or exceed
Section IV. Bidding Forms 114
the requirement. Extreme care must be exercised in the preparation and presentation of the responses to all the Technical Requirements. (d). Supporting materials to underpin the Item-by-item Commentary on the Technical Requirements (e.g., product literature, white-papers, narrative descriptions of technical approaches to be employed, etc.). In the interest of timely bid evaluation and contract award, Bidders are encouraged not to overload the supporting materials with documents that do not directly address the Purchaser’s requirements. (e). Any separate and enforceable contract(s) for Recurrent Cost items which the BDS ITB 17.2 required Bidders to bid.
Note: To facilitate bid evaluation and contract award, Bidders encouraged to provide electronic copies of their Technical Bid – preferably in a format that the evaluation team can extract text from to facilitate the bid clarification process and to facilitate the preparation of the Bid Evaluation Report.
Section IV. Bidding Forms 115
Technical Responsiveness Checklist (Format)
Tech. Technical Requirement: Require. [ insert: abbreviated description of Requirement ] No. _ Bidder’s technical reasons supporting compliance:
Bidder’s cross references to supporting information in Technical Bid:
Section IV. Bidding Forms 116
Form of Bid Security (Bank Guarantee) [The bank shall fill in this Bank Guarantee Form in accordance with the instructions indicated.]
[Guarantor letterhead or SWIFT identifier code]
______Beneficiary: [Purchaser to insert its name and address] ______
RFB No.: [Purchaser to insert reference number for the Invitation for Bids]
Alternative No.: [Insert identification No if this is a Bid for an alternative]
Date: _____[Insert date of issue] ______
BID GUARANTEE No.: _[Insert guarantee reference number]______
We have been informed that ____ [insert name of the Bidder, which in the case of a joint venture shall be the name of the joint venture (whether legally constituted or prospective) or the names of all members thereof] ______(hereinafter called “the Applicant”) has submitted or will submit the Beneficiary its bid ______(hereinafter called “the Bid”) for the execution of ______under Request for Bids No. ______(“the RFB”).
Furthermore, we understand that, according to the Beneficiary’s, Bids must be supported by a Bid guarantee.
At the request of the Applicant, we as Guarantor, hereby irrevocably undertake to pay the Beneficiary any sum or sums not exceeding in total an amount of ______(______)upon receipt by us of the Beneficiary’s complying demand supported by the Beneficiary’s statement, whether in the demand itself or a separate signed document accompanying the demand, stating that either the Applicant:
(a) has withdrawn its Bid during the period of bid validity set forth in the Applicant’s Letter of Bid (“the Bid Validity Period”), or any extension thereof provided by the Applicant; or
(b) having been notified of the acceptance of its Bid by the Beneficiary during the period of Bid validity or any extension thereof provided by the Applicant has failed to: (i) execute the Contract Agreement, if required, or (ii) furnish the performance security, in accordance with the Instructions to Bidders (“ITB”) of the Beneficiary’s bidding document.
This guarantee will expire: (a) if the Applicant is the successful Bidder, upon our receipt of copies of the contract agreement signed by the Applicant and the Performance Security issued to the Beneficiary in relation to such Contract Agreement; or (b) if the Applicant is not the successful Bidder, upon the earlier of (i) our receipt of a copy of the Beneficiary’s notification to the Applicant of the results of the Bidding process; or (ii) twenty-eight days after the expiration of the Bidder’s Bid Validity Period.
Section IV. Bidding Forms 117
Consequently, any demand for payment under this guarantee must be received by us at the office on or before that date.
This guarantee is subject to the Uniform Rules for Demand Guarantees (URDG) 2010 Revision, ICC Publication No. 758.
______
[signature(s)]
Section IV. Bidding Forms 118
Form of Bid Security (Bid Bond)
BOND NO. ______
BY THIS BOND ______as Principal (hereinafter called “the Principal”), and ______,authorized to transact business in ______, as Surety (hereinafter called “the Surety”), are held and firmly bound unto ______as Obligee (hereinafter called “the Purchaser”) in the sum of ______1 (______), for the payment of which sum, well and truly to be made, we, the said Principal and Surety, bind ourselves, our successors and assigns, jointly and severally, firmly by these presents. WHEREAS the Principal has submitted or will submit a written Bid to the Purchaser dated the ___ day of ______, 20__, for the supply of___[name of Contract]______(hereinafter called the “Bid”). NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that if the Principal: (a) Has withdrawn its Bid during the period of bid validity set forth in the Principal’s Letter of Bid (the Bid Validity Period), or any extension provided by the Principal; or (b) having been notified of the acceptance of its Bid by the Purchaser during the Bid Validity Period or any extension thereto provided by the Applicant has failed to; (i) execute the Contract Agreement, or (ii) furnish the Performance Security in accordanceDRAF with the Instructions to Bidders (“ITB”) of the Purchaser’s bidding document. then the Surety undertakes to immediately pay to the Purchaser up to the above amount upon receipt of the Purchaser’s first written demand, without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser shall state that the demand arises from the occurrence of any of the above events, specifying which event(s) has occurred. The Surety hereby agrees that its obligation will remain in full force and effect up to and including the date 28 days after the date of expiration of the Bid Validity Period set forth in the
Principal’s Letter of Bid or extended theretoT provided by the Principal. IN TESTIMONY WHEREOF, the Principal and the Surety have caused these presents to be executed in their respective names this ____ day of ______20__. Principal: ______Surety: ______Corporate Seal (where appropriate) ______(Signature) (Signature)
(Printed name and title) (Printed name and title)
1 The amount of the Bond shall be denominated in the currency of the Purchaser’s Country or the equivalent amount in a freely convertible currency. Section IV. Bidding Forms 119
Form of Bid-Securing Declaration
[The Bidder shall fill in this Form in accordance with the instructions indicated.]
Date: [date (as day, month and year)] Bid No.: [number of bidding process] Alternative No.: [insert identification No if this is a Bid for an alternative]
To: [complete name of Purchaser]
We, the undersigned, declare that:
We understand that, according to your conditions, Bids must be supported by a Bid-Securing Declaration.
We accept that we will automatically be suspended from being eligible for bidding or submitting proposals in any contract with the Purchaser for the period of time of _[number of months or years]______, starting on __[date]______, if we are in breach of our obligation(s) under the bid conditions, because we:
(a) have withdrawn our Bid during the period of bid validity specified in the Letter of Bid; or
(b) having been notified of the acceptance of our Bid by the Purchaser during the period of bid validity, (i) fail or refuse to execute the Contract, if required, or (ii) fail or refuse to furnish the Performance Security, in accordance with the ITB.
We understand this Bid-Securing Declaration shall expire if we are not the successful Bidder, upon the earlier of (i) our receipt of your notification to us of the name of the successful Bidder; or (ii) twenty-eight days after the expiration of our Bid.
Name of the Bidder*
Name of the person duly authorized to sign the Bid on behalf of the Bidder** ______
Title of the person signing the Bid ______
Signature of the person named above ______
Date signed ______day of ______, _____
*: In the case of the Bid submitted by joint venture specify the name of the Joint Venture as Bidder
**: Person signing the Bid shall have the power of attorney given by the Bidder attached to the Bid
[Note: In case of a Joint Venture, the Bid-Securing Declaration must be in the name of all members to the Joint Venture that submits the bid.]
Section V. Eligible Countries 120
SECTION V - ELIGIBLE COUNTRIES
Eligibility for the Provision of Information System
In reference to ITB 4.8 and ITB 5.1, for the information of the Bidders, at the present time firms and information systems from the following countries are excluded from this bidding process:
Under ITB 4.8(a) and ITB 5.1: Nil
Under ITB 4.8(b) and ITB 5.1: Nil
DRAF
T
Section VI – Fraud and Corruption 121
SECTION VI - FRAUD AND CORRUPTION (Section VI shall not be modified)
1. Purpose 1.1 The Bank’s Anti-Corruption Guidelines and this annex apply with respect to procurement under Bank Investment Project Financing operations. 2. Requirements 2.1 The Bank requires that Borrowers (including beneficiaries of Bank financing); bidders (applicants/proposers), consultants, contractors and suppliers; any sub-contractors, sub- consultants, service providers or suppliers; any agents (whether declared or not); and any of their personnel, observe the highest standard of ethics during the procurement process, selection and contract execution of Bank-financed contracts, and refrain from Fraud and Corruption. 2.2 To this end, the Bank: a. Defines, for the purposes of this provision, the terms set forth below as follows: i. “corrupt practice” is the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party; ii. “fraudulent practice” is any act or omission, including misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain financial or other benefit or to avoid an obligation; iii. “collusive practice” is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party; iv. “coercive practice” is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party; v. “obstructive practice” is: (a) deliberately destroying, falsifying, altering, or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede a Bank investigation into allegations of a corrupt, fraudulent, coercive, or collusive practice; and/or threatening, harassing, or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or (b) acts intended to materially impede the exercise of the Bank’s inspection and audit rights provided for under paragraph 2.2 e. below. b. Rejects a proposal for award if the Bank determines that the firm or individual recommended for award, any of its personnel, or its agents, or its sub-consultants, sub- contractors, service providers, suppliers and/ or their employees, has, directly or Section VI – Fraud and Corruption 122
indirectly, engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices in competing for the contract in question; c. In addition to the legal remedies set out in the relevant Legal Agreement, may take other appropriate actions, including declaring misprocurement, if the Bank determines at any time that representatives of the Borrower or of a recipient of any part of the proceeds of the loan engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices during the procurement process, selection and/or execution of the contract in question, without the Borrower having taken timely and appropriate action satisfactory to the Bank to address such practices when they occur, including by failing to inform the Bank in a timely manner at the time they knew of the practices; d. Pursuant to the Bank’s Anti-Corruption Guidelines, and in accordance with the Bank’s prevailing sanctions policies and procedures, may sanction a firm or individual, either indefinitely or for a stated period of time, including by publicly declaring such firm or individual ineligible (i) to be awarded or otherwise benefit from a Bank-financed contract, financially or in any other manner;1 (ii) to be a nominated2 sub-contractor, consultant, manufacturer or supplier, or service provider of an otherwise eligible firm being awarded a Bank-financed contract; and (iii) to receive the proceeds of any loan made by the Bank or otherwise to participate further in the preparation or implementation of any Bank-financed project; e. Requires that a clause be included in bidding/request for proposals documents and in contracts financed by a Bank loan, requiring (i) bidders (applicants/proposers), consultants, contractors, and suppliers, and their sub-contractors, sub-consultants, service providers, suppliers, agents personnel, permit the Bank to inspect3 all accounts, records and other documents relating to the procurement process, selection and/or contract execution, and to have them audited by auditors appointed by the Bank.
1 For the avoidance of doubt, a sanctioned party’s ineligibility to be awarded a contract shall include, without limitation, (i) applying for pre-qualification, expressing interest in a consultancy, and bidding, either directly or as a nominated sub-contractor, nominated consultant, nominated manufacturer or supplier, or nominated service provider, in respect of such contract, and (ii) entering into an addendum or amendment introducing a material modification to any existing contract. 2 A nominated sub-contractor, nominated consultant, nominated manufacturer or supplier, or nominated service provider (different names are used depending on the particular bidding document) is one which has been: (i) included by the bidder in its pre-qualification application or bid because it brings specific and critical experience and know-how that allow the bidder to meet the qualification requirements for the particular bid; or (ii) appointed by the Borrower. 3 Inspections in this context usually are investigative (i.e., forensic) in nature. They involve fact-finding activities undertaken by the Bank or persons appointed by the Bank to address specific matters related to investigations/audits, such as evaluating the veracity of an allegation of possible Fraud and Corruption, through the appropriate mechanisms. Such activity includes but is not limited to: accessing and examining a firm's or individual's financial records and information, and making copies thereof as relevant; accessing and examining any other documents, data and information (whether in hard copy or electronic format) deemed relevant for the investigation/audit, and making copies thereof as relevant; interviewing staff and other relevant individuals; performing physical inspections and site visits; and obtaining third party verification of information.
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Section VII – Requirements of The Information System 124
PART 2 – PURCHASER’S REQUIREMENTS Section VII – Requirements of The Information System 125
SECTION VII - REQUIREMENTS OF THE INFORMATION SYSTEM
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A. Acronyms Used in the Technical Requirements
1.1 Acronym Table
Term Explanation
bps bits per second cps characters per second DBMS Database Management System DOS Disk Operating System dpi dots per inch Ethernet IEEE 802.3 Standard LAN protocol GB gigabyte Hz Hertz (cycles per second) IEEE Institute of Electrical and Electronics Engineers ISO International Standards Organization KB kilobyte kVA Kilovolt ampere LAN Local area network lpi lines per inch lpm lines per minute MB megabyte MTBF Mean time between failures NIC Network interface card NOS Network operating system ODBC Open Database Connectivity OLE Object Linking and Embedding OS Operating system PCL Printer Command Language
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Term Explanation
ppm pages per minute PS PostScript -- Adobe page description language RAID Redundant array of inexpensive disks RAM Random access memory RISC Reduced instruction-set computer SCSI Small Computer System Interface SNMP Simple Network Management Protocol SQL Structured Query Language TCP/IP Transmission Control Protocol / Internet Protocol V Volt WLAN Wireless LAN HM&FW Dept. Health, Medical & Family Welfare Department GoAP Government of Andhra Pradesh ICT Information and Communications Technology eHR /EHR Electronics Health Records DHL Digital Health Locker PHR Personal Health Record HMIS Hospital Management Information System PHRMS Personal Health Record Management System OP Out-patient IP In-Patient EMR Electronic Medical Record JSY Janani Suraksha Yojana HIS Hospital Information System Tablet PC Tablet Personal Computer VPN Virtual Private Network WAN Wide Area Network J2EE Java 2 Platform, Enterprise Edition SP Service Provider SQL Structure Query Language
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Term Explanation
OS Operating System IP Internet Protocol UPS Uninterruptible Power Supply IT Information Technology API Application Programming Interface SNOMED CT Systemized Nomenclature of Medicine Clinical Terms LOINC Logical Observation Identifiers Names and Codes SMS Short Message Service AES Advanced Encryption Standard PPP Public-Private Partnership COTS Commercial Off-The-Shelf RFP Request for Proposal CORE (AP) Chief Minister Office Realtime Executive (Dashboard) TOT Training of Trainers ATS Annual Technical Support EMS Environmental Management System RDBMS Relational Database Management System APSDC Andhra Pradesh State Data Centre DR Disaster Recovery SLA Service Level Agreement NMS Network Management System APSFL Andhra Pradesh State Fibernet Limited CAN Campus Area Network LAN Local Area Network ISP Internet Service Provider SDWAN Software Defined Wide Area Network MCB Miniature Circuit Breaker PMT Project Management Team FMT Facility Management Team OTP One-Time Password
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Term Explanation
MeitY Ministry of Electronics & Information Technology WCAG Web Content Accessibility Guidelines GoI Government of India CoW Computer on Wheels BoM Bill of Materials IEEE Institute of Electrical and Electronics Engineers ISO International Organization for Standardization DICOM Digital Imaging and Communications in Medicine PACS Picture Archiving and Communication System SDLC Software Development Life Cycle UAT User Acceptance Test SRS Software Requirements Specification OEM Original Equipment Manufacturer SME Subject Matter Expert MIS Management Information System PMU Project Monitoring Unit SOA Service-Oriented Architecture UML Unified Modeling Language QA Quality Assurance UI User Interface ETL Extract, Transform, Load
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B. Functional, Architectural and Performance Requirements
2.1 Legal and Regulatory Requirements to be met by the Information System 2.1.1 The Information System MUST comply with the following laws and regulations: 2.1.1.1 The Information system to be procured and the software, system software etc. to be developed for the project must comply with the minimum technical specifications specified in Electronic Health Record (EHR) Standards for India, 2016 released by the Ministry of Health and Family Welfare, eHealth Section, GoI. The EHR standards is included under ANNEXURE D in this section. 2.1.1.2 In the event of the Bidder having requisite expertise but fails to meet all the minimum technical specifications stated under the 1.1.1.1, the purchaser might reconsider the solution proposed for the RFB. The decision by the purchaser shall be taken after consultation with authorized personal/ committee and the decision of the purchaser would be final in this regard. 2.1.1.3 The Information System shall also be governed by the existing Indian laws including IT Act 2000 and their amendments from time to time. (http://deity.gov.in/content/information-technology-act-2000).
2.2 Business Function Requirements to be met by the Information System 2.2.1 The Information System is expected to support the following business functions. 2.2.1.1 The eHR system which is analogous to the Information system stated in the RFB shall enable for the capturing of the electronic medical records of patients visiting the government hospitals and empaneled private hospitals under the Health, Medical & Family Welfare Department, Government of Andhra Pradesh. 2.2.1.2 The eHR system as conceptualized would automate the manual entry of the hard-copies of medical data into manual registers in healthcare institutions with the help of COTS modules developed for the HMIS system under the system. 2.2.1.3 The eHR system would enable digital record keeping of the patient health data which can be accessed from anywhere anytime. 2.2.1.4 The case-sheets can be viewed and updated through modules by the doctor and authorized healthcare staffs by accessing through personal PC or Tablet PCs.
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2.3 Architectural Requirements to be met by the Information System The eHR systemis proposed to be supplied and configured to implement the following architecture. 2.3.1 System Architecture The below architecture is a conceptualized representation for the overall eHR system as per the RFB. eHR system architecture would be built as a development of a central architecture which would act as Health and Information Exchange consolidating Electronic Medical Record (EMR) data from Hospital Management Information System (HMIS),synchronizing the Personal Health Record (PHR) data with the Personal Health Record Management System (PHRMS) and interfacing with the Healthcare data analytics platform. A graphical representation of the overall system is presented below.
A brief description of the components of the proposed EHR architecture are as follows: a) The Electronic Medical Records (EMR) would be entered by a healthcare personal staff or a doctor through the various HMIS modules from either a tablet PCs or desktop computers installed or provided at each ward. Subsequently also the digital file of the medical scripts, case-sheets prepared for a patient are uploaded via Tablet PC’s scanner or a wall-mounted scanner. The digital files are transmitted to the Transcription Hub consisting of team working in shifts. The team converts the digital images or files into medical standards terminology for each patient and updates in the HMIS system. The EMR and all clinical data are entered on real-time basis into the HMIS database through VPN/WAN. The HMIS Database for each hospital/institution needs to be hosted at a secured location. The access to the HMIS database would be granted to all the authorised users of government hospitals and the empanelled private hospitals. The EMR and
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clinical data stored in the various HMIS databases are uploaded into the central EHR database hosted in the cloud on real-time basis. b) The central EHR database would be interfaced with the PHRMS system where registries are maintained for each patient health data based on Aadhar based/health identification number. The PHRMS would be cloud-based personal health record management system. The PHR server would be built with user management layer, standardized clinical protocols and security layers. The central EHR database and PHR database would be synced on real-time basis. c) The PHR server would act as the health digital locker and synchronization of the patient health record data between central EHR database and PHR database would be performed on real-time basis. d) The healthcare data analytics engine platform would interface with PHR database and HMIS database to create registries for health monitoring at the state level. e) The health data in the central EHR database would be hosted with encryption algorithm on the cloud. The access to PHR data of the registered patients for the authorised healthcare staffs and doctors would be through secured user authenticated practice management applications. f) The PHR would be accessed by a patient via a web portal or mobile application from various channels like desktop, tablet or mobile phone. The access to the PHR data would be through Aadhar based authentication on PHRMS system which is integrated with the DigiLocker platform
2.3.2 HMIS Architecture The HMIS streamlines the treatment flow of patients and simultaneously empowers the hospital's workforce to perform their duties effectively and efficiently. The various applications on HMIS system is proposed to be built based on the principle of n-tier architecture. A pictorial representation of a n-tier architecture is shown as below.
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The architecture ensures different functions are hosted on several machines or clusters ensuring that the services are provided without resources being shared. The architecture is based on a responsibility layering strategy that associates each layer with a particular responsibility. This would isolate various systems responsibilities from one another which in turn would improve both system development and maintenance. 2.3.3 Deployment of HMIS The deployment of the HMIS can be done with the installation of application servers available like the IBM Web Sphere Application Server, J2EE Specification Compatible Application Servers used for deploying Web, Business and Database Access Related Components. The SP may choose to go with the components distributed to various Application Servers or deployed in Single Server itself. A standard Database like the Oracle Database, SQL server etc. would be required to store all the information related to HMIS. The database server would be hosted at the location where the Database related to HMIS is deployed.
2.3.4 PHRMS Architecture The Personal Health Record Management system needs to be developed as cloud-enabled, open source PHRMS for the state. A pictorial representation of the PHRMS system is depicted below.
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It should be developed as an integrated, interconnected and a networked PHR, which has been seamlessly integration capability with Aadhaar, Digilocker and open for integration with third party healthcare IT systems (being used by various healthcare service providers) and with hospital information systems (HIS) etc. It is proposed that the PHRMS system to be built for the project needs to be developed as a system which can be enhanced for future integration. The PHR Server would have the following built-in components: a. User Management: This component is integrated to ensure only authorised user to get access to the system via the user interface. The user profiles and user groups are created dynamically by the admin authorities through APIs and stored in the repository. The business rules are also decided by the admin for user access privilege assigned to each user profile/group. The user profiles here refer to the patient ID/ healthcare professional ID/ consultant ID as designed. b. Security: The access control to the users are handled by the security protocols defined in the system. The patient users are authenticated via Aadhar based authentication to get access to the health data. The healthcare professional or consultant or doctor (classified as users) are also authenticated by the USERID and password combination entered during sign-in. The security access is managed by the identity and access management system. c. Standardization: The standards for PHR which are mandated by the Ministry of Health and Family Welfare like the SNOMED CT, LOINC, EHR guidelines needs to be adhered to. The standardization ensures interoperability across various platforms and interfaces. d. Communication and Alerts: The communication and alerts embedded in the PHR server acts as a one-way communication channel for disseminating push-notifications, messages and email to the respective users. The component is interfaced with service provider SMS gateway and the registered health email server (both the SMS gateway and the email server needs to be developed for the project). The notifications and messages are then routed to the end-user through the channel. In this case the users here correspond to the patient registered in EHR system. The PHR system developed is proposed to be built with features in the PHR application where a) The user can upload important medical record or report (supported standard formats like doc, pdf etc.), b)The feature for integration with health monitoring apps installed in the smartphones (supporting platform like IOS, Windows, Android etc.) connected to the wearable wireless health sensors (used by the user) The reports which are generated from various healthcare specialist, doctors, laboratory officers, clinics needs to be shared through the Hospital Management Information System. The integration of the PHR with the EMR data generated from HMIS needs to be developed via standard formats which provides interoperability throughout the system. The PHRMS system would act as a digital health locker for the citizen which provides safe and secure data storage, accessible anywhere anytime from any device, integrated with healthcare service providers and facility to share documents across the healthcare community.
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2.3.5 Application Architecture The Selected Service Provider (SP) needs to develop the applications taking into the consideration the below design considerations. By applications it means the whole application modules of the HMIS system, the web application for the PHR web portal, the mobile application for the PHR system. a) Design applications, modules and components with the concept of RE-USE b) Design taking in the customer centric views of the functionalities defined c) Design for future scalability d) Develop interfaces for integration using SOA principles e) Develop a well acceptable Database Schemas for the HMIS database, PHR database f) Ensure maintainability of all the interfaces developed The below figure provides a holistic view of the various applications that are to be developed, designed for the HMIS system. The ANNEXURE B consists of all the detailed functional requirements of Modules of HMIS.
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The HIMS modules consists of a set of 11 modules which would be accessed by the healthcare institutes in their day-to-day operations. The web and mobile applications consists of the UI to be developed to be accessed by the end-user generally citizens or patients to access the Personal Health Record data. All the above modules would be designed, developed and customised by the SP and should include the features to accomplish the various functionalities defined in the RFB.The SP also needs to assess the various applications which are already existing and used by the PPP service providers for various PPP healthcare programmes in the state of AP. The detailed functionality along with the application information is included in ANNEXURE C. The SP shall integrate and interface the applications (whenever necessary) with the proposed modules of the HIMS system conceptualized for eHR project. The data from EHR system needs to be shared by the SP to the third-party data analytics service provider to be communicated by the purchaser after the contract award to the successful bidder. 2.3.6 Architecture Overview Below represents the suggested system design for the development of the applications under HMIS system
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The usage of COTS or industry proven solution are encouraged with the customization inclusion for the same with adherence to standard IT architecture principles declared by the MeitY, GoI. The HMIS system shall be designed such that- a) The various modules in Business Logic layers are developed as APIs. The APIs have to be designed at the granular level where the application UI APIs accepts input from the presentation layer and process it through the business logic APIs assigned. The APIs at the data access level would process the data as per the request raised or the business logic defined. The APIs at the business layer interacts with other APIs for integrated request generated which needs to be defined in the business logic of APIs when developed. (Eg. The IPD department module API might raise request to the pharmacy Linkage Module API for business logic at high level for allocation of drugs etc.) b) The various APIs User Interfaces shall be customized as per the business requirements quoted by different departments c) The interfaces with existing PPP applications shall be carried out with proper assessment for integration into the HMIS system d) The Integration Module with the citizen centric PHRMS web and mobile application needs to be developed as an API which is integrated with the PHRMS system developed for the project and extracts data from the PHR Database. The SP can propose suitable technical solution based on the requirements as per industry standards and formats. A brief description of the above logical layers is discussed below 2.3.6.1 Presentation Layer a) The presentation layer acts as the user interface layer and serves as a single point entry to the underlying business application. It generally consists of the various views that are accessible to the users. b) The application UI shall be accessible from mainly two channels – the desktop and the Tablet PCs and shall support unified electronic accessibility. c) The session management handles the various views exposed to the users d) The Application UI shall have very good user experience enabling smooth usability across users e) The views would be the standardized and remain the same for all the users authorized to access the system f) The Application UI shall have the capability to support localization (Telugu) in addition to English language. The user shall have the option to switch between Telugu and English as needed defined by the feature present on the application UI 2.3.6.2 Business Logic Layer a) This is defined as the service layer that defines the application boundary along with the set of available operations pertaining to it b) It encapsulates the application’s business logic, control transactions and co-ordinates responses in the implementation of its operations c) The business logic should be loosely coupled
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d) The business logic will also include the workflow required to deliver the application e) The business logic for HMIS shall be designed based on SOA principles and API based f) The SP shall ensure the APIs are interoperable in nature 2.3.6.3 Data Access Layer a) This is defined as the persistence layer and consists of Data access components/ APIs that interact with the underlying database for CRUD(Create/Read/Update/Delete) operations b) A data access layer encapsulates the code that is used to connect the databases and perform these operations. It actually works as a link between the business entities in the Business Layer and the actual data storage layer. An Object Relational Mapping (ORM) framework is recommended to be used for the data access layer unless the requirement has aggressive batch process requirements needs in the data layer. 2.3.6.4 Common Technical Services a) Configuration: This provides a framework to pick the configurable values from say property file/database specific to environment on which the application is deployed. This framework should also have the capability to also configure the variables that may change on a time-to-time basis based on situations. b) Logging and traceability: This provides a framework to log debug, info and error messages in a pre-defined format so that it is traceable. c) Exception Handling: This provides a framework for handling business and as well as application exceptions. d) Tagging and Metrics: This framework component should provide APIs to enable the developer to invoke the necessary analytic product APIs. 2.3.6.5 HIMS Database This consists of the various databases used to store the information pertaining to various HIMS system applications. The database proposed can be database like Oracle Database, MySQL hosted at a secured location with scalability and clustering technology for availability of services. 2.3.6.6 Rules There are various rules required for maintenance of clinical data in HMIS system. The business rules can be externalized to a separate rule engine and made configurable by Admin users for changing any conditions in future. Rule Engine shall have the web standard interfaces so that it can communicate with other applications based on open standards. Audit logging of changes or modifications done in the rule. 2.3.6.7 Common Security Services a) The authentication and authorization services need to be deployed for the access request by the user through the application UI. b) Secure Design and coding practices shall be adopted to ensure the software is developed and implemented securely. c) Password shall not be hard-coded into any software or programs
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d) The system shall have the facility for deletion of the access rights of the user who have resigned/retired from services in a timely basis to prevent unauthorized access in the application UI login page.
2.3.7 PHRMS Overview The Personal Health Record can be accessed by the citizens via the PHR web portal and the mobile application after authentication. A conceptualized architecture of the PHRMS system is described below.
The various layers in the PHRMS architecture is defined below:
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2.3.7.1 Presentation Layer a) The presentation layer acts as the user interface layer and serves as a single point entry to the underlying business application. It generally consists of the various views/pages that are accessible to the users. b) The web portal and mobile application UI shall be accessible from channels namely desktops, smartphones, tablets and shall support unified electronic accessibility. c) Based on the logged in user type views are displayed and accessible. This layer generally handles session management. d) The Application UI shall have very good user experience enabling smooth usability across users and should use of lean web technologies. The users shall be able to customize their views based on personal attributes and needs. e) The views would be the standardized and remain the same for all the users authorized to access the system. The view should consist of standard dashboard and quick link to access specific PHR data. f) The Application UI shall have the capability to support localization (Telugu) in addition to English language. The user shall have the option to switch between Telugu and English as needed defined by the feature present on the application UI g) The Application UI shall have the capability of integrating with the mobile health applications installed by the user in smartphones, tablets (which is connected with the user’s wearable wireless health sensors) 2.3.7.2 Business Logic Layer a) This is defined as the service layer that defines the application boundary along with the set of available operations pertaining to it. b) It encapsulates the application’s business logic, control transactions and co-ordinates responses in the implementation of its operations. c) The business logic should be loosely coupled. d) The business logic will also include the workflow required to deliver the application. e) The business logic for PHRMS shall be designed based on SOA principles and API based. f) The SP shall ensure the APIs are interoperable in nature. 2.3.7.3 Data Access Layer a) This is defined as the persistence layer and consists of Data access components/ APIs that interact with the underlying database for CRUD(Create/Read/Update/Delete) operations b) A data access layer encapsulates the code that is used to connect the databases and perform these operations. It actually works as a link between the business entities in the Business Layer and the actual data storage layer. An Object Relational Mapping (ORM) framework is recommended to be used for the data access layer unless the requirement has aggressive batch process requirements needs in the data layer. 1.3.7.4 Common Technical Services
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a) The Infrastructure components like logging, exception handling, caching is to be designed as frameworks components b) Configuration: This provides a framework to pick the configurable values from say property file/database specific to environment on which the application is deployed. This framework should also have the capability to also configure the variables that may change on a time-to-time basis based on situations. c) Logging and traceability: This provides a framework to log debug, info and error messages in a pre-defined format so that it is traceable. d) Exception Handling: This provides a framework for handling business and as well as application exceptions. e) Content Delivery: This provides APIs to pull data from Content Management Server. All Static Data is to be served from Content Servers. f) Caching: The master/reference data should be cached during startup of the server for better performance. This framework component should provide APIs to put objects in cache, remove objects from cache and invalidate/refresh the cache (without the need of server restart). SP shall propose suitable technical solution based on the requirements. g) Tagging and Metrics: This framework component should provide APIs to enable the developer to invoke the necessary analytic product APIs. h) Personalization: The user shall be able to personalize the site by selecting the information and services that are of their interests and organize the presentation in their personal workspace. 2.3.7.5 PHRMS Database This consists of Database hosted in the cloud and acts as the personal health digital locker. The cloud Database provides for availability of data access securely from anywhere, anytime from any supported channel. Also, it provides for scalability of the data if required in future. The PHR database syncs with the EHR database through APIs defined on real-time basis. The various EMR and clinical data from various HMIS systems are collated and uploaded in the central EHR database which is also hosted in the cloud through server APIs. The central EHR database should be hosted as cloud-based DB as it provides for easy availability and scalability in future. The SP can propose for a better database architecture (if required) to achieve the standard SLA. 2.3.7.6 Rules The business rules for access to files and documents through the portal and mobile application can be externalized to a separate rule engine and made configurable by Admin users for changing any conditions in future. Rule Engine shall have the web standard interfaces so that it can communicate with other applications based on open standards. Rule Engine shall have a complete web-based environment for the design, definition, testing, rule management operations and deployment of rules. There should be provision for audit logging of changes or modifications done in the rule.
2.3.7.7 Common Security Services
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a) The authentication and authorization services need to be deployed for the access request by the user through the web portal and the mobile application. b) Secure Design and coding practices shall be adopted to ensure the web application and mobile application are developed and implemented securely. c) The web portal and the mobile application shall not disclose to users more information than necessary when a failure or error occurs d) Password shall not be hard-coded into any software or programs e) The system shall have the facility for managing the access rights of the users to prevent unauthorized access in the web portal and mobile application login page. f) Content management is required to manage the processes and lifecycles of the content to ensure that the information is correct. It should facilitate a workflow for review and publish of static content if required in future. 2.3.8 Data Integration View Data capturing format shall be as per the standard EHR guidelines prescribed by the MoHFW, GoI guidelines. Data integration is realized either by Batch, ETL, and near real-time methods (event- driven architecture). The proposed data integration is to be achieved near real-time method for the EHR system. The system will adapt Service Oriented Architecture concepts and provide Data Services for frequently used queries and updates. SP can propose the technical solution based on the requirements. The logical Data architecture is shown below.
2.3.8.1 Data Architecture Compliance Requirements
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The below listed compliance requirements needs to be followed by the SP. SP can propose the technical solution based on the requirements. a) Standard schemas shall be published for all data entities and accessible through standard SOA services. These schemes would be applicable for the HMIS DBs, central EHR DB, Healthcare Analytics DB and PHR DB. b) Access to a data entity shall be restricted only through a designated single-point-of-contact interface where it is being provided c) Data access requirements shall be defined clearly based on role, responsibilities and need to access data (different data access requirements should be defined for the HMIS and PHRMS system) d) Providers and consumers for each data entity shall be defined clearly. e) Metadata and Data Standards (MDDS) shall be followed. At each system level defined independently, metadata and reference data standards shall be used if available, otherwise they shall be defined. f) Applications (in case of HMIS system) shall use core data only from respective HMIS data hubs. g) Applications (in case of PHRMS system) shall use core data from the PHR database. h) Data quality controls shall be established by ensuring incoming data is of good quality. Invalid data shall be prevented through strict semantic and syntactic checks at run time. This shall be enforced in the input interface application at the HMIS module end. i) Batch and real-time data integration mechanisms shall be available. j) Data lifecycle management plan shall be in place and implemented. k) Databases shall be scalable in terms of total space, number of tables, views and users. l) Data integration shall be maintained between related entities by defining primary keys and secondary keys relationships. m) The Application developed shall ensure that all relevant data specific reference architectures, architecture patterns, best practices and standards from national and global level are followed, wherever they are applicable 2.3.8.2 Data Backup The data stored in the EHR system should be ensured with data back-up provision. Data Backup shall be responsibility of SP and they have to ensure that the data backup should be in place with 95% backup success rate, data backup should be as per backup policy decided by GoAP standard.
2.3.9 General Logical Architecture – EHR System The below diagram represents the logical representation of the EHR system architecture
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A brief description of the components of the general architecture are described below. a) The External Security layer on both the access channels will protect the core system from unwanted traffic and provides easy and seamless access with the help of Load balancer and access gateways. b) The Web Server includes the web layer which will enable users from the HMIS system side to access data relevant to the patient registered. The web layer from the citizen side will enable access to the Personal Health Record stored. Web access layer provides various web interfaces for different types of users like Tablet Users, Mobile Users and Standard browser users.
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c) The Internal security layer would protect application layer from unwanted attacks d) The Application Server which includes the application layer consists of the business logic and perform the various tasks as per required for both the system (PHRMS & HMIS) e) The Database Server which is a component of the Database layer encapsulates all the EHR structured data saved on the database and for high availability databases should be configured on clustering environment 2.3.9.1 Sizing Requirements The indicative number of users and the bandwidth requirements would be assessed by the Service Provider. However, the solutions provided by the SP shall be designed with consideration of scalability with respective to accommodate exponential growth on Application load in future. The indicative transaction load, bandwidth requirements, storage requirement needs to be assessed by the SP with the factor of scalability taken into consideration. 2.3.9.2 Security Architecture Security Management, namely Access Management, Identity and Credential Management needs to be developed by the SP. Security Architecture shall be implemented as per the Industry Standards strictly in the context of HMIS system, EHR system, and PHRMS system. The SP has to propose suitable security solution in compliance with EHR architecture. 2.3.9.3 Access Management The HMIS system would have access management system in place to provide seamless authentication and authorization solution for HMIS at web, application and Database level. Access Management system will enable enterprise to control user access to protected information and resources. The direct access is required to department admin users only (application maintenance, support, development, analytics teams). Access Management system should be in line with recommendation and policies published by The Identity Access Management (IAM) Governance Committees. The HMIS Identity and Access Database shall assigns and manages the official identities for Department and agencies users. Identity information on all individuals needing ongoing access to restricted HMIS resources must be entered into the Identity and Access Database in HMIS and centralized Security system. The authentication mechanism shall be developed by the SP for the HMIS system. The access management for the PHRMS system also needs to be developed by the SP to ensure correct authentication access is provided to the citizens for PHR data. The authentication shall be based on the Aadhar number authentication followed by OTP to the registered mobile number. Alternatively access for PHR can also be done through the creation of USERID via mobile number/email ID with password. The USERID and password are entered into dynamic access management system which would be validated when the patient log-in in the PHR application in subsequent sessions.
C. SCOPE FOR ELECTRONIC HEALTH RECORD SYSTEM (EHR) 3.1 Scope of Services
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The Service Provider (SP) shall be responsible for ensuring and delivering all the functional, technical and operational requirements by coordinating with HM&FW and user departments. The SP shall perform system study from their side to understand the existing infrastructure of healthcare institutions, the establishment of data integration model from the IT departments of existing PPP program service providers.
3.1.1 Major Components of the Scope of Work The component of the scope of the work consists of the following: 1. Create citizen centric PHR web-portal for state of Andhra Pradesh 2. Development of citizen centric PHR mobile application 3. Implementation of COTS Solution for the proposed modules for HMIS 4. Customization of COTS Solution as per the RFP requirements for HMIS 5. Installation of Information Kiosks at the registration counters of hospitals 6. Supply, install and maintain Desktop systems at each of the patient ward 7. Supply, install and maintain Tablet personal computers at each of the patient ward 8. Supply, install and maintain wall-mounted scanner at each of the patient ward 9. Develop, implement and maintain the PHRMS for the state 10. Supply, installation and configuration of the required interface cards/drivers for integrating the medical equipments owned by the government in the hospitals and PPP partners 11. Integration with the existing National Level applications 12.Integration with the CORE dashboard 13.Attend all change requests within the scope defined for the solution during the contract period, by maintaining a pool of technical resources 14.Arrange for training to all officers and staffs of the department on a TOT model on release of every version 15.Ensure all updates/upgrades and Annual Technical Support (ATS) for the solution during the contract period 16.Supply, install, configure, maintain and monitor the entire infrastructure through an EMS Tool. Ensure all updates/upgrades and Annual Technical Support (ATS) for EMS Tool during the contract period 17.Supply, install, configure, maintain and monitor the entire Hardware, infrastructure, RDBMS licenses, other licenses required for the project installed at APSDC and Disaster Recovery (DR) site to meet the SLA during the contract period a. The infrastructure supplied and configured along with the COTS solution customised under this project, RDBMS licenses, NMS license, EMS licenses etc. installed at the data center shall be transferred at cost of Rs. 100 to Govt. of AP by the SP at the end of the contract period
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18. Design EHR network (EHRN), a Wide Area Network (WAN) in consultation with APSFL (BSNL, RELIANCE, TATA TELESERVICES, ETC) and Campus Area Network (CAN)/Local Area Network (LAN) as per the respective locations. Supply, install, configure, maintain and monitor the CAN/LAN in the respective locations a. The network shall be manageable with service level provisioning for data/voice/video with alternate routing through a ISP/telecommunication/ second service provider. The network shall be automatically configurable through SDWAN based technologies with proper Network Management System (NMS) 19.Supply, install, configure, maintain and monitor the entire hardware infrastructure as per RFP in the hospitals and the other institutions 20.Supply and installation of required number of UPSs and undertake the distribution cabling by installing required electrical MCBs, distribution boards for all IT and networking equipment’s 21. Set-up earth-pits for each block / building as per the industry standards 22.Spares Maintenance – to meet the SLA, maintain the required quantities of the critical spare parts across the state. 23.Deploy the Project Management Team (PMT) and Facility Management Team (FMT) at respective locations for day-to-day operations 24.Set-up a help desk at Amravathi, for technical support for the EHR project 25.Set-up a Transcription Hub, with required number of resources in shifts along with the infrastructure, storage and bandwidth for medical transcription of digital medical scripts and digitally scanned case-sheets 26.Supply of consumables such as stationary (A4 sized paper) and printer cartridges 27. Implementation of digital signatures for the applications 28.Comply with the AP Cyber Security policies and the application is to be audited by PMU, code reviewed before pilot-test and for every release affecting a change request 29. Undertake the change request beyond the scope defined in this RFP and shall be paid as per the effort estimation and man-month rates received in this tender
3.1.1.1 Create citizen centric PHR Web-Portal for state of Andhra Pradesh The SP as a part of the scope of the EHR project needs to develop, implement and maintain the online citizen centric Personal Health Record (PHR) portal for the state of Andhra Pradesh. This portal will act as the access point for patient registered with the EHR system. It would be Aadhar integrated Web based access to own/family electronic health history any time anywhere with 2 level authentication security with Citizen Registration Number and OTP to the registered mobile number. The functionality of the portal should include the below functionality/features: a. User Access: The user access needs to be enabled through the integration with DigiLocker maintained by the Ministry of Electronics & Information Technology (MeitY), Government of India. The citizen would be able to access the Personal Health Record (PHR) with Aadhar based authentication.
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b. User specific content: The portal should display PHR data standardised for a patient maintained in the EHR system as per the sensitive data disclosure norms. The information like basic profile, immunizations, allergies, health conditions, medications, lab results etc. needs to be displayed for the end-user (the patient). c. Standard features and general requirement: The portal should be complying with Web Content Accessibility Guidelines (WCAG) 2.0. Other static contents like home, about us, contact us etc. should be provided to visitors to the portal. Audit trail needs to be maintained for all the transactions. The Service Provider is required to adopt to proprietary software for the development of the portal. The SP is required to build the PHR web portal as the presentation layer for the PHRMS system accessible to the end-users (may be a doctor or patient). The website should be built complying to the latest guidelines and standards prescribed by the Ministry of Electronics and Information Technology (MeitY), GoI. The license costs to meet the functional, performance and the other parameters specified in this RFBfor the portal shall be entirely borne by the SP for the entire contract period.
3.1.1.2 Development of Citizen centric PHR Mobile Application The SP as a part of the scope of the EHR project needs to develop, implement and maintain a citizen centric mobile Personal Health Record (PHR) application for the state of Andhra Pradesh. This application will act as the access point for patient registered with the EHR system. It would be Aadhar integrated Mobile based access to own/family electronic health history any time anywhere with 2 level authentication security with Citizen Registration Number and OTP to the registered mobile number. The functionality of the application should include the below functionality/features: a. User Access: The user access needs to be enabled through the integration with DigiLocker maintained by the Ministry of Electronics & Information Technology (MeitY), Government of India. The citizen would be able to access the Personal Health Record (PHR) with Aadhar based authentication. b. User specific content: The application should display PHR data standardised for a patient maintained in the EHR system as per the sensitive data disclosure norms. The information like basic profile, immunizations, allergies, health conditions, medications, lab results etc. needs to be displayed for the end-user i.e the patient. The Service Provider is required to adopt to proprietary software for the development of the mobile application. The SP is required to build the PHR mobile application as the presentation layer for the PHRMS system accessible to the end-users (may be a doctor or patient). The mobile application should be built complying to the latest guidelines and standards prescribed by the Ministry of Electronics and Information Technology (MeitY), GoI. The license costs to meet the functional, performance and the other parameters specified in this RFP for the mobile applicationshall be entirely borne by the SP for the entire contract period. 3.1.1.3 Propose a COTS Solution for the proposed modules of HMIS The SP as a part of the scope of the EHR project needs to propose a COTS solution for the relevant proposed modules of HMIS. It would be accessed by the healthcare professionals and Government
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hospitals staffs to track the clinical treatment history of in-patients and chronic out-patients registered in the system. The indicative list of all the software modules conceptualized for the HMIS system are mentioned in the table below.
SNo Name of the module
1 Chronic Out Patient Department (OPD) Module
2 Emergency and Medicolegal Case Module
3 Patient Enquiry Module
4 Inpatient Department Module
5 Pharmacy Linkage Module
6 Investigations Linkage Module(Laboratory,Radiology,others)
7 OperationTheatre& Anesthesia Module
8 Practice Management Module (integrated with Citizen centric PHR web application and mobile application and PHRMS System)
9 IP Doctor Desk
10 Patient Medical Record, CertificateGeneration
11 Blood bank/blood storage linkage module
The indicative functional requirements of above modules are included in ANNEXURE B. The selected Service Provider shall be responsible for deploying a technical onsite team within the specified time as mentioned in the RFB during the customization/ development of the proposed modules of HMIS for EHR project. The deployment of the key resources should be from the date of agreement signing by the SP with the purchaser. •The key resources with required technical qualifications and experience to be deployed on-site would be the responsibility of the service provider. •It would be the responsibility of the selected SP to retain the deployed manpower for the entire contract/ project duration. In the event of a resource leaving the employment with the selected bidder the same shall be immediately replaced with another resource of equivalent minimum qualifications and experience. All such events should be notified prior to the concerned authorities of the HM&FW Department and should be in accordance with the SLAs as per the RFB.
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•The selected bidder has to take approval from the concerned authorities of HM&FW department for the proposed staff before their deployment. The HM&FW department reserves its right to reject the personnel, if the same is not acceptable, before or after the commencement of the awarded contract/project
3.1.1.4 Customization of COTS Solution as per the RFB requirements for HMIS The SP needs to customize the COTS solution as per the RFB requirements. The SP shall conduct a detailed system study of proposed modules of the HMIS system. The SP is required to visit at least one Govt. Medical College Hospital/ Teaching College, one District Hospital, one Area Hospital, one Community Health Center and one Primary Health Center (the names and locations of which shall be provided by the HM&FW department). The Successful Service Provider shall carry out the following tasks during these visits – i. Interacting with concerned stakeholders ii.Studying the existing systems, existing PPP partners operations like the NTR Vaidya Pariksha- Laboratory services etc systems established in the government hospitals iii. Detailed study of the requirements of the proposed COTS solution for HMIS iv. Understanding / assessing data inputs and outputs requirements v. Assessment of the existing PPP program applications from the perspective of integration with the HMIS modules, understanding / assessing requirements for providing an interface with the suggested application like NTR Vaidya Seva, NTR Vaidya Pariksha Laboratory Services etc. vi.Collection of all relevant input forms, registers and report formats of HM&FW Dept
3.1.1.5 Installation of Information Kiosks at the registration counter of hospitals The SP shall be responsible for installation of information kiosks at registration counters of hospitals. The kiosk would be integrated self-services desks at hospitals for the patients. The functionality of the information kiosk includes the enabling of visitors to make patient/service enquiry, list of hospital services enquiry, hospital maps, view investigation results for a patient etc. (as per sensitive data disclosure terms). The list of all the hospitals where the information kiosk would be installed includes all those healthcare institutes which are included in the scope of the project. The SP shall install the information kiosks as per the standard technical specifications included in the Hardware Specification section. The SP would be responsible for providing warranty support for all the information kiosks systems installed as part of the project from the OEM partners during the entire contract period.
3.1.1.6 Supply, Install and Maintain Desktop Systems at each of the patient ward The SP shall be responsible for the supply, install and maintenance of Desktop Systems at each of the patients wards in the government hospitals and institution covered in the scope of the RFB. The
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installed Desktop System would enable the healthcare professionals and government hospitals staffs at each ward to upload, transform and track complete treatment or service details of in- patients and chronic out-patients registered in a health facility. The required Desktop System to be installed at each ward shall be on Computer on Wheels (CoW) basis. A required number of 1 (one) desktop system shall be provided by the SP to each ward in every healthcare institution included in the scope of the project. The standard technical specifications for the desktop system are included in the Hardware Specification section. The SP would be responsible for providing warranty support for all the desktop systems installed as part of the project from the OEM partners during the entire contract period.
3.1.1.7 Supply, Install and Maintain Tablet PCs at each of the Patient Ward The SP shall be responsible for the supply, install and maintenance of sharable tablet personal computers at each of the patients wards in the government hospitals. The sharable tablet PCs would be used by the healthcare professionals and government hospital staffs to refer to the electronic health history and previous treatment details of an in-patient and chronic out-patients. A required number of 2 (two) Tablet PCs shall be provided by the SP to every ward, one to be assigned and use by the doctor (who may be either on-duty doctor/consultant/visiting doctor) and the other Tablet PC assigned and operated by the healthcare professional stationed at each ward. The functional capability of the Tablet PC includes the following: a) The facility of conversion of script penned by stylus into digital format interoperable across the EHR system. b) The facility of the scan functionality capable of scanning the hard-copies of medical case-sheets and hand-written medical scripts and conversion to standard digital image format prescribed. The same digital files need to be sent to the centralised location for medical transcription. c) The facility of the capability of recording speech notes and conversion into standard interoperable format prescribed. The standard technical specifications for the Tablet PC are included in the Hardware Specification section. The SP would also be responsible for providing warranty support for all the Tablet PCs installed as part of the project from the OEM partners during the entire contract period.
3.1.1.8 Supply, install and maintain wall-mounted scanner at each of the patient ward The SP shall be responsible for the supply, install and maintenance of wall-mounted scanners at each of the patients wards in the government hospitals. The scanners would be used by the healthcare professionals and government hospital staffs to upload the hard-paper case-sheets, medical reports etc. of an in-patient and chronic out-patients through the module interfaced with the EHR system. A required number of 1 (one) wall-mounted scanner shall be provided by the SP to every ward, to be used by the authorized healthcare professional stationed at each ward. The technical specifications of the scanner are included in the Hardware Specification section.
3.1.1.9 Develop, Maintain and Implement the PHRMS for the state
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The SP needs to develop, implement and maintain the Personal Health Record Management System (PHRMS) of the state. It should be developed and designed in lines with the cloud-enabled, open source PHRMS developed by the Health informatics and Electronics Division (HIED) at Centre for Development of Advanced Computing (C-DAC) in Mohali. This integrated Personal Health Record Management System (PHRMS) has been christened as MyHealthRecord by the Ministry of Health and Family Welfare, Govt. of India. The PHRMS is hosted at http://myhealthrecord.nhp.gov.in. MyHealthRecord is an integrated, interconnected and a networked PHR, which has been seamlessly integrated with Aadhaar, Digilocker and open for integration it with third party healthcare IT systems (being used by various healthcare service providers) like hospital information systems, laboratory information systems etc. The integration with such external systems eliminates duplication, reduces typographical errors, improves quality and efficiency and it also gives a holistic view of an individual’s health. The SP needs to integrate the PHRMS system with the central EHR system to develop an integrated EHR system The PHRMS acts as the business logic layer and data layer for the PHR web portal and mobile application presentation layer. The SP has to develop the various APIs to seamlessly integrate the PHRMS system. The proposed architecture of the PHRMS system is described in section 2.3.7.
3.1.1.10 Connecting the Medical equipment of PPP Partners The SP is responsible for Supply, installation and configuration of the required interface cards/drivers for integrating the medical equipment owned by the government in the hospitals and PPP partners. The Selected SP shall supply, install and configure the required interface cards/drivers for integration. The integration activity would consist of interfacing with the already installed medical equipment owned by the government in the hospitals and PPP partners. The Selected SP shall ensure the interface drivers support the standard compliance of IEEE 11073 informatics standards and related ISO standards for medical devices. The Selected SP needs to assess and study firstly the interface platform already existing for the medical equipment devices and then install the interface cards. The Selected Bidder shall ensure that the interface cards are configured properly for smooth integration into the EHR system. ANNEXURE C consists of the brief interface details of the PPP programmes service providers. The SP is responsible for integrating application interfaces (if applicable) with the HMIS system. The required APIs for interfacing needs to be designed, developed and maintain by the SP. The Selected SP shall develop, test, implement and upgrade system interfaces with other third- party systems present in the existing eco-system of healthcare facility. It shall also describe process to settle disputes over interfaces (if occurred within the contract period). The interface drivers shall support all data exchange standards recommended by the MoHFW in the latest EHR guidelines. The system software for the interface cards for interfacing with various PACS vendor, imaging centers, radiology centers etc. shall support minimum standards of Digital Imaging and Communications in Medicine (DICOM) PS3.0-2015 or DICOM standards of the PACS enabled equipment at the hospitals and the PPP service provider. The selected SP shall supply, install and configure the required system software licenses for interfacing or integrating into the EHR system at no extra cost to the HM&FW department during the contract period.
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3.1.1.11Integration with the existing National Level applications The Selected SP shall provide the capability of the EHR system for easy configuration in the future to integrate with national level applications. The HM&FW department would provide the list in future to the selected bidder for the same. The cost for the development, installation and configuration of the interfaces shall be borne by the selected SP at no extra cost.
3.1.1.12Integration with the core dashboard The Selected SP shall within the scope of the EHR project provide for the development, installation and configuration of the EHR system with the CORE dashboard of the state of Andhra Pradesh. The CORE dashboard was developed as a comprehensive web based interactive dashboard rolling out Key Performance Indicators (KPIs) of all the 33 departments/schemes/programs of Government of Andhra Pradesh. The scope includes the citizen-centric web portal link to be integrated with the HM&FW Department dashboard page. The link would navigate to the webpage hosted for the PHR of the state of AP.
3.1.1.13Software Change Management The Selected SP shall maintain a technical team at the onsite location to track all the change request forms identified. The change request shall consist of all the features and functionalities of the software modules in the COTS solution which falls within the scope of the solution. The technical team shall ensure to maintain logs of additional change request and share it with the concerned authorities of the HM&FW Dept. The change request shall be delivered by the technical team following the Software Development Life Cycle (SDLC) through the AGILE methodology for implementation. The Selected SP shall prepare and submit the Test Strategy, User Acceptance Test (UAT) test cases scenarios, test results for each change request raised within the scope. It shall also be responsible for rectifying issues / bugs reported for the various modules developed and tested (included in the change request). The Selected SP shall be responsible for obtaining the UAT approval from the PMU and concerned authorities of the HM&FW Department. It should also give a demonstration of different module-wise functionalities developed for the HMIS system, PHR web-portal and PHR mobile application after deploying them. The authorised personnel from the HM&FW Department shall conduct the functional testing of modules once the functional demonstration is completed.
3.1.1.14Training the department on a TOT on release of every version The Selected SP shall ensure proper hands-on training to Trainers through Training-of-Trainers (TOT) Programmes for various HMIS modules, PHR web application and PHR mobile application developed by it to make them well conversant with the functionalities, features and processes built in the EHR system. The average number of twenty trainers per district for 13 districts will be required to train the end-users on the use of HMIS modules the web application and the mobile application. The venue for the TOT will be decided by the HM&FW department. Each TOT will be
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usually for one day for all the modules and consists of around 30 participants, which implies there would be a total of about 9 ToTs for all the modules. Some of the below points shall be followed for the ToT program: a) The Selected SP shall conduct trainings at the venue as specified by the department for trainers identified from respective districts to be trained in ToT programme. b) The Selected SP will be required to depute trainers from the firm to be available for facilitation during trainings to be conducted c) The content of the training plan and schedule shall be decided by the HM&FW Dept. and the selected SP at an appropriate time. The selected SP will be responsible for providing updated versions of content, if any change is affected by the SP d) One ToT from districts/hospitals will be typically of sufficient duration with required number of trainers in each training course such that the knowledge and skills are transferred to the trainees for the successful use of the software modules e) The requisite training infrastructure like the training space, computers, projector with screen and connectivity shall be provided by the HM&FW department f) The HM&FW Department shall identify respective officers/staff involved in various functional areas for the training g) The selected SP shall provide training material documented both in English and Telugu h) The selected SP shall ensure that all the training documents are retained (user training, operation procedures etc.) in hard as well as soft copies i) Attendance sheet (hardcopies) along with the feedback forms from participants for each training session shall be submitted to the concerned authorities of the HM&FW department j) All the expenses incurred towards its resource person/faculty shall be borne by the selected SP k) A systematic training plan needs to be included by the selected SP after conducting Training Needs Analysis in the SRS of all the concerned staffs l) The Selected SP should ensure there is sufficient number of trainers in every training session for conducting the training program m) Training phases can be divided into three parts and the training schedules can be decided later as per the requirements i. The first part would be to conduct ToT at the specified venue ii. The second part would be the training session by trainers trained at the ToT for trainees from selected government hospitals at district headquarters. iii.Training to end-users of the hospitals will be imparted by the trainers trained by the trainees of the ToT at the district headquarters. n) The training on all modules shall be completed prior to Go-Live of the whole HMIS modules, PHR web application and the PHR mobile application.
3.1.1.15Updates/ upgrades and Annual Technical Support (ATS) for the solution
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The Selected SP shall ensure that the updates/ upgrades as required for the modules are carried out as per the required schedule. The Selected SP would first communicate the upgradation schedule to the concerned authorities of HM&FW department which would approve the same. The Selected SP would be required to provide version control and archiving facility for database and for all modules in COTS solution as strict version control is necessary for accountability and disaster recovery. Versioning would allow users to check the existing version in use and merge changes with the latest version released. All logs for updates needs to be maintained by the selected SP to track upgradation. It is also responsible for maintaining the Annual Technical Support for all the modules in the solution for the entire contract period.
3.1.1.16EMS Tool- Supply, Install, Configure, Maintain & Monitor Infrastructure The Selected SP shall be responsible to develop, configure, maintain and monitor the entire infrastructure of the EHR system developed through an Environmental Management System (EMS) tool. The EMS tool needs to be developed in accordance with the policies, procedures and action plan that would bring the best outcome from the EHR system. The Selected SP would provide the EMS tool which is included within the scope of the project. It should also ensure that the updates/upgrades including the annual technical support for the EMS tool is maintained during the entire contract period.
3.1.1.17Hardware, RDBMS Licenses & Other Licenses at APSDC & DR The Selected SP would be responsible for procurement of the Hardware devices as required for the network infrastructure of the EHR system. It shall supply the required hardware to the specified location (which may be a hospital/office) and configure them to be interoperable with the interfacing hardware equipments. The Selected SP shall also be responsible for ensuring the warranty support from the OEM party for the entire contract period. The RDBMS license shall be provided by the concerned authority from the Andhra Pradesh State Data Center (APSDC). The other licenses which would be required for maintaining Disaster Recovery (DR) system shall also be provided by concerned authorities. It would be the responsibility of the selected SP to configure the license for the Database system. The SP needs to submit all the installation check documents to the concerned authorities of HM&FW Department for correct installation of the network equipments for review purpose. The owner of the license would be held by the HM&FW Department. The Selected SP should report for any discrepancies for the use of any of the license provided to the HM&FW Department. It should also be ensured that all the installed hardwares are maintained as per industry standards. No unauthorized person/user shall be given access to the license details by the successful bidder even during and after the completion of the contract period. At the end of the contract period the successful SP is required to transfer the infrastructure supplied and configured along with the COTS solution customized for the eHR project, all RDBMS license, NMS licenses, EMS licenses etc. installed at the data center at cost of Rs. 100 (Hundred Rupees only) to the Govt. of AP.
3.1.1.18Design, Supply, Configure and Maintain EHR Network (EHRN) The Electronic Health Record Network (EHRN) should be designed based on the proposed architecture by the HM&FW department. The Selected SP shall study the proposed architecture and
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submit an approval for the implementation of the same to the concerned authorities of the HM&FW Department. Once the network architecture is approved, the Selected SP shall be responsible for designing the network. It should deploy the network technical team to configure the EHR network created for the state of Andhra Pradesh. It shall be also responsible for maintaining the same technical team or a team with minimum eligible qualifications for network maintenance throughout the entire contract period. The Selected SP shall ensure minimum ISO standards are followed for all the network components which forms the part of the EHR network. The charges incurred for all the internet connectivity installed for the EHR system needs to be borne by the SP for the entire contract period. The proposed EHR network is being described under section 2.3.1. The network shall be manageable with service level provisioning for data/voice/video with alternate routing through an ISP/telecommunication/ second service provider. The network shall be automatically configurable through SDWAN based technologies with proper Network Management System (NMS). The network built for the project needs to comply with all latest and relevant standards mandated by MeitY released from time-to-time.
3.1.1.19IT Hardware Infrastructure at all Hospitals/Institutions The Selected SP shall be primarily responsible for supply of, installation and maintenance of all the hardware infrastructure provided at all hospitals or institutions which are all included as a part of the EHR system. The warranty support of all the hardware components needs to be assured by the Selected SP from the OEM parties. The minimum technical specifications as described in the RFB for all the hardware equipment’s needs to be procured by the SP. The annual cost of maintenance and replacement needs to be borne by the SP throughout the entire contract period.
3.1.1.20UPSs and Power Distribution for all IT and networking equipment The Selected SP shall be responsible for the supply and the installation of Uninterruptible Power Supply (UPSs) physically at the respective identified locations in hospitals and network hubs. The following list of activities needs to be carried out by the selected bidder: a) Install all battery bank physically with interlink cables b)Check the single/three phase power supply and earthing c)The Engineer assigned for the installation needs to check all parameters and include the same in the installation report d)The SP shall carry out preventive maintenance on half-yearly basis for all the UPS to meet the required SLAs e)The SP shall also carry out the power distribution cable installation at the identified location f)The SP would be responsible for any warranty coverage for the UPSs and power distributions spike, sockets etc from the OEM party
3.1.1.21Set up earth pits for each block/building as per industry standards The Selected SP shall be responsible for setting up of earth-pits for each block/building as per the industry standards. The work of setting-up of earth-pits including the necessary excavation,
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providing and fixing of earth electrode etc. which shall be the responsibility of the selected SP. The selected SP shall ensure the earth-pits set-up conforms to the IS 3043.1987: Code of practice for Earthing standards.
3.1.1.22Spares Maintenance The Selected SP shall be responsible for maintaining the spares parts of critical equipments across the state. It should ensure to maintain minimum of 2 (two) percentage of spare parts to meet the SLA defined. The selected SP shall maintain at its end the asset management system to monitor the requirement of any spares across hardware equipments installed for the EHR system.
3.1.1.23Project Management team and Facility Management Team The Selected SP shall deploy the Project Management team onsite which comprises of a team of project managers having requisite qualification after the signing of the contract. PMT will be created for the eHR project with inclusion of a Subject Matter Expert (SME) from the selected SP who would lead the team of project managers and one authorised personnel from the HM&FW Dept. The PMT will be made responsible for the sign-off of deliverables. The team size shall be maximum of 6 (six) for the entire contract period. The team shall be responsible for documenting all project implementation reports for the EHR project. The same team needs to be available onsite for the whole tenure of the contract period. In case of any employee leaving the bidder’s organization, the bidder shall ensure a resource with same qualification would be replaced. The change in the project management team needs to be informed to the concerned authorities of HM&FW department for approval of the same. The selected SP shall provide support and maintenance services (FMS) for the whole infrastructure developed for the EHR project for the entire contract period. The support and maintenance services shall start from Go-live for all the modules under the scope of EHR project. Some of the activities included for the support and maintenance services are: - a) The SP needs to carry out all administration, operations, monitoring, maintenance of the deployed COTS Solution modules, the citizen-centric PHR portal (Web application and mobile application) and the database to ensure the desired uptime b) The HM&FW Department during the support and maintenance period may request selected SP to make necessary changes in the layout, MIS report format, input forms layout etc. taking into consideration these changes would not impact the database schema. The selected SP shall be responsible for making these required changes at no extra cost to the department c) The content management services including the design and content upload services for the citizen-centric PHR portal shall be carried out by the SP as per instruction of the concerned authorities of HM&FW department. The selected SP shall be responsible for making these required changes at no extra cost to the department. d) The selected SP shall provide support for minor changes in the software solution as per instruction of the concerned authorities of HM&FW Department, defect fixing and web portal and application update activity. The selected SP shall be responsible for making these required changes at no extra cost to the department.
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e)The selected SP shall maintain the version control and archives of source code for all the modules including the website content and database f)The selected SP shall be required to download definitions, patches, updates, service packs of the deployed third-party tools, middle-ware software as applicable.
3.1.1.24Help Desk at Amaravati The Selected SP shall ensure a technical helpdesk team to be deployed at office block preferably in the capital city of Andhra Pradesh, Amravathi. It shall manage the technical helpdesk with a dedicated team and the use of its own helpdesk management system (web enabled with SMS and e- mail-based alert system). The Helpdesk shall be able to handle technical issues raised by the concerned users of the EHR system. The helpdesk team should be accessible to all project locations and their end-users on telephone/email. The team shall be responsible for replying to the queries, complaints registered and issue incident ticket number for every incident/problem reported. The helpdesk team shall escalate the incident ticket to the designated authorities. Once the problem is resolved the ticket needs to be closed with proper comments. The Selected SP shall maintain the log of all the incidents registered within a specified period of three months and shall submit the same to the concerned authorities of the HM&FW department. 3.1.1.25Transcription Hub for EHR The Selected SP shall be responsible for deploying a central Transcription Hub for transcription of digitally scripted/scanned hand-written medical scripts and scanned case-sheets updated through application from tablet PCs and wall-mounted scanners. The SP is responsible for maintaining a team consisting of required number of individuals (in shifts) of minimum qualification experienced in medical transcription at their premises/outsourcing agencies. The team should operate as per the minimum SLAs defined for the activity. The infrastructure storage and bandwidth for medical transcription hub would be borne by the selected SP for the entire contract period.
3.1.1.26Supply of consumables The Selected SP shall be responsible for providing all consumables such as stationary like printer cartridges, A4 sheets etc. The Bidder needs to provide a suitable price quotation on per page basis which shall be discussed and fixed after the contract is signed.
3.1.1.27Implementation of digital signatures for the entire applications The Selected SP shall be responsible for ensuring implementation of digital signature feature in all the modules/ application which would be developed as a part of the EHR project. The digital signature feature needs to be integrated for all those applications (wherever required) where digital authentication for reports, summaries etc. are required.
3.1.1.28Compliance of AP Cyber Security Policies
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The Selected SP must ensure that all the applications developed as a part of the EHR project needs to conform to the latest cyber security policies mandated by the Andhra Pradesh Cyber Security Department. The SP also needs to take approval from the PMU regarding the code review being developed as a part of change request during the contract period. The code needs to receive approval from the concerned authorities of PMU after which the modules can be pilot-tested by the technical team of the SP. The same cyber security compliance, the code approval process needs to be followed each time the SP is providing newer releases of the applications for the EHR system for every instance of change request undertaken.
3.1.1.29Change Request beyond the scope of the RFP The selected SP shall ensure that for any change request which is required and raised by the HM&FW Department for achieving the expected functionality of the EHR project needs to be undertaken and developed by the former. The mentioned change request which falls beyond the scope defined in this RFP would be paid to the selected SP as per the man-month rates provided by the Bidder at the time of submitting the bids. The PMU in the department shall assess the effort based on existing G.Os. The SP needs to submit the resource effort estimation draft allocated for attending the same change request for approval from the department before undertaking the same. The payment for the same shall be processed by the HM&FW Dept. after the SP submits the required invoices to the dept. after the change request is developed and implemented. The SP would keep track of all the change request (beyond the scope) being processed and submit a quarterly report to the concerned authorities of the HM&FW Department during the entire contract period.
D. Project Deliverables and Timelines
4.1 Project Deliverables for the Software Solution The following outlines the detailed deliverables expected from the supplier, including timelines. PMU will be created for the HMIS modules with a Subject Matter Expert (SME) having relevant experience in the field of medical science and healthcare technologies. The PMU will be made responsible for the sign- off of deliverables.
Sl. Phase Deliverable Description No. 1. Project a. Detailed Project Plan for Design, Development & Planning and Implementation of HMIS modules, PHRMS web portal and Analysis mobile application. The plan should clearly identify all the milestones and deliverables together with the tasks, time & resource allocation.
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Sl. Phase Deliverable Description No. b. Comprehensive project risk management plan. c. Data Assessment Report which should include Data Quality, availability of all Data elements required for HMIS module Applications. d. Data Access Requirements Report which will specify what level of access is required for which users on which data elements. e. Data Security Requirements Report which will describe how Data Security Standards and Requirements will be met. f. Data Migration Strategy/Plan, total volume of data to be migrated (if required) is SP’s responsibility. g. Data Cleansing and Standardization Strategy. h. Data and Application Integration Strategy (shall be SOA based). i. Identification and listing of all Sources of Data. j. Legacy Application and Data Management Strategy. k. Change Management Strategy. l. Change Communication Strategy. m. Training Plan including Target Audience, Training material, proposed date, and location. n. Impact Analysis Report – This shall include impact on Key Stakeholders, existing business processes, applications, data, and infrastructure due to the proposed changes. The aforesaid mentioned list shall be comprehensive in terms of its coverage and scope. It shall identify all Data elements, Sources, and applications that are relevant to HMIS modules, PHRMS web application and mobile application module. 2. Solution a. Technical / System Design Document including but not limited Architecture to and Design i. Updated Conceptual Data model. ii. Logical and Physical Data models. iii. Data Dictionary. iv. Component and Deployment views of the Application. v. Collaboration, Class diagrams in the UML notations. vi. Security and Features. vii. Performance Features. viii. Interface / Control Design Features. b. Requirements Traceability Matrix. c. Document on Testing Approach for HMIS modules, PHRMS web application and mobile application, along with the test cases and test results including but not limited to i. Type of Inputs (Functional / Performance / Stress / Acceptance / Structural) also ii. Including Test Coverage / Boundary conditions iii. Machine Configuration
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Sl. Phase Deliverable Description No. iv. Test Assumptions v. Exact test stimuli as applicable vi. Response Time / Execution Time / Throughput d. System Requirement Specifications (SRS) Document. e. High-level Software Application Logic. f. Application Workflow. g. Wireframes and User Interface Screens h. Data and Application Integration design and specifications. i. Design documents for all application modules for HMIS modules applications, PHRMS web application and mobile application. j. Design documents for all atomic and compound services relevant to HMIS modules applications, PHRMS web application and mobile application. k. Solution Architecture – Final Software specifications for Applications, Database, and Web Services. l. IT Infrastructure solution encompassing Network, Servers, Storage, System Software. 3. Development Automated testing and automated test case generation are and Testing recommended to ensure complete and appropriate test cases are generated, reducing waste and enhancing application quality. The scope and coverage of test cases and their results are to be verified and signed off by PMU. Development, Testing, and Deployment Plan which should at minimum contain the following a. Breaking the total scope into phases or iterations. b. Phase or Iteration-wise Identification of requirements for Software development. c. Phase-wise Testing and Deployment Strategy. d. Phase-wise User Sign-off Strategy.
For each phase or iteration of Software development, recommended deliverables are as follows: a. Test Plans – Unit, Integration, QA and User Acceptance. b. Configuration management strategy. c. Pseudo code for Application Development. d. Source code, library files, DLLs, Programs and other relevant software components. e. Updated & Final System Requirements and Design Documents. f. Test Results. g. Fully functional Software Applications. h. User Sign off. i. Updated Requirement Traceability indicating fulfilled
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Sl. Phase Deliverable Description No. requirement.
At the end of all phases or iteration, when the complete HMIS modules applications, PHRMS web application and mobile application are ready, the following artefacts are to be delivered a. System Testing Results. b. Integration Testing Results. c. User Sign off. d. Deployment Plan. e. Back-out or Rollback Plan. f. Contingency Plan. g. Updated Risk Plan. h. Standard Operating Procedures. e. Maintenance Manuals for Administration and Maintenance of HMIS modules applications, PHRMS web application and mobile application. f. SLA Monitoring & Measurement System using EMS. 4. Enterprise a. Change Management Workshops including presentation Change materials and related documents. Management b. Change Communication Strategy – Expectations from various HMIS modules applications, PHRMS web application, PHRMS mobile application andhow the change impacts the stakeholders. 5. User Training a. Updated Training Plan. b. Training manuals and schedules. c. Training Feedback forms (Post Training sessions). d. Training effectiveness score (based on feedback from participants). 6. Deployment a. Software Deployment Plan. b. Updated Risk Assessment Plan. c. Software Application Certification Plan. d. Deployment Checklist. e. Post-deployment system monitoring and certification requirements. f. Deployment Sign off. g. Fully tested, certified, and functional HMIS modules applications, PHRMS web application and mobile application. h. Fully tested, certified, and functional Database Management System with updated databases where applicable. i. Fully updated Master Data Repository. j. Fully updated Metadata Repository. k. Configuration Management System. 7. Post - a. Post Implementation Support to HMIS modules applications, PHRMS web application and mobile application.
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Sl. Phase Deliverable Description No. Deployment b. Call Log & Resolution Reports for Technical Helpdesk. c. Daily/Weekly/fort-nightly/monthlyPerformance Monitoring Reports for the HMIS modules applications, PHRMS web application and mobile application. d. Operational Document on Strategic Control of HMIS modules applications, PHRMS web application and mobile application handed to the Department for the Project.
4.2 Go-Live Acceptance Criteria “Project Implementation Completion”/” Go-Live” means the date on which all the proposed Modules of the HMIS modules applications, PHRMS web application and mobile application are operational as per the functional, technical and operational requirements, in an integrated manner, as signed-off by the PMU and all the acceptance tests & certifications as defined in this section are successfully concluded to the satisfaction of the Department.
The go-live tests shall be the primary responsibility of the SP but shall be conducted under supervision of the PMU. The agreed recommendations at the end of each of these tests will be incorporated in the system by the SP before Go-Live. The acceptance / sign-off for each of these go-live criteria shall be given by the PMU Committee for this RFB.
The go-live acceptance criteria for the other components are listed below: a) Software Testing: Successful deployment and commissioning of the modules implemented for the HMIS system, PHRMS web application and mobile application in an integrated manner. The SP will submit to the PMU the Test plan, Test cases & the Test Data prior to carrying out the System tests. These will be test and approved by the SP and the PMU. The test plan shall include the expected results. After the tests are conducted, the results of the tests will be approved by the SP and the PMU and the agreed observations/ defects/ errors detected will need to be rectified by the SP before go- live. The testing shall include:
i. Unit and regression testing – This includes functional testing of all individual modules developed under the HMIS system, PHRMS system. This testing will be performed by the SP. ii. System Integration Testing (SIT) - After the entire development cycle is over, all the components shall be tested end to end. Here SP needs to demonstrate the system in a controlled production environment. The SP will carry out the Integration testing to ensure the integration of all the modules of HMIS modules applications, PHRMS web application, mobile application is carried out successfully. iii. Performance and Load Testing – The application software along with the associated infrastructure should successfully meet the criteria for response time for a given user load
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defined as a minimum concurrency of 20% of the total users of HMIS modules applications, PHRMS web application and mobile application. iv. User Acceptance testing (UAT) – 100% of all Critical defects identified as part of the UAT shall be fixed and retested before go-live. For high-priority defects, at least 90% of the defects shall be fixed before go-live. Remaining 10% will need to be fixed within 1 month of the go-live. For medium-priority defects, 80% of these should be fixed before go-live and for low-priority defects, 60% shall be fixed before go-live. All pending medium and low priority defects shall be fixed within 2 months of go-live. b) Data Migration: Testing of data migrated shall be carried by the SP in coordination and supervision of PMU. The assessment of the data volume to be migrated would be studied by the SP after signing of the contract. Agreed defects identified during testing shall be fixed by the SP prior to Go-live. As part of the Go-live, Master data across all modules shall be successfully migrated. c) Training: Completion of training and sign-off from PMU as per scope detailed in this RFB document. d) System/ Application Security Audit: The system implemented for the HMIS modules applications, PHRMS web application and mobile application shall be audited in line with the requirements defined in the RFB. The areas of improvement and defects identified as part of the System Audit shall be fixed before go-live, irrespective of the criticality. The System’s Audit certification shall be a key parameter for go-live acceptance. e) Helpdesk Establishment: Details of helpdesk for providing hand-holding and technical support post go-live should be submitted to the PMU. This would include the Infrastructure and team details. The orientation for the helpdesk team should be completed prior to go-live and the same shall be self-certified by the SP. The SP shall get the sign-off certificate from the PMU on man-power deployed, application readiness, and infrastructure establishment at helpdesk. f) Hardware & IT Infrastructure acceptance: Procurement, deployment, and commissioning of the IT Infrastructure as per technical specifications defined in this RFB document. The acceptance by the purchaser shall include: i. Installation & commissioning of all hardware, software supplied under this rfb ii. Installation and Commissioning of IT, Non – IT components across HM&FW Department offices, hospitals etc. iii. For both IT & Non-IT equipment’s / software manuals / brochures / Data Sheets / CD / DVD / media, as may be applicable, for all the supplied components iv. SP shall get the sign-off from PMU for hardware and IT infrastructure acceptance.
4.3 Hardware Specifications The technical specifications of the various hardware components procured for the EHR project by the Bidder should meet the below mentioned as described. The technical specifications indicate the minimum requirements for the project.
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A. Servers
Item Minimum Specifications
Make and model -
Form Factor Rack Mountable
Processor type and speed Two Six Core Intel Xeon Processor of 5650 series, 2.66Ghz frequency, 12 MB L3 cache scalable to two processors and higher
Chipset Intel® 5520 Chipset and higher
Memory 64 GB or higher
Memory protection Advanced memory protection, Mirroring mode, online spare
Bays Minimum 8 internal HDD bays scalable to 32 bays
Hard Disk Drives 5TB
RAID Controller SAS Raid Controller with RAID 0/1/1+0/5/5+0 with 1GB cache or higher or better specifications
Graphics Controller Integrated Graphics Controller with Min. 16MB Memory Networking features As per industry standards Ports As per industry standards Power Supply & Fans As per industry standards Security Power-on password Keyboard password Diskette drive control QuickLock, Network Server Mode Administrator's password Customizable user accounts and SSL encryption Supports directory services integration and two-factor
authentication OS Support Standard OS like Microsoft Windows Server, Oracle Enterprise Linux etc. Remote Manageability System remote management software should support Software browser based Graphical Remote Console; Server Management The Systems Management software should provide Role- based security The Server Management Software should be of the same
brand as of the server supplier. Warranty 3 years 24x7 Support with 2hr response time.
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B. i3 Based PCs (should be computer-on-wheels rack)
Item Minimum Specifications
Make and model -
Processor Intel Core i3, 8th Gen or equivalent, Intel Mother board.
Memory Slots 2 RAM 4 GB RAM or Higher Hard Disk Capacity 500 GB HDD or Higher Operating System Windows 10 Screen Size 19” Color Display or higher Graphic Processor Intel HD Integrated Graphics Pointer Device USB Optical Mouse Keyboard USB Entry Keyboard Ethernet 10/100/1000 Gigabit or Higher Wireless LAN Wireless Ports/Slots As per the certified Industries Norms Warranty 3 years 24x7 Support
C. Tablet
Item Minimum Specifications
Make and model -
NETWORK Technology GSM, HSPA, LTE SIM SIM support and wi-fi support DISPLAY Type IPS LCD capacitive touchscreen, 16M colours Size 10.0 inches or higher Multi-touch Yes, up to 5 fingers PLATFORM OS Android OS, v5.0 (Lollipop) or Higher CPU Quad-core 1.6 GHz or higher MEMORY Card slot Micro SD, 32 GB or Higher Memory Internal 16 GB, 2 GB RAM or higher
CAMERA Primary 13 MP, autofocus CAMERA Features Geo-tagging
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Loudspeaker Yes, with stereo speakers Communications WLAN or Higher Ports As per Industry standards Warranty 2 years 24x7 Support
D Scanners
Item Minimum Specifications
Make and model -
Document feeding mode ADF Optical resolution 900 dpi Grayscale mode 32bits input 16bits output Color mode 64bits inputs 32bits output Memory size 256 MB SDRAM Interface USB 2.0 and higher Scan size -ADF Min 52*74 mm (A8) Max 216*356 mm (Legal/A4) Capacity- ADF 150 sheets Scanning Speed B/W @ 600dpi, A4 Simplex 20 PPM, Duplex 40 IPM B/W @ 900dpi, A4 Simplex 20 PPM, Duplex 40 IPM Color @ 600dpi, A4 Simplex 20 PPM, Duplex 40 IPM Color @ 900dpi, A4 Simplex 20 PPM, Duplex 40 IPM Warranty 3 years 24x7 Support
E. Information Kiosk Item Minimum Specifications
Make and model -
Screen Touch screen LED TV 40 inch or higher to display infromation Integrated System PC with Windows 10 OS Interface HDMI Interfacing for monitor/LCD TV, Warranty 3 years 24x7 Support F. UPS (10KVA,5KVA,2KVA) Item Minimum Specifications
Make and model -
CAPACITY 2 KVA
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WAVE FORM Pure Sine Wave
INPUT
Input Voltage Range 170 V AC to 270 V, AC Single Phase
Input Frequency Range 50 Hz +/- 10 %
PROTECTION
Input Over Voltage Protection Should be Provided
Input Under Voltage Should be Provided Protection
Over voltage cut off Should be provided.
Surge Protection Should be provided.
Short circuit protection Should be provided
Over Temperature Should be provided
Low Battery Should be provided
Battery over charge Should be provided
OUTPUT
Output Voltage 220 V AC Single phase +/- 2
Frequency 50 Hz, +/- 0.05 Hz (Free running)
Over load capacity 120% for 1 minute, 150% for 1 Second crest factor 3:1
Manual and Auto Bypass Should be provided Switch
INDICATORS
Battery & Load level indicator Should be Provided
On Line Should be Provided
On Battery Should be Provided
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Replace battery Should be Provided
Over Load Should be Provided
Bypass Should be Provided
Fault Should be Provided
MISCELLANEOUS
Static Switch Automatic Bi-directional should take care of 100% uninterrupted transfer
Overall efficiency > 80%
Inverter efficiency > 85%
BATTERY
VAH 7000
Battery Type Sealed Maintenance Free Lead Acid
Each Battery Voltage 12V each.
DC Bus Ripple < 1% (With battery connected)
Battery recharge time from < =5 Hrs. fully discharge condition to 100%
Total DC Bus Voltage nominal Minimum 96 VDC
Back time 30 Minutes
Battery Housing Cabinet / Battery Rack
Cable Set Should be Provided
AUDIBLE ALARM
On Battery Should be Provided
Low Battery Should be Provided
Over Load Should be Provided
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Fault Should be Provided
Mains failure Should be Provided
SERVICE POLICY Service should be given immediately for achieving maximum uptime. (Will not allow repair the UPS at site).
COSTUMER CARE SERVICE 24 X 7 operational toll free based call center
Item Minimum Specifications
Make and model -
Capacity 5 KVA
Input Parameters:
Voltage 220 V, 1-phase, 3 wire
Voltage Range 160 to 300VAC
Frequency 50 Hz+/- 5%
Power Factor at rated load >0.99
Harmonic Distortion(THD) < 5%
Output Parameters:
Voltage 220VAC / 230VAC / 240VAC+/- 1%, 1phase
Frequency 50 Hz
Current Harmonic Distortion Less than 5%
Overload rating 125% for 10 min., 150% for 1 min.
Output waveform Pure sinewave
Crest Factor 3:1 max.
Power Factor 0.8 pf
Battery Parameters:
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Type Sealed Maintenance Free Batteries (Exide Power safe / Numeric/ Amaraja)
VAH 15600 VAH
Polarity Protection for Battery Should be provided connection
Battery Rack & Connectors Powder coated battery rack/Standto be provided
Charger Built-in solid state float-cum-boost charger with automatic boost
Other Features:
Display LCD display for status/fault information
Communication Port RS 232,SNMP
Isolation Transformer In builtGalvanic Isolation transformer
Compatibility Should be Generator Compatible
Credential ISO 9001, ISO 14001 & ISO 18001 & CE Certified. Should furnish BIS Number
Protection: All critical source and sensitive loads should have protection from transients, Advanced Electronic Protection for device safety for rectifier and Inverter, Built-in Overload protection, from short Circuits (OVCD)
Intelligent Fan Operation Should be provided
Item Minimum Specifications
Make and model -
Capacity 10 KVA
Input Parameters:
Voltage 220 V, 1-phase, 3 wire
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Voltage Range 160 to 300VAC
Frequency 50 Hz+/- 5%
Output Parameters:
Voltage 220VAC ,1phase
Frequency 50 Hz
Current Harmonic Distortion Less than 5%
Overload rating 125% for 10 min., 150% for 1 min.
Output waveform Pure sinewave
Crest Factor 3:1 max.
Power Factor 0.8 pf
Battery Parameters:
Type Sealed Maintenance Free Batteries (Exide Power safe / Numeric/ Amaraja)
VAH 21600 VAH
Polarity Protection for Battery Should be provided connection
Battery Rack & Connectors Powder coated battery rack/Standto be provided
Charger Built-in solid state float-cum-boost charger with automatic boost
Other Features:
Display LCD display for status/fault information
Communication Port RS 232, SNMP
Isolation Transformer In builtGalvanic Isolation transformer
Compatibility Should be Generator Compatible
Credential ISO 9001, ISO 14001 & ISO 18001 & CE Certified. Should furnish BIS Number
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Protection: All critical source and sensitive loads should have protection from transients, Advanced Electronic Protection for device safety for rectifier and Inverter, Built-in Overload protection, from short Circuits (OVCD)
Intelligent Fan Operation Should be provided
G. Printers/Network Printers Item Minimum Specifications
Make and model -
Functions Print, copy
Print speed black 20 ppm or higher
Print technology Laser
Print quality black Up to 600 x 600 dpi or higher
Print languages PCLm/PCLmS
Connectivity USB
Compatible operating systems All Standard OS
Memory Standard 64MB
Copier Specification Copy speed (normal)
Black: Up to 20 cpm
Copy resolution (black text) - Up to 300 x 300 dpi
Copy resolution (colour text and graphics) - Up to 400 x 600 dpi
Power and Operating As per industry standards Environment
H. Unified Threat Management Specification Item Minimum Specifications
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Interfaces
GbE Ports 6
Ports 1 RJ-45 serial console port
6 auto-negotiating 10/100/1000 ports (IEEE 802.3 Type 10BASE-T, IEEE 802.3u Type 100BASE-TX, IEEE 802.3ab Type 1000BASE-T or higher)
1 Compact Flash port
2 module slots
System Performance
IDS/IPS throughput (Mbps) 300 or Higher
UTM throughput (Mbps) 180 or Higher
VPN IPSec throughput (Mbps) 250 Or Higher
Firewall throughput (Mbps) 1,900 or Higher
Power
Input Voltage (V) As per standards
Full load power consumption 41 or Higher (W)
Ports As per industry standards
Memory and Processor 1 GB RAM
Safety As per the Norms
Performance 800 Mbps firewall throughput
2000 concurrent connections under firewall mode/10,000 concurrent connections under UTM mode
10,000 new connections per second under firewall mode/5,000 new connections per second under UTM mode
1000 security policies
400 Mbps 3DES/AES VPN throughput
1000 IPSec tunnels
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100 Mbps antivirus throughput
I. Routers
Item Minimum Specifications
Make and model -
Form Factor Rack mountable
Throughput Minimum 250 Mbps
Support Should support 4 onboard WAN or LAN 10/100/1000 ports.
Power supplies As per industry standards
Memory Minimum 1 GB DRAM memory or higher
Flash Memory Minimum 256 MB or higher
Protection Like Firewall protection, VPN support, MPLS support, IPv6 support, Quality of service and IPSec
Protocol Like Remote Management Protocol, SNMP, RMON
Routing Protocol Like OSPF, IS-IS, BGP, static IPv4 routing
Warranty 3 years 24x7 Support
J. Switches (Distribution Switch) Item Minimum Specifications
Make and model -
Port type Minimum 8x 10/100/1000 Mbps RJ 45 interface or any higher industry standards
Switching Fabric 160 Gbps or more
Throughput The switch should support throughput of atleast 100
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Mbps for IPv4 and IPv6
Warranty 3 years 24x7 Support
4.4 Service Level Agreement (SLA) The successful Bidder shall have to sign a detailed Service Level Agreement (SLA) after the components of eHR projects are developed and deployed. The SLA would be signed by the competent authority of the Service Provider before the functioning of the eHR project rolled-out in phases. In case of non-compliance a penalty would be charged on the quarterly payment. The quarterly payment is calculated as the cost per bed per quarter (three months) multiplied by the total number of beds where eHR project is implemented.
4.4.1 Services Level
This SLA document contained in the RFP provides for the minimum level of services required as per the contractual obligations based on performance indicators and measurement thereof. The SP shall ensure that all the required services are provisioned as per the requirements for the eHR project. It shall monitor the performance of the services provided to effectively comply with the performance levels agreed. The services provided by the SP shall be reviewed by the PMU along with the concerned authority of the HM&FW Dept. It would include the below mentioned review points:
1. Regularly check the performance of the SP against the SLA mentioned in this RFP 2. Highlight and discuss escalated problems, new issues recorded and matters still outstanding for resolution 3. Review statistics related to the rectification of the outstanding faults and agreed changes 4. To obtain suggestions for changes to improve the service levels The SLAs are classified as per the logical categories which they are grouped.
1. Application development related Service Levels 2. Hardware infrastructure deployment related Service Levels 3. Training related Service Levels 4. Software application Support related Service Levels 5. Software application Availability related Service Levels 6. Software application Performance related Service Levels 7. Hardware and Network maintenance related Service Levels
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4.4.1.1 Application Development Related Service Levels
The below table includes the application related Service Level to be achieved for the project.
Activity Action on Violation of Service Level Agreement
Mobilisation by the SP and Kickstart Letter of Warning
Application development and Rs 20000/week or part thereof for two configuration or customization for eHR weeks after due date project Rs 50000/week or part thereof beyond two weeks after due date
Subject to maximum of 10% of the respective total quarterly payment starting after six months of signing of contract
Acceptance and testing for applications To be decided by the PMU and the developed for eHR project department
Audit and certification To be arranged by the PMU
4.4.1.2 Hardware infrastructure deployment related Service Levels
The below table includes the hardware infrastructure deployment related Service Level to be achieved for the project.
Activity Action on Violation of Service Level Agreement
Installation of the Information kiosks at the 5% of the respective total quarterly registration counter of hospitals payment if installed after the due date for deployment agreed
Installation of desktop systems/tablet PCs 10% of the respective total quarterly at each of the patient’s ward payment if installed after the due date for deployment agreed
Development of the WAN/LAN/CAN at 10% of the respective total quarterly respective locations for the eHR project payment if developed after the due date for deployment agreed
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Supply of UPS, electrical cables, earthing 5% of the respective total quarterly equipment payment if installed after the due date for deployment agreed
4.4.1.3 Training related Service Levels
Training materials shall be prepared and trainings to 90% of Trainers should be completed before the ‘Go-Live’ of the modules of eHR project. The feedback forms should be collected from all the trainers which shall be verified by the concerned authority of the HM&FW Dept and PMT. for satisfactory completion of training. Penalty for non-compliance (non-compliance here means failure to achieve 90 percent training for trainers within the defined timelines) are described in the below table.
Activity Action on Violation of Service Level Agreement
Training of trainers before Go-Live of Rs. 2,00,000/week or part thereof for two modules, applications developed as part of weeks after due date eHR project
Rs 5,00,000/week or part thereof beyond two weeks after due date
Subject to maximum of 10% of the respective quarterly payment
4.4.1.4 Software application Support Related Service Levels
The service level will be monitored on a monthly basis by the PMU. The criticality levels are being defined as Level I, Level II, Level III and Level IV. The table below gives details on the Service levels the SP should maintain and the penalty for violation.
Level of Description Service Level Penalty defects
Level I The failure to fix has an Level 1 defects Rs 1,00,000 for every 4 hours Defects immediate impact on shall be resolved or part thereof beyond the users (Healthcare within 4 business allowed time in the SLA; personnel) inability to hours from the subject to a maximum of provide services, inability time of reporting 10% of the respective
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to perform critical back- full details quarterly payment office functions or a direct
impact on the organization
Level 2 The failure to fix has an Level 2 defects Rs. 50,000 for every 24 hours Defects impact on users shall be resolved or part thereof beyond the (Healthcare personnel) within 72 hours allowed time in the SLA
ability to provide services, from the time of subject to a maximum of 8% while not immediate, can reporting full of the respective quarterly cause service to degrade if details. payment not resolved within
reasonable time frames
Level 3 The failure to fix has no Level 3 defects Rs 25,000 for every 24 hours Defects direct impact on shall be resolved or part thereof; subject to a Healthcare personnel’s within 120 hours maximum of 5 % of the
ability to provide services, from the time of respective quarterly or perform critical back- reporting full payment office functions details
Level 4 Failure to Update the Level 3 defects Less than 5 unresolved Defects shall be resolved violations - Rs 25,000 documentation of the within 4 weeks design, modifications, per week or part thereof from the time of enhancements, and defect- reporting. fixes. 5 or more unresolved This service level will be violations - Rs 50000 per measured on a quarterly week or part thereof; basis. Each instance of non-meeting this service subject to a maximum of 5 % level will be treated as one of the respective quarterly violation. payment
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4.4.1.5 Software application Availability Related Service Levels
The prescribed availability for each application module and the penalty for noncompliance are given below.
Sl Functional Modules/Items Total Permitted Penalty No permitted downtime downtime at single in a quarter instance of (in hours) failure
Acceptable Service Level for Availability -Level 1 (Critical)
1 Chronic Outpatient Department 5% of the Module quarterly payment for 2 Emergency and Medicolegal Case every 20 minutes Module beyond the 3 Inpatient Department Module permitted downtime; 4 Pharmacy Linkage Module subject to a 1.2 20 minutes maximum of 10% 5 OperationTheatre& Anesthesia of the cost of Module COTS solution 6 Blood bank/blood storage linkage being developed module
7 Investigations Linkage Module(Laboratory,Radiology,others)
8 IP Doctor Desk
Acceptable Service Level for Availability -Level 2 (High)
9 Patient Medical Record, 3% of the CertificateGeneration quarterly payment for 10 Patient Enquiry Module every 1 hour 15 1 hour 11 Practice Management Module beyond the (integrated with Citizen centric PHR permitted web application and mobile downtime; application and PHRMS System) subject to a maximum of 8%
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of the cost of COTS solution being developed
Acceptable Service Level for Availability -Level 3 (Medium)
12 PHR Web portal/mobile application 1% of the quarterly payment for every 4 hours beyond the permitted 24 4 hours downtime; subject to a maximum of 5% of the cost of COTS solution being developed
In case of the Hospital Management Information System faces a simultaneous failure at the institutes or hospitals level during any time of the contract period, the event would be considered as noncompliance and penalty will be charged as a whole for the entire system downtime (in hours) calculated at each institute. The penalty would be an amount equal to 5% of the respective the quarterly per bed payment for every hour after the reported downtime; subject to the maximum of 20% of the quarterly payment for the period.
4.4.1.6 Software application Performance Related Service Levels
The proposed COTS solution for HMIS, PHR web portal, PHR mobile application should be appropriately developed to maintain mentioned service level response time based on query, input, retrieval etc. performed by the end-users. The response time calculated shall be measured based on the response from the servers locally and shall not take into account the network latency. These actions are common activities that would be performed by the users. The below table includes all the service level to be maintained for all modules for the project.
Activity Response Time
Login by the users (healthcare professional) into the respective Less than 3 seconds modules as per the user access defined in the system
Registration of a new patient into the system Less than 5 seconds
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Generation of unique ID for the registered patient Less than 3 seconds
Search and retrieval of patient information already registered in Less than 5 seconds the HMIS system
Generate total counts of patients under various categories defined Less than 5 seconds in the required functionality
Generation of various reports defined in the functionality of the Less than 10 seconds module
Retrieval of information for user specific searches Less than 5 seconds
The SP shall be responsible for maintain the above-mentioned service levels for all the applications developed for the project. In case of reporting of service levels below the mentioned response time, the SP needs to rectify it within 48 hours from the time of reporting. In case of non-rectification of the above incident, a penalty of 0.25% of the quarterly payment would be charged.
4.4.1.7 Hardware and Network maintenance related Service Levels
The below table includes the minimum service level needs to be maintained by the Service Provider.
Hardware Maximum Penalty Downtime permitted (in hours)
Tablet PCs/Desktop computer 4 1% of the quarterly payment for (in any healthcare institute) every 4 hours beyond the permitted downtime; subject to a maximum of 5% of the quarterly payment
LAN/WAN/CAN and 2 1% of the quarterly payment for network (in any healthcare every 2 hours beyond the institute) permitted downtime; subject to a maximum of 5% of the quarterly payment
UPS (in Data Centers, 4 1% of the quarterly payment for every 4 hours beyond the
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healthcare institute) permitted downtime; subject to a maximum of 2% of the quarterly payment
Database Servers (in Data 1 2% of the quarterly payment for Centers and Disaster Recovery every 1 hour beyond the centers) permitted downtime; subject to a maximum of 10% of the quarterly payment
The hardware and network maintenance service levels need to be maintained by the SP as per the above table. The data for the whole downtime of each hardware component would be recorded online by the SP through incidents management system at their own system. The downtime would be defined as the time from which the hardware component is logged into the system as out of service by the authorised personnel reported by end-user.
4.4.2 Maximum Penalty
Cumulative Penalty for violation of various Service Levels as described above during the contract period will be deducted from the subsequent Quarterly Payments. Maximum cumulative Penalty for violation of various Service Levels thus deducted from the Quarterly payment will be limited to 30% of the respective Quarterly payment.
4.4.3 Manpower requirements as per SLA
The SP shall deploy sufficient manpower suitably qualified and experienced in shifts to meet the SLA. SP shall appoint as many team members as deemed fit by them, to meet the time Schedule and SLA requirements.
4.4.4 Review Committee and Review Mechanism
The designated review committee/ members, on a quarterly basis, shall review and discuss the services delivery and performance standard compliance of the Selected Bidder. The review would include but not be limited to: - i. Service provided during the review period ii. Major incidents during the review period iii. Problems that remains outstanding iv. Review of Change requests/Variation and progress for enhancements v. Future events or business developments that will affect the Service
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vi. Review any potential changes required to the SLA vii. Agree items for submission to the executive decision making viii. Review schedules for Services provided.
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4.5 Project Timelines
The project is proposed to be implemented in four phases:
Phase I:Proof of Concept of the Solution and Acceptance by the department and rollout the solution in 10,000 beds in 6 Months Phase II: Rollout of the solution in 10,000 beds in 12 Months Phase III: Rollout of the solution in 15,000 beds in 18 Months Phase IV: Operations and Maintenance for a period of 54 Months Phase V: Exit Management
SNo Milestone Timeline I. Phase I
1. Signing of the contract & Inception report (10 Days from the date of T0 issue of the LOI)
2. PoC of entire solution T0 + 3 Months
3. Pilot implementation of the solution in each of Medical College T0 + 4 Months Hospital (MCH), District Hospital (DH), Area Hospital (AH), Community Health Centre (CHC), Primary Health Centers (PHC) each identified by the department.
4. Acceptance of the customization and integration requirements and T0 + 4.5 Months complete solution release of version- V0 of the software.
5. Obtaining Third Party Audit, Certification for the entire application T0 + 5 Months after Security Audit and achieving the compliance
6. Delivery and installation of SDC infrastructure T0 + 6 Months
7. Delivery and installation of infrastructure in phase-I locations T0 + 6 Months
8. Training to all the staff and employees of all the phase-I locations T0 + 6 Months
9. Rollout in the phase-I locations T0 + 6 Months
10. Implementation of software changes/ customization based on the T0 + 7 Months recommendations of the department identified during the phase-I - release of version-V1 of the software.
11. Submission of first set of deliverables and documentation T0 + 8 Months
12. Start of the Quarterly Per bed cost & consumables start T0 + 6 Months II. Phase II
13. Scaling up of SDC infrastructure T0 + 12 Months
14. Delivery and installation of infrastructure in phase-II locations T0 + 12Months
15. Training to all the staff and employees of all the phase-II locations T0 + 12 Months
16. Rollout in the phase-II locations T0 + 12 Months
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SNo Milestone Timeline
17. Implementation of software changes/ customization based on the T0 + 12 Months recommendations of the department identified during the phase-I
18. Obtaining Third Party Audit, Certification for the entire application T0 + 12 Months after Security Audit and achieving the compliance
19. Release of version-V2 of the software. T0 + 13 Months
20. Start of the Quarterly Per bed cost & consumables start T0 + 12 Months
21. Submission of Second set of deliverables and documentation T0 + 14 Months III. Phase III
22. Scaling up of SDC infrastructure T0 + 15 Months
23. Delivery and installation of infrastructure in phase-III locations T0 + 15 Months
24. Training to all the staff and employees of all the phase-III locations T0 + 15 Months
25. Rollout in the phase-III locations T0 + 18 Months
26. Implementation of software changes/ customization based on the T0 + 17 Months recommendations of the department identified during the phase-III
27. Obtaining Third Party Audit, Certification for the entire application T0 + 18 Months after Security Audit and achieving the compliance
28. Release of version-V3 of the software. T0 + 18 Months
29. Start of the Quarterly Per bed cost & consumables start T0 + 18 Months
30. Submission of third set of deliverables and documentation T0 + 18 Months
31. Go Live T0 + 18 Months
32. Go Live Certificate from the Department with development of all T0 + 18 months services in the new architecture IV. Phase IV 33. Operation and Maintenance
34. Operation and Maintenance starts from the date of Go live (O&M T0 + 18 Months
starts from 19th month or date of Go-Live, whichever is later). upto T0 + 72 Months V Phase V 35. Exit Management
36. Exit Management, Knowledge Transfer and Acceptance by the T0 + 72 Months department
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E. Background and Informational Materials 5.1 The Purchaser The Department of Health Medical & Family Welfare (HM&FW), Government of Andhra Pradesh (GoAP) acts as the administrative body for monitoring and implementing health schemes, supervising healthcare programmes etc. across the state. It is responsible for supervising all health-related departments institutions and disseminating health related policies in the state. The Department is headed by the honorable minister supported by the Special Chief Secretary, an IAS ranked officer. The main objective of the department is to provide healthcare facilities to every citizen of Andhra Pradesh.
5.1.1 HealthCare system under the state Government Erstwhile United Andhra Pradesh was the Fifth Largest State in India, both in Area and Population. The present healthcare system under the state government of Andhra Pradesh comprises of all the medical services being provided by Primary Health Centers, Community Health Centers, Area hospitals, District Hospitals and Medical College hospitals. The Department of Health Medical and Family Welfare is the administrative body to monitor the progress of healthcare facilities in the state and implement various national and state programmes. A comprehensive data on the list of all the facilities in the state of Andhra Pradesh with bed-wise segregation is stated below. Sl No. CATEGORY OF HEALTH NO. OF APPROX. TOTAL FACILITIES FACILITIES BEDS PER BEDS FACILITY 1 Medical College Hospital (MCH) 11 1200 13200 2 District Hospital (DH) 13 400 5200 3 Area Hospital (AH) 34 160 5440 4 Community Health Center (CHC) 194 21 4074 5 Primary Health Centers (PHC) 1147 7 8029 TOTAL 1473 35943
The list of all the healthcare facilities is included in ANNEXURE-A. 5.1.2 Present Healthcare Departments in the State The state government of Andhra Pradesh have segregated departments to carry out different tasks for maintaining the healthcare facilities across the state. Each department is entitled with some responsibilities which includes like monitoring the healthcare infrastructures, implementation of state level and national level healthcare programmes, supply and commissioning of drugs etc. Each department is headed by either a senior
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officer called as the Commissioner/Director or a nodal officer appointed by the designated authority from the Health, Medical and Family Welfare Department.
The present healthcare departments include the below departments or wings- a) Commissionerate of Health & Family Welfare b) Directorate of Public Health and Family Welfare (DPH&FW) c) Directorate of Medical Education (DME) d) Andhra Pradesh Vaidya Vidhana Parishad (APVVP) e) National Health Mission (NHM) f) Andhra Pradesh Medical Services & Infrastructure Development Corporation (APMSIDC) g) Institute of Preventive Medicine (IPM) h) Andhra Pradesh State AIDS Control Society (APSACS) i) Drug Controlling Authority j) NTR Vaidya Seva k) AYUSH
5.1.3 Existing care PPP Programs in the State The Government of Andhra Pradesh is providing healthcare facilities to the people through its various institutions and implementing various programmes by strengthening the healthcare delivery systems at all levels. The Department have also as part of their digital initiative have undertaken data analytics-based monitoring on some of the PPP programs. The following are the major programmes/schemes taken up by the Govt. under the Health and Medical department: - a) Talli Bidda Express b) NTR Baby Kit c) Chandranna Sanchara Chikitsa d) NTR Vaidya Pariksha -Laboratory Services e) National Free Dialysis Program f) Mahila Master Health Checkup g) Mukhya Mantri Aarogya Kendralu h) NTR Vaidya Pariksha - Tele Radiology X-Ray i) NTR Vaidya Pariksha - Tele Radiology CT Scan j) Bio-Medical Equipment Maintenance Services k) Hospital Sanitation & Monitoring System
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l) 108 Services m) Feeder Ambulances n) Mukhyamantri e-Eye Kendram o) Maternal & Infant Lifeline (Milifeline) p) Blood Transfusion Servcies q) Swasthya Vidya Vahini r) Mahaprasthanam s) Linen and Laundry Services t) Round the clock primary care services in tribal areas u) Sick new born care units (SNCU) mini v) NTR Vaidya Seva w) 102 Call Center The comprehensive description of programmes on each of the application/ service is enclosed as ANNEXURE C.
5.2 The Purchaser’s Business Objectives for the Information System The brief objectives of the EHR system are included below: a) Citizen controlled Personal Health Record (PHR) to be accessible over web and mobile b) Provision for allergies, immunization, lab test reports over PHR c) Intuitive dashboard for health monitoring in PHR application d) Printable report formats in PHR application e) Audit trails for record keeping f) Tele-Consulting integrated with Govt of India initiatives like Digital Locker, AADHAAR and Mobile Seva g) Integration of Clinical Protocols, Development & Setting Disease Registries h) Acquisition of limited data from Private Medical institutions empanelled under the Insurance Program & PPP Based public health programs i) EHR Data Analytics for monitoring and prevention of diseases providing healthcare related precautions based on data driven decisions formulated at the state level
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ANNEXURE
ANNEXURE-A HEALTHCARE FACILITIES IN ANDHRA PRADESH- BED WISE SEGREGATION
The number of all the health facilities which is to be considered in the scope of the eHR project implementation are briefly summarised below:
Sl CATEGORY OF HEALTH NO. OF APPROX. BEDS TOTAL No. FACILITIES FACILITIES PER FACILITY BEDS 1 Medical College Hospital (MCH) 11 1200 13200 2 District Hospital (DH) 13 400 5200 3 Area Hospital (AH) 34 160 5440 4 Community Health Center (CHC) 195 21 4095 5 Primary Health Centers (PHC) 1147 7 8029 TOTAL 1473 35964
The approximate number of beds is taken as an average (or approximate) beds for each of the hospital institute under each category.
List of Medical College Hospitals:
The below list includes the basic infrastructure details for the teaching hospitals across Andhra Pradesh included in the scope of eHR project.
SL Hospital Name District No. of Total No. of No. of Avg. IP No wards No. of buildings floors in patients . (Total) beds in in the each per day the hospital building hospital 1 King George Visakhapatn 42 1277 38 G+1 for 189 Hospital, am each Visakhapatnam building Super Speciality Block G+3 Emergency Medicine Dept. G+2 Oncology Departmen
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t under constructio n: Cellar+5 2 RIMS General Srikakulam 31 614 13 Blocks Ground+3 443 Hospital
3 Government East 67 1618 18 Casuality 250 General Godavari G+3 Hospital, ENT Kakinada G+2 Medical G+2 Surgical G+2 Gynaec G+1 OPD G+2 SRMT G+2 Cancer G+1 FP G+2 New gyn G+2 Lab G+2 TB 2 Buildings Nur.School 1 Nur.Hos 1 Forensic G+1 Physiother aphy 1 Laundry 1
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4 Government Krishna 32 NA NA NA NA General Hospital, Vijayawada
5 Government Guntur 38 NA NA NA NA General Hospital, Guntur 6 RIMS General Prakasam 25 891 19 Hospital 85 Hospital, G+3 Ongole Mortuary GF College G+2 Art Center G+3 Boys Hostel G+2 Male Internees G+3 Canteen GF Nursing Hostel G+2 Girls Hostel G+2 Female Internees G+3 Auditoriu m GF Teaching Staff Quarters G+1 Non- Teaching Staff Quarters G+2 Director Quarters GF Suprintend
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ent Quarters GF Principal Quarters GF Generic Shop (DRDO) GF Generic Shop (Mepma) GF PP Unit GF 7 SVRRGGH, Chittoor 68 2040 11 Casualty 90 Tirupati 2 floors MM + DVL 2 floors Ortho OP 1 floor Paediatrics 3 floors OP + ART + TB OP 1 floor Cardiology 1 floor Female Ortho, ENT ward 2 floors Burns 1floor MP Lads complex 1 floor Main block - MS + POW + Urology +NS+ Ophthal 2 floors Patient attend shed
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1 floor Male Ortho 2 floors Sadarem centre 1 floor Kitchen 1 floor Psychiatry 2 floors De- addiction centre 1 floor TB 1 floor IDH 1 floor GNM Hostel 2 floors ANM hostel 1 floor 8 Govt. General Kurnool 64 1812 70 Total 1400 Hospital, floors of 70 Kurnool Buildings- 109 9 RIMS,General Kadapa 52 750 2 OPD- 750 Hospital, 3 Floors Kadapa IPD- 4 Floors
10 Govt. General Anantapur 32 NA NA NA NA Hospital, Ananthapuram
11 Govt. General SPSR 27 436 3 DSR 300 Hospital, Nellore Hospital Nellore 2 floors New Opthlomol ogy Building 3 Floors MCH
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Hospital GF
List of District Hospitals:
The below list includes the basic infrastructure details for the district hospitals across Andhra Pradesh included in the scope of eHR project.
SL Hospital Name District No. of Total No. of No. of Average No wards No. of building floors in IP . (Total) beds in s in the each Patients the hospital building per day hospital 1 District Krishna 22 450 3 3 373 Hospital, Machilipatnam
2 District Guntur 17 300 2 Ground+1 242 Hospital, Tenali Ground+2
3 District Chittoor 13 150 4 1 153 Hospital, Madanapalli
4 District East 22 350 3 2 369 Hospital, Godavari Ground+1 Rajamahendrav aram
5 District Kadapa 30 350 5 (Blocks) 3 239 Hospital, Proddatur
6 District Kurnool 11 300 2 Ground+1 310 Hospital, Nandyal
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7 District Vizianagara 20 300 2 Ground+1 319 Hospital, m Ground+2 Vizianagaram
8 District Srikakulam 9 200 2 Ground+1 69 Hospital, Tekkali
9 District Visakhapatn 8 200 1 3 215 Hospital, am Anakapalli
10 District Prakasam 10 150 1 Ground+1 102 Hospital, Markapur
11 District West 40 450 2 Ground+1 406 Hospital, Godavari Ground+2 Eluru
12 District Anantapura 7 200 4 Ground+1 149 Hospital, m Ground+2 Hindupur (2 Buildings each)
13 District Nellore 8 150 1 Ground+1 65 Hospital, Atmakuru
List of Primary Health Centers:
The below list includes the basic details for the primary health centers across Andhra Pradesh included in the scope of eHR project.
SL Hospital Name Hospital Location District No. (Mandal name) 1 Akkulapeta Amadalavalasa Srikakulam 2 Dusi Amadalavalasa Srikakulam 3 Guttavalli Burja Srikakulam 4 L.N.Peta L.N.Peta Srikakulam 5 Sarubujjili Sarubujjili Srikakulam
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6 Thogaram Amadalavalasa Srikakulam 7 Atchutapuram Jalumuru Srikakulam 8 Jalumuru Jalumuru Srikakulam 9 Saravakota Saravakota Srikakulam 10 Budubocolony Mandasa Srikakulam 11 Mandasa Mandasa Srikakulam 12 Siripuram Mandasa Srikakulam 13 Ichapuram Ichchapuram Srikakulam 14 Koligam Ichchapuram Srikakulam 15 Belagam Kaviti Srikakulam 16 Borivanka Kaviti Srikakulam 17 Manikyapuram Kaviti Srikakulam 18 Raja Puram Kaviti Srikakulam 19 Borubadra Kotabommali Srikakulam 20 Kothapalle Kotabommali Srikakulam 21 Santhabommali Santhabommali Srikakulam 22 Baleru Kotturu Srikakulam 23 Battilli Kotturu Srikakulam 24 Bhamini Kotturu Srikakulam 25 Kurigam Kotturu Srikakulam 26 Marripadu Kotturu Srikakulam 27 Guppidipeta Polaki Srikakulam 28 Makivalasa Narasannapeta Srikakulam 29 Polaki Polaki Srikakulam 30 Tilaru Kotabommali Srikakulam 31 Urlam Narasannapeta Srikakulam 32 Annavaram Palakonda Srikakulam 33 Bitiwada Veeraghattam Srikakulam 34 Burja Burja Srikakulam 35 M.Singupuram Palakonda Srikakulam 36 Veeraghattam Veeraghattam Srikakulam 37 Akkupalli Vajrapu Kotturu Srikakulam 38 Govindapuram Palasa Srikakulam 39 Karajada Meliaputti Srikakulam 40 Rentikota Palasa Srikakulam 41 Vajrapukotturu Vajrapu Kotturu Srikakulam 42 Venakatapuram Vajrapu Kotturu Srikakulam 43 Baidalapuram Pathpatnam Srikakulam 44 Chapara Meliaputti Srikakulam 45 Chorlangi Hiramandalam Srikakulam 46 Ganguwada Pathpatnam Srikakulam
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47 Hiramandalam Hiramandalam Srikakulam 48 Meliaputti Meliaputti Srikakulam 49 G.Sigadam Ganguvarisigadm Srikakulam 50 Kinthali Ponduru Srikakulam 51 Santhakaviti Santhakavati Srikakulam 52 Tadivalasa Ponduru Srikakulam 53 Boddam Vangara Srikakulam 54 Pogiri Rajam Srikakulam 55 Regidi Amadalavalasa Regidi Amadalavalasa Srikakulam 56 Vangara Vangara Srikakulam 57 Laveru Laveru Srikakulam 58 Murapaka Laveru Srikakulam 59 Patharlapalli Ranastalam Srikakulam 60 Calingapatnam Gara Srikakulam 61 Etcherla Etcherla Srikakulam 62 Gara Gara Srikakulam 63 Ponnada Etcherla Srikakulam 64 Singpuram Srikakulam Srikakulam 65 Srikurmam Gara Srikakulam 66 Donubai Seethampeta Srikakulam 67 Kusimi Seethampeta Srikakulam 68 Battigalluru Sompeta Srikakulam 69 Kanchili Sompeta Srikakulam 70 Korlam Sompeta Srikakulam 71 M.S.Palli Sompeta Srikakulam 72 Dandugopalapuram Santhabommali Srikakulam 73 Konusulakotturu Tekkali Srikakulam 74 Nandigam Nandigam Srikakulam 75 Nowpada Tekkali Srikakulam 76 Sirigam Jalumuru Srikakulam 77 Madavakurthy Santa Kaviti Srikakulam 78 Ravada Ranastalam Srikakulam 79 Burada Regidi Amadalavalasa Srikakulam 80 Bathuva G. Sigadam Srikakulam 81 Arikathota Ramabhadrapuram Vizianagaram 82 Galavalli Balijipeta Vizianagaram 83 Perumali Therlam Vizianagaram 84 Rambadrapuram Ramabhadrapuram Vizianagaram 85 Therlam Therlam Vizianagaram 86 Duddukhalu Gummalaxmipuram Vizianagaram 87 Regidi Gummalaxmipuram Vizianagaram
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88 Thadikonda Gummalaxmipuram Vizianagaram 89 Denkada Denkada Vizianagaram 90 Govindapuram Pusapatirega Vizianagaram 91 Mopada Denkada Vizianagaram 92 Polipalli Bhogapuram Vizianagaram 93 Pusapatirega Pusapatirega Vizianagaram 94 Rellivalasa Pusapatirega Vizianagaram 95 Arasada Balijipeta Vizianagaram 96 Balijipeta Balijipeta Vizianagaram 97 Pakki Bobbili Vizianagaram 98 Pedankalam Seethanagaram Vizianagaram 99 Piridi Bobbili Vizianagaram 100 Seethanagaram Seethanagaram Vizianagaram 101 Bondapalli (G) Garividi Vizianagaram 102 Garbham Merakamudidam Vizianagaram 103 Garividi Garividi Vizianagaram 104 Karlam Cheepurupalli Vizianagaram 105 Konuru Garividi Vizianagaram 106 Merakamudidam Merakamudidam Vizianagaram 107 Garugubilli Garugubilli Vizianagaram 108 Jiyyammavalasa Jiyyammavalasa Vizianagaram 109 Ravivalasa Garugubilli Vizianagaram 110 RRB Puram Jiyyammavalasa Vizianagaram 111 Bondapalli Bondapalli Vizianagaram 112 Challapeta Mentada Vizianagaram 113 Dattirajeru Gajapathinagaram Vizianagaram 114 Devupalli Bondapalli Vizianagaram 115 K Kothavalasa Dattirajeru Vizianagaram 116 Marupalli Gajapathinagaram Vizianagaram 117 Mentada Mentada Vizianagaram 118 Madalingi Kurupam Vizianagaram 119 Mondemkhallu Kurupam Vizianagaram 120 Neelakantapuram Kurupam Vizianagaram 121 Gurla Gurla Vizianagaram 122 Rakodu Vizianagaram Vizianagaram 123 Sathivada Nellimarla Vizianagaram 124 Tettangi Gurla Vizianagaram 125 Bandaluppi Parvathipuram Vizianagaram 126 Dokiseela Parvathipuram Vizianagaram 127 Komarada Komarada Vizianagaram 128 KRB Puram Komarada Vizianagaram
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129 Pedabondapalli Parvathipuram Vizianagaram 130 Alamanada Jami Vizianagaram 131 Boddam Vepada Vizianagaram 132 Gantyada Gantyada Vizianagaram 133 Jami Jami Vizianagaram 134 Kothavalasa Kothavalasa Vizianagaram 135 Kottam Srungavarapukota Vizianagaram 136 Lakkavarapukota Lakkavarapukota Vizianagaram 137 PM Palem Gantyada Vizianagaram 138 Vepada Vepada Vizianagaram 139 Viyyampeta Kothavalasa Vizianagaram 140 Baguvalasa Saluru Vizianagaram 141 GN Peta Pachipenta Vizianagaram 142 Makkuva Makkuva Vizianagaram 143 Mamidipalli Saluru Vizianagaram 144 Pachipenta Pachipenta Vizianagaram 145 Sambara Makkuva Vizianagaram 146 Thonam Saluru Vizianagaram 147 Vadada Badangi Vizianagaram 148 Kondavelagada Nellimarla Vizianagaram 149 PHC Gajuwaka Pedagantyada Visakhapatnam 150 PHC Kaniti Pedagantyada Visakhapatnam 151 Parawada Pedagantyada Visakhapatnam 152 PHC Pedagantyada Pedagantyada Visakhapatnam 153 PHC Vada Cheepurupalli Pedagantyada Visakhapatnam 154 Atchutapuram Anakapalli(R) Visakhapatnam 155 Chuchukonda Munagapaka Visakhapatnam 156 Kasimkota Kasimkota Visakhapatnam 157 Munagapaka Munagapaka Visakhapatnam 158 Tagarampudi Anakapalli(R) Visakhapatnam 159 Thummapala Anakapalli(R) Visakhapatnam 160 Turakalapudi Butchiahpeta Visakhapatnam 161 Ananthagiri Ananthagiri Visakhapatnam 162 Bheemavaram Ananthagiri Visakhapatnam 163 Dumbriguda Dumbriguda Visakhapatnam 164 Gannela Arakuvalley Visakhapatnam 165 Killoguda Dumbriguda Visakhapatnam 166 Lungaparti Ananthagiri Visakhapatnam 167 Madagada Arakuvalley Visakhapatnam 168 Sunkarametta Ananthagiri Visakhapatnam 169 Anandapuram Anandapuram Visakhapatnam
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170 Madhurawada Visakhapatnam(R) Visakhapatnam 171 R.Thallavalasa Bheemunipatnam Mun Visakhapatnam 172 Revidi Padmanabham Visakhapatnam 173 Darakonda G.K.Veedhi Visakhapatnam 174 Gudem Kotha Veedhi G.K.Veedhi Visakhapatnam 175 Jerrila G.K.Veedhi Visakhapatnam 176 Korukonda Chinthapalli Visakhapatnam 177 Lambasingi Chinthapalli Visakhapatnam 178 Lothugedda Chinthapalli Visakhapatnam 179 Peddavalasa G.K.Veedhi Visakhapatnam 180 RV Nagar G.K.Veedhi Visakhapatnam 181 Saprla G.K.Veedhi Visakhapatnam 182 Sileru G.K.Veedhi Visakhapatnam 183 Thajangi Chinthapalli Visakhapatnam 184 Butchayyapeta Butchiahpeta Visakhapatnam 185 Cheedikada Cheedikada Visakhapatnam 186 Gavaravaram Chodavaram Visakhapatnam 187 Pedagogada Cheedikada Visakhapatnam 188 Ravikamatham Chodavaram Visakhapatnam 189 Vaddadi Butchiahpeta Visakhapatnam 190 Vechalam Devarapalli Visakhapatnam 191 Gullepalli Visakhapatnam(R) Visakhapatnam 192 Pendurthy Visakhapatnam(R) Visakhapatnam 193 Sabbavaram Visakhapatnam(R) Visakhapatnam 194 Chowduwada K.Kotapadu Visakhapatnam 195 Devarapalle Devarapalli Visakhapatnam 196 L.V. Palem K.Kotapadu Visakhapatnam 197 Pinakota Ananthagiri Visakhapatnam 198 Burugupalem Makavarapalem Visakhapatnam 199 K.V. PURAM Makavarapalem Visakhapatnam 200 Makavarapalem Makavarapalem Visakhapatnam 201 Gomangi Pedabayulu Visakhapatnam 202 Kilagada Munchingput Visakhapatnam 203 Labburu Munchingput Visakhapatnam 204 Pedabayalu Pedabayulu Visakhapatnam 205 Rudakota Pedabayulu Visakhapatnam 206 Godicherla Nakkapalli Visakhapatnam 207 Payakaraopeta Payakaraopeta Visakhapatnam 208 Penugollu S.Rayavaram Visakhapatnam 209 Sarvasiddi S.Rayavaram Visakhapatnam 210 Srirampuram Payakaraopeta Visakhapatnam
Section VII – Requirements of The Information System 203
211 Downuru Koyyuru Visakhapatnam 212 Golugonda Golugonda Visakhapatnam 213 K.D.Peta Koyyuru Visakhapatnam 214 Kantharam Koyyuru Visakhapatnam 215 Kothakota Ravikamatham Visakhapatnam 216 Nathavaram Nathavaram Visakhapatnam 217 R.J Palem Koyyuru Visakhapatnam 218 Rolugunta Rolugunta Visakhapatnam 219 U. Cheedipalem Koyyuru Visakhapatnam 220 Vemulapudi Narsipatnam Visakhapatnam 221 Edulapalem Paderu Visakhapatnam 222 G.Madugula G.Madugula Visakhapatnam 223 Gemmili G.Madugula Visakhapatnam 224 Hukumpeta Hukumpeta Visakhapatnam 225 Minumuluru Paderu Visakhapatnam 226 Uppa Hukumpeta Visakhapatnam 227 K.J Puram Madugula Visakhapatnam 228 Kinthali Madugula Visakhapatnam 229 Dimili Rambilli Visakhapatnam 230 Haripalem Atchutapuram Visakhapatnam 231 Rambili Rambilli Visakhapatnam 232 Regupalem Elamanchili Visakhapatnam 233 Tallapalem Kasimkota Visakhapatnam 234 Devada Rolugunta Visakhapatnam 235 Gunupudi Padmanabham Visakhapatnam 236 Mangavaram Pedabayalu Visakhapatnam 237 Butchampeta Nathavaram Visakhapatnam 238 Duppulapalem Addteegala East Godavari 239 Gangavaram Gangavaram East Godavari 240 Rajavommangi Rajavommangi East Godavari 241 Yellavaram Addteegala East Godavari 242 PHC Choppella Alamuru East Godavari 243 PHC Pedapalle Alamuru East Godavari 244 PHC Bendamurlanka Allavaram East Godavari 245 PHC Godilanka Allavaram East Godavari 246 PHC Biccavolu Biccavolu East Godavari 247 PHC Kutukuluru Anaparthi East Godavari 248 PHC Ramavaram Rayavaram East Godavari Anaparthy 249 Dosakayalapalle Korukonda East Godavari 250 Indukurupeta Devipatnam East Godavari
Section VII – Requirements of The Information System 204
251 Korukonda Korukonda East Godavari 252 Kotikesavaram Korukonda East Godavari 253 Palacherla Rajangaram East Godavari 254 Pidathamamidi Gangavaram East Godavari 255 Rajanagaram Rajangaram East Godavari 256 Seethanagaram Seethanagaram East Godavari 257 Gandepalli Gandepalli East Godavari 258 Katravulapalli Jaggampeta East Godavari 259 D.Kesavaram Mandapeta East Godavari 260 Dowleswaram Rajahmundry(R) East Godavari 261 Dwarapudi Mandapeta East Godavari 262 Angara Kapileswarapuram East Godavari 263 Vakatippa Kapileswarapuram East Godavari 264 Atreyapuram Atreyapuram East Godavari 265 Gopalapuram Ravulapalem East Godavari 266 Ryali Atreyapuram East Godavari 267 Ubalanka Ravulapalem East Godavari 268 Vanapalli Kothapeta East Godavari 269 Atchuthapuram Kapileswarapuram East Godavari 270 Dengeru Pamarru East Godavari 271 Drakhsharama Ramachandrapuram East Godavari 272 Kunduru Pamarru East Godavari 273 Machavaram Rayavaram East Godavari 274 Pamarru Pamarru East Godavari 275 Pekeru Pamarru East Godavari 276 Rayavaram Rayavaram East Godavari 277 Ainavilli Ainavilli East Godavari 278 Bheemanapalle Uppalaguptam East Godavari 279 Katrenikona Katrenikona East Godavari 280 Kothalanka Mummidivaram East Godavari 281 Uppalaguptam Uppalaguptam East Godavari 282 Veeravallipalem Ainavilli East Godavari 283 Ambajipeta Ambajipeta East Godavari 284 Bandarulanka Amalapuram East Godavari 285 Lutukurru Mamidikuduru East Godavari 286 Mukkamala Ambajipeta East Godavari 287 Nagaram Mamidikuduru East Godavari 288 Tatipaka Razole East Godavari 289 Konkuduru Pedapudi East Godavari 290 Peddada PHC Pedapudi East Godavari 291 Sampara PHC Pedapudi East Godavari
Section VII – Requirements of The Information System 205
292 Kandrakota PHC Peddapuram East Godavari 293 Pulimeru PHC Peddapuram East Godavari 294 Rangampeta Rangampeta East Godavari 295 Gollaprolu PHC Gollaprolu East Godavari 296 K.P.Puram PHC Thondangi East Godavari 297 Komaragiri PHC U.Kothapalli East Godavari 298 Nagulapalli PHC U.Kothapalli East Godavari 299 Panduru PHC Kakinada(R) East Godavari 300 Ravikampadu PHC Thondangi East Godavari 301 Thondangi PHC Thondangi East Godavari 302 U.Kothapalli PHC U.Kothapalli East Godavari 303 Virava- PHC Pithapuram East Godavari 304 Geddanapalli Kirlampudi East Godavari 305 Kirlampudi Kirlampudi East Godavari 306 Santhiashram Prathipadu East Godavari 307 Veeravaram Prathipadu East Godavari 308 Boduluru Maredumilli East Godavari 309 Chavitidibbalu Y.Ramavaram East Godavari 310 Devipatnam Devipatnam East Godavari 311 Gurthedu Y.Ramavaram East Godavari 312 Kondamodalu Devipatnam East Godavari 313 Mangampadu Y.Ramavaram East Godavari 314 Maredumilli Maredumilli East Godavari 315 Narasapuram Rampachodavaram East Godavari 316 Pedageddada Rampachodavaram East Godavari 317 Vadapalli Rampachodavaram East Godavari 318 Lakkavaram Razole East Godavari 319 Mori Malikipuram East Godavari 320 Rameswaram Sakhinetipalli East Godavari 321 Sakhinetipalli Razole East Godavari 322 Kotananduru PHC Tuni East Godavari 323 P.Mallapuram PHC Rowthulapudi East Godavari 324 PHC N. Suravaram Tuni East Godavari 325 Sankhavaram PHC Sankavaram East Godavari 326 Mallam PHC1 Pithapuram East Godavari 327 Vetlapalem PHC Samalkota East Godavari 328 G.Vemavaram PHC I.Polavaram East Godavari 329 Kesanakurru PHC I.Polavaram East Godavari 330 Pallamkurru PHC Katrenikona East Godavari 331 Duggudru PHC Kajuluru East Godavari 332 Gollapalem PHC Kajuluru East Godavari
Section VII – Requirements of The Information System 206
333 Karapa Karapa East Godavari 334 Tallarevu PHC Tallarevu East Godavari 335 Velangi PHC Karapa East Godavari 336 Lagarai Yeleswaram East Godavari 337 Peddipalem Prathipadu East Godavari 338 Rachapalli Prathipadu East Godavari 339 Zaddangi Rajavommangi East Godavari 340 Tulasipaka Chinturu East Godavari 341 Laxmipuram Nellipaka East Godavari 342 Jeediguppa Jeediguppa East Godavari 343 Serulanka Gangavaram East Godavari 344 Edugurallapalli Chinturu East Godavari 345 Nellipaka Nellipaka East Godavari 346 Gowridevipeta Nellipaka East Godavari 347 Kuturu Kunavaram East Godavari 348 Avidi Kothapeta East Godavari 349 Vella Ramachandrapuram East Godavari 350 Peruru P.Gannavaram East Godavari 351 Nagullanka P.Gannavaram East Godavari 352 Turangi Kakinada(R) East Godavari 353 Rekhapalli Ramachandrapuram(M) East Godavari 354 Gadimoga Tallarevu East Godavari 355 Thetagunta Tuni East Godavari 356 Rajapudi Jaggampeta East Godavari 357 S.Yanam Uppalaguptam East Godavari 358 Chebrolu Gollaprolu East Godavari 359 A V Nagaram Sankhavaram East Godavari 360 Gokavaram - PHC Unit Gokavaram East Godavari 361 Jaggampeta - PHC Unit Jaggampeta East Godavari 362 Kadiyam - PHC Unit Kadiyam East Godavari 363 P.Gannavaram - PHC P.Gannavaram East Godavari Unit 364 Sitapalli Rampachodavaram East Godavari 365 Yeleswaram - PHC Unit Yeleswaram East Godavari 366 Achanta Vemavaram Achanta West Godavari 367 Poduru Poduru West Godavari 368 Valluru Achanta West Godavari 369 Kalla Kalla West Godavari 370 Palakoderu Palacoderu West Godavari 371 Undi Undi West Godavari 372 Yendagandi Undi West Godavari
Section VII – Requirements of The Information System 207
373 Chebrolu Unguturu West Godavari 374 Dwaraka Tirumala D.Tirumala West Godavari 375 Gundugolanu Bhimadole West Godavari 376 Kamavarapukota K.Kota West Godavari 377 Pulla Bhimadole West Godavari 378 Ganapavaram Ganapavaram West Godavari 379 Gollavanithippa Bhimavaram West Godavari 380 Konithiwada Veeravasaram West Godavari 381 Pippara Ganapavaram West Godavari 382 Antervedigudem Buttaigudem West Godavari 383 Doramamidi Buttaigudem West Godavari 384 Jeelugumilli Jeelugumilli West Godavari 385 Kamayyapalem Jeelugumilli West Godavari 386 Nandapuram Buttaigudem West Godavari 387 PR Gudem Buttaigudem West Godavari 388 Dharmajigudem Lingapalem West Godavari 389 Kothula Gokavaram Lingapalem West Godavari 390 Lingapalem Lingapalem West Godavari 391 Raghavapuram Chintalapudi West Godavari 392 T.Narasapuram T.Narasapuram West Godavari 393 Gudivakalanka Eluru West Godavari 394 Pedapadu Pedapadu West Godavari 395 Pedavegi Pedavegi West Godavari 396 Pothunuru Denduluru West Godavari 397 Annadevara Peta PHC Tallapudi West Godavari 398 Devarapalli PHC Devarapalli West Godavari 399 Hukumpeta PHC Gopalapuram West Godavari 400 Malakapalli PHC Tallapudi West Godavari 401 Tallapudi PHC Tallapudi West Godavari 402 Borrampalem PHC T.Narasapuram West Godavari 403 Koyyalagudem PHC Koyyalagudem West Godavari 404 Lakkavaram PHC Jangareddigudem West Godavari 405 Yadavole PHC Devarapalli West Godavari 406 L.B.Cherla PHC Narasapuram West Godavari 407 Mogaltur PHC Mogalthuru West Godavari 408 Turputallu PHC Narasapuram West Godavari 409 Veeravasaram PHC Veeravasaram West Godavari 410 Chagallu PHC Chagallu West Godavari 411 Dommeru PHC Kovvuru West Godavari 412 Gowripatnam PHC Devarapalli West Godavari 413 Markondapadu PHC Chagallu West Godavari
Section VII – Requirements of The Information System 208
414 Tadimalla PHC Nidadavole West Godavari 415 Doddipatla PHC Yelamanchili West Godavari 416 Lankalakoderu PHC Palacole West Godavari 417 Medapadu PHC Yelamanchili West Godavari 418 Yelamanchili PHC Yelamanchili West Godavari 419 Iragavaram PHC Iragavaram West Godavari 420 Kanuru PHC Peravali West Godavari 421 Peravali PHC Peravali West Godavari 422 Undrajavaram PHC Undrajavaram West Godavari 423 Kondrukota Polavaram West Godavari 424 Kota Ramchandrapuram Buttaigudem West Godavari 425 LND Peta Polavaram West Godavari 426 Vinjaram Polavaram West Godavari 427 Madhavaram PHC T.P.Gudem West Godavari 428 Mudunuru PHC Pentapadu West Godavari 429 Nallajerla PHC Nallajerla West Godavari 430 Pedanindrakolanu PHC Nidamarru West Godavari 431 Pentapadu PHC Pentapadu West Godavari 432 Venkataramannagudem T.P.Gudem West Godavari PHC 433 Alamuru PHC Penumantra West Godavari 434 Attili PHC Attili West Godavari 435 Manchili PHC Attili West Godavari 436 Penumantra PHC Penumantra West Godavari 437 Relangi PHC Iragavaram West Godavari 438 Velpuru PHC Tanuku West Godavari 439 Koida Veliarpadu West Godavari 440 Amaravaram Kukunuru West Godavari 441 Kukunuru Kukunuru West Godavari 442 Veliarupadu Veliarpadu West Godavari 443 Chataparru Eluru(Rural) West Godavari 444 Tadvai Jangareddygudem West Godavari 445 Siddantham Penugonda West Godavari 446 Peddakapavaram Akiveedu West Godavari 447 Yerrakuntapalli Chintalapudi West Godavari 448 Vatluru Chintalapudi West Godavari 449 Gopannapalem Denduluru West Godavari 450 Bayyanagudem Koyyalagudem West Godavari 451 Kalavalapalli Chagallu West Godavari 452 Marteru Penumantra West Godavari 453 Tundurru Bhimavaram(Rural) West Godavari
Section VII – Requirements of The Information System 209
454 Samasirgudem Nidadavolu(Rural) West Godavari 455 Kagupadu Unguturu West Godavari 456 Ch. Pothepalli Dwaraka Tirumala West Godavari 457 Edurumondi Koduru Krishna 458 Koduru Koduru Krishna 459 Mandapakala Koduru Krishna 460 Nagayalanka Avanigadda Krishna 461 Sorlagodndi Avanigadda Krishna 462 Gantasala Ghantasala Krishna 463 Gantasalapalem Ghantasala Krishna 464 Mopidevi Mopidevi Krishna 465 Movva Movva Krishna 466 Pedakallepalli Challapalli Krishna 467 Puritigadda Mopidevi Krishna 468 Srikakulam Movva Krishna 469 Devapudi Kaikaluru Krishna 470 Guraja Mandavalli Krishna 471 Kalidindi Kalidindi Krishna 472 Kolletikota Kalidindi Krishna 473 Mandavalli Mandavalli Krishna 474 Mudinepalli Mudinepalli Krishna 475 Mulalanka Mudinepalli Krishna 476 Seethanapalli Mandavalli Krishna 477 Bapulapadu Bapulapadu Krishna 478 Indupalli Gannavaram Krishna 479 Mustabada Bapulapadu Krishna 480 Pedautupalli Gannavaram Krishna 481 Unguturu Unguturu Krishna 482 Veeravalli Gannavaram Krishna 483 Gudlavalleru Gudlavalleru Krishna 484 Kowthavaram Gudlavalleru Krishna 485 Moturu Nandivada Krishna 486 Ramapuram Gudivada Krishna 487 Rudrapaka Gudivada Krishna 488 Ventrapragada Pedaparupudi Krishna 489 Yalamarru Pedaparupudi Krishna 490 Bantumilli Bantumilli Krishna 491 Chevendrapalem Machilipatnam Krishna 492 Chinapandraka Pedana Krishna 493 Chinnapuram Guduru Krishna 494 Kruthivennu Kruttivennu Krishna
Section VII – Requirements of The Information System 210
495 Lakshmipuram Machilipatnam Krishna 496 Pedana Bantumilli Krishna 497 Buchavaram Jaggaiapet Krishna 498 Penuganchiprolu Vastavai Krishna 499 Vastavai Penuganchiprolu Krishna 500 Penamaluru Penamaluru Krishna 501 Chandrala Mylavaram Krishna 502 G.Konduru G.Konduru Krishna 503 Ibrahimpatnam Ibrahimpatnam Krishna 504 Kondapalli Mylavaram Krishna 505 Velagaleru Ibrahimpatnam Krishna 506 Alluru Veerullapadu Krishna 507 Chandarlapadu Chandarlapadu Krishna 508 Chinthalapadu Chandarlapadu Krishna 509 Gollamudi Chandarlapadu Krishna 510 Kanchikacherla Kanchikacherla Krishna 511 Lingalapadu Nandigama Krishna 512 Pendyala Nandigama Krishna 513 Veerullapadu Veerullapadu Krishna 514 Agiripalli Agiripalli Krishna 515 Digavalli Agiripalli Krishna 516 Edara Nuzvidu Krishna 517 Musunuru Agiripalli Krishna 518 Ramanakkapeta Musunuru Krishna 519 Sagguru Musunuru Krishna 520 A.Konduru A.Konduru Krishna 521 Chowtapalli A.Konduru Krishna 522 Gamapalgudem Gampalagudem Krishna 523 Utukuru Tiruvuru Krishna 524 Chatrai Chatrai Krishna 525 Reddygudem Reddigudem Krishna 526 Telladevarapalli Reddigudem Krishna 527 Kanumuru Pamidimukkala Krishna 528 Kapileswarapuram Pamidimukkala Krishna 529 Katuru Vuyyuru Krishna 530 Nimmakuru Pamarru Krishna 531 Pamarru Pamarru Krishna 532 Veerankilock Vuyyuru Krishna 533 Zemi Golvepalli Vuyyuru Krishna 534 Uppuluru Thotlavalluru Krishna 535 Thotlavalluru Thotlavalluru Krishna
Section VII – Requirements of The Information System 211
536 Gollapalli Nuzvid Krishna 537 Nidumolu Movva Krishna 538 Thallapalem Machilipatanam Krishna 539 Korukallu Kalidindi Krishna 540 Pedhatummidi Bantumilli Krishna 541 Mallavolu Guduru Krishna 542 Rajugudem Tiruvuru Krishna 543 Vekanuru Avanigadda Krishna 544 Chinavogirala Vuyyuru Krishna 545 Attaluru Amaravathi Guntur 546 Ponnekallu Tadikonda Guntur 547 Tadepalli Tadepalli Guntur 548 Thulluru Thulluru Guntur 549 Edlapadu Medikonduru Guntur 550 Ganapavaram Medikonduru Guntur 551 Kavuru(NRT) Medikonduru Guntur 552 Nadendla Medikonduru Guntur 553 Dachepalli Dachepalli Guntur 554 Gadevaripalli Karempudi Guntur 555 Karalapadu Piduguralla Guntur 556 Machavaram Machavaram Guntur 557 Madugula Gurazala Guntur 558 PHC Karempudi Gurazala Guntur 559 Piduguralla Piduguralla Guntur 560 Rentachinthala Rentachintala Guntur 561 Bollapalli Bollapalli Guntur 562 Kotcherla Ipur Guntur 563 Muppalla (A) Ipur Guntur 564 PHC Emani Kollipara Guntur 565 PHC Nuthakki Kollipara Guntur 566 PHC Pedavadlapudi Kollipara Guntur 567 PHC Sangamjagarlamudi Kollipara Guntur 568 Durgi Durgi Guntur 569 Khambampadu Macherla Guntur 570 Koppunur Macherla Guntur 571 Macherla Macherla Guntur 572 Mutukur Durgi Guntur 573 Srigiripadu Veldurthi Guntur 574 Uppalapadu Veldurthi Guntur 575 Dhulipudi Nagaram Guntur 576 Kanagala Nagaram Guntur
Section VII – Requirements of The Information System 212
577 Kavuru Nagaram Guntur 578 Kotappakonda Narasaraopet Guntur 579 Kunkalagunta Narasaraopet Guntur 580 Nekarikallu Narasaraopet Guntur 581 Nudurupadu Narasaraopet Guntur 582 Reddipalem Narasaraopet Guntur 583 Rompicherla Narasaraopet Guntur 584 Kuchinapudi Nizampatnam Guntur 585 Appikatla Pittalavanipalem Guntur 586 Kakumanu Kakumanu Guntur 587 Karlapalem Pittalavanipalem Guntur 588 Mandapadu Medikonduru Guntur 589 Medikonduru Medikonduru Guntur 590 Chebrolu Ponnuru Guntur 591 Edlapalli Ponnuru Guntur 592 Mannava Ponnuru Guntur 593 Pandrapadu Ponnuru Guntur 594 Tsunduru Ponnuru Guntur 595 Vetapalem Ponnuru Guntur 596 Katrapadu Prathipadu Guntur 597 Mutluru Pedanandipadu Guntur 598 Pedadkakani Pedakakani Guntur 599 Pedanandipadu Pedanandipadu Guntur 600 Pedapadlakaluru Guntur Guntur 601 Vatticherukuru Vatticherukur Guntur 602 Venigandla Guntur Guntur 603 Bhattiprolu Bhattiprolu Guntur 604 Mollagunta Repalle Guntur 605 Vellaturu Bhattiprolu Guntur 606 Visweswaram Repalle Guntur 607 Atchampet Sattenapalli Guntur 608 Chandrajupalem Sattenapalli Guntur 609 Krosuru Sattenapalli Guntur 610 Muppalla Sattenapalli Guntur 611 Panidam Sattenapalli Guntur 612 Rajupalem Sattenapalli Guntur 613 Amruthaluru Amarthalur Guntur 614 Inturu Amarthalur Guntur 615 Kolluru Kolluru Guntur 616 Moparru Amarthalur Guntur 617 Mulpuru Amarthalur Guntur
Section VII – Requirements of The Information System 213
618 Enugupalem Vinukonda Guntur 619 Nuzendla Vinukonda Guntur 620 Savalyapram Vinukonda Guntur 621 Kolakaluru Kollipara Guntur 622 Chinametlapudi Nizampatnam Guntur 623 Vedullapalli Pittalavanipalem Guntur 624 Narasayapalem Pittalavanipalem Guntur 625 Chandolu Pittalavanipalem Guntur 626 Munnangi Kollipara Guntur 627 75 Thalluru Pedakurapadu Guntur 628 Gottiprolu Prathipadu Guntur 629 Peravallu Vemuru Guntur 630 Velaturu Ipur Guntur 631 Janakavarampanguluru J.Pangulur Prakasam 632 Korisapadu Korisapadu Prakasam 633 Marella Mundlamur Prakasam 634 Medarametla Korisapadu Prakasam 635 Modepalli Addanki Prakasam 636 Prasangulapadu Korisapadu Prakasam 637 Santhanuthalapadu S.N.Padu Prakasam 638 Vemulapadu S.N.Padu Prakasam 639 Chinaganjam Chinaganjam Prakasam 640 Epurupalem Chirala Prakasam 641 Pandillapalli Vetapalem Prakasam 642 Santharavur Chinaganjam Prakasam 643 Thimmasamudram N.G.Padu Prakasam 644 Vetapalem Vetapalem Prakasam 645 Ardhaveedu Ardhaveedu Prakasam 646 Bestawaripeta Besthavaripet Prakasam 647 Galizergulla Besthavaripet Prakasam 648 Mokshagundam Besthavaripet Prakasam 649 Pusalapadu Besthavaripet Prakasam 650 Thurimella Cumbum Prakasam 651 Yachavaram Ardhaveedu Prakasam 652 Chandalur Darsi Prakasam 653 Donakonda Donakonda Prakasam 654 Kurichedu Kurichedu Prakasam 655 Mundlamuru Mundlamur Prakasam 656 Thallur Tallur Prakasam 657 Akaveedu Racherla Prakasam 658 Anumalaveedu Racherla Prakasam
Section VII – Requirements of The Information System 214
659 Komarolu Komarole Prakasam 660 Kristamsettypalli Giddalur Prakasam 661 Rajupalem Komarole Prakasam 662 Sanjeevaraopeta Giddalur Prakasam 663 Lingasamudram Lingasamudram Prakasam 664 Machavaram Kandukur Prakasam 665 Ponnaluru Ponnalur Prakasam 666 Voletivaripalem V.V.Palem Prakasam 667 Guravajipeta Kanigiri Prakasam 668 Hanumanthuni Padu H.M.Padu Prakasam 669 Nagireddypalli Veligandla Prakasam 670 Pedacherlo Palle P.C.Palli Prakasam 671 Veligandla Veligandla Prakasam 672 Kamepalli Zarugumalli Prakasam 673 Petlur Kondepi Prakasam 674 Zarugumilli Zarugumalli Prakasam 675 Gajjalakonda Markapur Prakasam 676 Tarlupadu Tarlupadu Prakasam 677 Thippayapalem Markapur Prakasam 678 Dronadula Martur Prakasam 679 Guntupalli Ballikurava Prakasam 680 Santhamaguluru Santhamagulur Prakasam 681 Yeddana Pudi Yaddanapudi Prakasam 682 Ammanabrolu N.G.Padu Prakasam 683 Ethamukkala Kothapatnam Prakasam 684 Karavadi Ongole Prakasam 685 Kotha Patnam Kothapatnam Prakasam 686 Maddipadu Maddipadu Prakasam 687 Naguluppala Padu N.G.Padu Prakasam 688 Pothavaram N.G.Padu Prakasam 689 Tangutur Tangutur Prakasam 690 Chandra Sekhara Puram Chandrasekharapuram Prakasam 691 Cherukuru Parchur Prakasam 692 Daggupadu Karamchedu Prakasam 693 Duddukur Inkollu Prakasam 694 Inkollu Inkollu Prakasam 695 Karamchedu Karamchedu Prakasam 696 Swarna Karamchedu Prakasam 697 Chetlamitta Pedaraveedu Prakasam 698 Chinthala Dornala Prakasam 699 Korraprolu Dornala Prakasam
Section VII – Requirements of The Information System 215
700 Peda Araveedu Pedaraveedu Prakasam 701 Gotlagattu Konakanamitla Prakasam 702 Kakarla Marripudi Prakasam 703 Konakanamitla Konakanamitla Prakasam 704 Marripudi Marripudi Prakasam 705 Uppalapadu Podili Prakasam 706 Gudluru Gudlur Prakasam 707 Karedu Ulavapadu Prakasam 708 Singarayakonda Singarayakonda Prakasam 709 Annasamudram Tripuranthakam Prakasam 710 Dupadu Tripuranthakam Prakasam 711 Mutukula Pullalacheruvu Prakasam 712 Palutla Yarragondapalem Prakasam 713 Pullalacheruvu Pullalacheruvu Prakasam 714 Tripuranthakam Tripuranthakam Prakasam 715 Venkatadripalem Yarragondapalem Prakasam 716 Botlaguduru Pamur Prakasam 717 Bandlamudi Chimakurthi Prakasam 718 Eastgangavaram Thallur Prakasam 719 Chakicherla Ulavapadu Prakasam 720 Machavaram(KNG) Kanigiri Prakasam 721 Dagadarthi Dagadarti SPS Nellore 722 Iskapalli Allur SPS Nellore 723 Ramatheerdham Vidavalur SPS Nellore 724 Vidavaluru Vidavalur SPS Nellore 725 Ananthasagaram Anatasagaram SPS Nellore 726 Anumasamudrampeta A.S.Peta SPS Nellore 727 Mahimalur Atmakur SPS Nellore 728 Jonnawada Buchireddipalem SPS Nellore 729 Sangam Sangam SPS Nellore 730 Turimerla Dagadarti SPS Nellore 731 Athivaram Ojili SPS Nellore 732 Chennur Gudur SPS Nellore 733 Chillakur Chillakur SPS Nellore 734 Manubolu Manubolu SPS Nellore 735 Ozili Ojili SPS Nellore 736 Pedapariya Ojili SPS Nellore 737 V.V.Palem Ojili SPS Nellore 738 Allipuram Nellore SPS Nellore 739 Jagadevipeta Indukurpeta SPS Nellore 740 Kodur T.P.Gudur SPS Nellore
Section VII – Requirements of The Information System 216
741 Mypadu Indukurpeta SPS Nellore 742 Varigonda T.P.Gudur SPS Nellore 743 Gattupalli Jaladanki SPS Nellore 744 Jaladanki Jaladanki SPS Nellore 745 Kovurpalli Bogole SPS Nellore 746 Sarvayapalem Kavali SPS Nellore 747 Thummalapenta Kavali SPS Nellore 748 Chinthavaram Chillakur SPS Nellore 749 Chittedu Kota SPS Nellore 750 Vallipedu Chillakur SPS Nellore 751 Varagali Chillakur SPS Nellore 752 Inamadugu Kovur SPS Nellore 753 Kodavalur Kodavalur SPS Nellore 754 Yellayapalem Kodavalur SPS Nellore 755 Chembedu Pellakur SPS Nellore 756 Doravarisatram D.V.Satram SPS Nellore 757 Pellakur Pellakur SPS Nellore 758 Chejerla Chejerla SPS Nellore 759 Chittalur Chejerla SPS Nellore 760 Kaluvoya Kaluvoya SPS Nellore 761 Kulluru Kaluvoya SPS Nellore 762 M.D.Puram Podalakur SPS Nellore 763 South Mopur Nellore SPS Nellore 764 Griddalur Sydapuram SPS Nellore 765 Sydapuram Sydapuram SPS Nellore 766 Vepinapi Rapur SPS Nellore 767 Pernadu Sullurpeta SPS Nellore 768 Ramapuram Tada SPS Nellore 769 Tada Tada SPS Nellore 770 Thogaramudi D.V.Satram SPS Nellore 771 Gandipalem Udayagiri SPS Nellore 772 Marripadu Marripadu SPS Nellore 773 Seetharamapuram Seetaramapuram SPS Nellore 774 Varikuntapadu V.K.Padu SPS Nellore 775 Balireddypalem Vakadu SPS Nellore 776 Chinthota Vakadu SPS Nellore 777 Chittamur Chittamur SPS Nellore 778 Eswarawaka Chittamur SPS Nellore 779 Gunapatipalem Chittamur SPS Nellore 780 Mallam Chittamur SPS Nellore 781 Nidigurthy Vakadu SPS Nellore
Section VII – Requirements of The Information System 217
782 Iskapalem Venkatachalam SPS Nellore 783 Kasumur Venkatachalam SPS Nellore 784 Muthukur Muthukur SPS Nellore 785 Balayapalli Balayapalli SPS Nellore 786 Bangarupeta Venkatagiri SPS Nellore 787 Dakkili Dakkili SPS Nellore 788 G.K.Palli Venkatagiri SPS Nellore 789 Chakalikonda Vinjamur SPS Nellore 790 Duttalur Duttalur SPS Nellore 791 Kaligiri Kaligiri SPS Nellore 792 Kondapuram Kondapuram SPS Nellore 793 Narrawada Duttalur SPS Nellore 794 Gottiproolu Naidupeta SPS Nellore 795 Chiramana A.S.Peta SPS Nellore 796 Madireddypalli Bangarupalem Chittoor 797 Thavanampalle Thavanampalle Chittoor 798 Thumbakuppam Bangarupalem Chittoor 799 Yadamarri Yadamari Chittoor 800 Damalcheruvu Pakala Chittoor 801 GD.Kuppambaduru Ramachandrapuram Chittoor 802 GH.Palala Pakala Chittoor 803 Kammapalli Ramachandrapuram Chittoor 804 Naravaripalli Chandragiri Chittoor 805 Bakarapet C.G.Gallu Chittoor 806 Nerabailu Yerravaripalem Chittoor 807 Yellamanda Yerravaripalem Chittoor 808 Yerravaripalem Yerravaripalem Chittoor 809 Bommasamudram Gudipala Chittoor 810 G.D.Nellore G.D.Nellore Chittoor 811 Gudipala Gudipala Chittoor 812 N.R.Pet Chittoor Chittoor 813 Palasamudram Palasamudram Chittoor 814 Thugundram G.D.Nellore Chittoor 815 Errakotapalli Kalakada Chittoor 816 Kalakada Kalakada Chittoor 817 Mahal Kalikiri Chittoor 818 Medikurathi Kalikiri Chittoor 819 Gudupalle Gudupalle Chittoor 820 Kangundi Kuppam Chittoor 821 Mallanur Kuppam Chittoor 822 Paipalyam Kuppam Chittoor
Section VII – Requirements of The Information System 218
823 Rallabuduguru Santhipuram Chittoor 824 Santhipuram Santhipuram Chittoor 825 B Kothakota B.Kothakota Chittoor 826 Bommanacheruvu Madanapalle Chittoor 827 C.T.M Madanapalle Chittoor 828 Kurablakota Kurabalakota Chittoor 829 Narayanavanam Narayanavanam Chittoor 830 Nindra Nindra Chittoor 831 Pitchatur Pitchatur Chittoor 832 Vijayapuram Vijayapuram Chittoor 833 Irala Irala Chittoor 834 Penumuru Penumur Chittoor 835 Puthalapattu Puthalapat Chittoor 836 Thalapulanenivaripalli Puthalapat Chittoor 837 Gangavaram Gangavaram Chittoor 838 Kolamasanapalli Palamaner Chittoor 839 Pathikonda Gangavaram Chittoor 840 Peddapanjani Peddapanjani Chittoor 841 Royalpet Peddapanjani Chittoor 842 Garnimitta K.V.Palle Chittoor 843 Regallu Piler Chittoor 844 Thalapula Piler Chittoor 845 Chembakur Ramasamudram Chittoor 846 Chowdepalle Chowdepalle Chittoor 847 Mudipapanapalli Punganur Chittoor 848 Ramasamudram Ramasamudram Chittoor 849 Arimakulapalli Puttur Chittoor 850 Gollapalli Puttur Chittoor 851 Karvetinagar Karvetinagar Chittoor 852 Pachikapalyam Vedurukuppam Chittoor 853 S.R.Puram S.R.Puram Chittoor 854 Chinnapanduru Sathyavedu Chittoor 855 Dusukuppam Sathyavedu Chittoor 856 Nagalapuram Nagalapuram Chittoor 857 Varadaiahpalem Varadaiahpalem Chittoor 858 Gd.Kallur Pulicherla Chittoor 859 Kanduru Somala Chittoor 860 Peddaupparapalli Somala Chittoor 861 PHC Rompicherla Sodam Chittoor 862 Pulicherla Pulicherla Chittoor 863 Somala Somala Chittoor
Section VII – Requirements of The Information System 219
864 Yellanivaripalli Pulicherla Chittoor 865 B.N.Kandriga B.N.Kandriga Chittoor 866 Empedu Srikalahasthi Chittoor 867 K.V.B.Puram K.V.B.Puram Chittoor 868 Kovanur K.V.B.Puram Chittoor 869 PHC Thottambedu Srikalahasthi Chittoor 870 GD.Kosuvaripalli Thamballapalle Chittoor 871 Kandukuru P.T.M Chittoor 872 Mulakalacheruvu Molakalacheruvu Chittoor 873 P.T.M P.T.M Chittoor 874 Peddamandyam Thamballapalle Chittoor 875 Mangalam Tirupati(Urban) Chittoor 876 Papanaidupeta Yerpedu Chittoor 877 Renigunta Renigunta Chittoor 878 Vadamalapet Vadamalapeta Chittoor 879 Yerpedu Yerpedu Chittoor 880 PHC Chinthaparthy Valmikipuram Chittoor 881 PHC Gurramkonda Valmikipuram Chittoor 882 PHC Nimmanapalle Valmikipuram Chittoor 883 PHC Tharigonda Valmikipuram Chittoor 884 Baireddypalli Baireddipalle Chittoor 885 Ramakuppam Ramakuppam Chittoor 886 Theertham Baireddipalle Chittoor 887 Veernamala Ramakuppam Chittoor 888 Vijalapuram Ramakuppam Chittoor 889 Ogu V.Kota Chittoor 890 Parameswaramangalam Puttur Chittoor 891 Buggaagraharam Nagari Chittoor 892 Cherukuvaripalli Sodam Chittoor 893 Nagirimadugu Vayalpadu Chittoor 894 Jellelamandha K.V.Palli Chittoor 895 Dhaminedu Tirupathi Rural Chittoor 896 Gyarampalli K.V.Palli Chittoor 897 Kanipakam Irala Chittoor 898 N.Kothapalli Kuppam Chittoor 899 PHC Atloor Atloor Ysr Kadapa 900 PHC Gopavaram Gopavaram Ysr Kadapa 901 T.G.Palli Badvel Ysr Kadapa 902 PHC Akkaya Palli Chennur Ysr Kadapa 903 PHC CK Dinne Chennur Ysr Kadapa 904 PHC Nadhi Mandalam Chennur Ysr Kadapa
Section VII – Requirements of The Information System 220
905 PHC Pendli Marri Chennur Ysr Kadapa 906 Kondapuram Kondapuram Ysr Kadapa 907 Medidinne Peddamudium Ysr Kadapa 908 Morragudi Jammalamadugu Ysr Kadapa 909 Muddanur Muddanur Ysr Kadapa 910 Mylavaram Mylavaram Ysr Kadapa 911 Peddamudium Peddamudium Ysr Kadapa 912 Thallaproddatur Kondapuram Ysr Kadapa 913 Vaddirala Mylavaram Ysr Kadapa 914 PHC Payasam Palli Kamalapuram Ysr Kadapa 915 PHC Pedda Cheppali Kamalapuram Ysr Kadapa 916 PHC Vallur Kamalapuram Ysr Kadapa 917 PHC VN Palli Kamalapuram Ysr Kadapa 918 PHC Devalampalli L.R.Palli Ysr Kadapa 919 PHC Galiveedu Galiveedu Ysr Kadapa 920 PHC Konampeta L.R.Palli Ysr Kadapa 921 PHC Nooliveedu Galiveedu Ysr Kadapa 922 PHC Ramapuram Ramapuram Ysr Kadapa 923 PHC B.Mattam B.Mattam Ysr Kadapa 924 PHC Chapadu Chapadu Ysr Kadapa 925 PHC Duvvur Duvvur Ysr Kadapa 926 PHC Khajipeta Khajipet Ysr Kadapa 927 PHC Vanipenta Mydukur Ysr Kadapa 928 PHC B.Kodur B.Kodur Ysr Kadapa 929 PHC Kalasapadu Kalasapadu Ysr Kadapa 930 PHC Narasapuram Porumamilla Ysr Kadapa 931 PHC Tekurpeta Porumamilla Ysr Kadapa 932 Chilamakur Proddatur Ysr Kadapa 933 PHC Kalluru Proddatur Ysr Kadapa 934 PHC Kamanuru Proddatur Ysr Kadapa 935 PHC Rajupalem Proddatur Ysr Kadapa 936 PHC Yerraguntla Yerraguntla Ysr Kadapa 937 Bidinamacherla Simhadripuram Ysr Kadapa 938 Kovaramguttapalli Simhadripuram Ysr Kadapa 939 PHC Nallapureddi Palli Pulivendula Ysr Kadapa 940 PHC, Lingala Lingala Ysr Kadapa 941 PHC, Thondur Thondur Ysr Kadapa 942 Santhakovvur Thondur Ysr Kadapa 943 Simhadripuram Simhadripuram Ysr Kadapa 944 PHC Akepadu Rajampet Ysr Kadapa 945 PHC Nandalur Nandalur Ysr Kadapa
Section VII – Requirements of The Information System 221
946 PHC Penagalur Penagalur Ysr Kadapa 947 PHC Chinnamandem Chinnamandam Ysr Kadapa 948 PHC Devapatla Sambepalli Ysr Kadapa 949 PHC Rayavaram Tsundupalli Ysr Kadapa 950 PHC Sambepalli Sambepalli Ysr Kadapa 951 PHC T Sundupalli Tsundupalli Ysr Kadapa 952 PHC Veeraballi Veeraballi Ysr Kadapa 953 PHC Yandapalli Rayachoty Ysr Kadapa 954 T Sakibanda Chinnamandam Ysr Kadapa 955 PHC Chitvel Chitvel Ysr Kadapa 956 PHC Mukkavaripalli Obulavaripalli Ysr Kadapa 957 PHC Obulavaripalli Obulavaripalli Ysr Kadapa 958 PHC Pullampeta Pullampet Ysr Kadapa 959 PHC Y.Kota Obulavaripalli Ysr Kadapa 960 PHC Madhavaram Sidhout Ysr Kadapa 961 PHC P.Kothapalli Sidhout Ysr Kadapa 962 PHC, Chakrayapeta Chakrayapet Ysr Kadapa 963 PHC, Surabhi Chakrayapet Ysr Kadapa 964 PHC, Thallpalli Vempalli Ysr Kadapa 965 PHC, Vemula Vemula Ysr Kadapa 966 G V Satram Mydukur Ysr Kadapa 967 Miduthuru Mydukur Ysr Kadapa 968 Pallugurallapalli Mydukur Ysr Kadapa 969 B G Rachapalli Rayachoty Ysr Kadapa 970 Settigunta Chitvel Ysr Kadapa 971 Chennur - PHC Unit Chennur Ysr Kadapa 972 Onipenta Mydukur Ysr Kadapa 973 Atmakur Atmakur Anantapuram 974 Kudair Kudair Anantapuram 975 Raptadu Rapthadu Anantapuram 976 N.S.Gate Chennekoth Anantapuram 977 Perur Ramagiri Anantapuram 978 Ramagiri Ramagiri Anantapuram 979 Bathalapalli Bathalapal Anantapuram 980 Darsinamala Dharmavara Anantapuram 981 Kanaganapalli Kanaganipa Anantapuram 982 Tadimarri Tadimarri Anantapuram 983 Bethapalli Gooty Anantapuram 984 Kristipadu Peddavadug Anantapuram 985 Peddavadugur Peddavadug Anantapuram 986 Bevanahalli Hindupur Anantapuram
Section VII – Requirements of The Information System 222
987 Chilamathur Chilamathu Anantapuram 988 Chowlur Hindupur Anantapuram 989 K.B.Halli Hindupur Anantapuram 990 Lepakshi Lepakshi Anantapuram 991 Parigi Parigi Anantapuram 992 Gandlapenta Gandlapent Anantapuram 993 Mudigubba Mudigubba Anantapuram 994 Nambulapulakunta N.P.Kunta Anantapuram 995 Patnam Kadiri Anantapuram 996 Talupula Talupula Anantapuram 997 Bramhasamudram Brahmasamu Anantapuram 998 Kambadur Kambadur Anantapuram 999 Kundurpi Kundurpi Anantapuram 1000 Muddinayana Palli Kalyandurg Anantapuram 1001 Settur Setur Anantapuram 1002 Beluguppa Beluguppa Anantapuram 1003 Bommanahal Bommanahal Anantapuram 1004 Garudachedu Kanekal Anantapuram 1005 Sreedhargatta Bommanahal Anantapuram 1006 Yerragunta Kanekal Anantapuram 1007 Nagasamudram Guntakal Anantapuram 1008 Vajrakarur Vajrakarur Anantapuram 1009 Vidapanakal Tadipatri Mun Anantapuram 1010 Agali Agali Anantapuram 1011 Amarapuram Amarapuram Anantapuram 1012 Gudibanda Gudibanda Anantapuram 1013 Hemavathi Amarapuram Anantapuram 1014 Kadirepalli Madakasira Anantapuram 1015 Kallumarri Madakasira Anantapuram 1016 Neelakantapuram Madakasira Anantapuram 1017 Rolla Rolla Anantapuram 1018 Bukkapatnam Bukkapatna Anantapuram 1019 Krishnapuram Bukkapatna Anantapuram 1020 O.D.Cheruvu Obuladevac Anantapuram 1021 Pamudurthi Bukkapatna Anantapuram 1022 Puttaparthi Puttaparth Anantapuram 1023 Reddypalli Nallamada Anantapuram 1024 V.M.Cheruvu Puttaparth Anantapuram 1025 Eddulaapalli Pamidi Anantapuram 1026 Garladinne Garladinne Anantapuram 1027 Gorantla Gorantla Anantapuram
Section VII – Requirements of The Information System 223
1028 Guttur Penukonda Anantapuram 1029 Kothacheruvu Kothacheru Anantapuram 1030 Roddam Roddam Anantapuram 1031 Somandepalli Somandepal Anantapuram 1032 Avuladatla Rayadurg Anantapuram 1033 D.Hirehal D.Hirehal Anantapuram 1034 Gummagatta Gummaghatt Anantapuram 1035 Nagalapuram D.Hirehal Anantapuram 1036 Bukkarayasamudram Bukkarayas Anantapuram 1037 Korrapadu Bukkarayas Anantapuram 1038 Narpala Narpala Anantapuram 1039 Tarimela Singanamal Anantapuram 1040 Chukkalur Tadipatri Anantapuram 1041 Peddapappur Peddapappu Anantapuram 1042 Putlur Putlur Anantapuram 1043 Thimmampalli Yellanur Anantapuram 1044 Yadiki Yadiki Anantapuram 1045 Yellanur Yellanur Anantapuram 1046 Amadagur Amadagur Anantapuram 1047 Kokkanti Tanakal Anantapuram 1048 Nallacheruvu Nallacheru Anantapuram 1049 Gadehothur Vajrakarur Anantapuram 1050 P.Kottalapalli Tadipatri Mun Anantapuram 1051 P.Kowkuntla Uravakonda Anantapuram 1052 Raketla Uravakonda Anantapuram 1053 Kurugunta Anantapur (Rural) Anantapuram 1054 B.Pappur Narpala Anantapuram 1055 Rayalacheruvu Yadiki Anantapuram 1056 Palturu Vidapanakal Anantapuram 1057 Srirangapuram Beluguppa Anantapuram 1058 Molakavemula Mudigubba Anantapuram 1059 Kondapuram Gorantla Anantapuram 1060 K.Gundumala Yellanur Anantapuram 1061 Badinehal Kowthalam Kurnool 1062 Kosigi Kosigi Kurnool 1063 Kowthalam Kowthalam Kurnool 1064 Peddaharivanam Adoni Kurnool 1065 Peddakadubur Peddakadubur Kurnool 1066 Peddathumbalum Adoni Kurnool 1067 Ahobilum Allagadda Kurnool 1068 Alamur Rudravaram Kurnool
Section VII – Requirements of The Information System 224
1069 Chagalamarry Chagalamarri Kurnool 1070 Narasapuram Rudravaram Kurnool 1071 Peddayemmanur Uyyalawada Kurnool 1072 Rudravaram Rudravaram Kurnool 1073 Uyyalawada Uyyalawada Kurnool 1074 Chippagiri Chippagiri Kurnool 1075 Gajehalli Holagunda Kurnool 1076 Halaharvi Halaharvi Kurnool 1077 Hardageri Halaharvi Kurnool 1078 Holagunda Holagunda Kurnool 1079 Kammarachedu Alur Kurnool 1080 Molagavelly Alur Kurnool 1081 Bairluty Atmakur Kurnool 1082 Gokavaram Kothapalli Kurnool 1083 Kothapally Kothapalli Kurnool 1084 Kottalacheruvu Atmakur Kurnool 1085 Pamulapadu Pamulapadu Kurnool 1086 Yerramattam Kothapalli Kurnool 1087 Bethamcherla Bethamcherla Kurnool 1088 Palukur Banaganapalli Kurnool 1089 Tangutur Banaganapalli Kurnool 1090 Jaladurgam Peapully Kurnool 1091 Kothaburuju Dhone Kurnool 1092 Peapully Peapully Kurnool 1093 C.Belagal C.Belagal Kurnool 1094 Gudur Gudur Kurnool 1095 Polakal C.Belagal Kurnool 1096 Dornipadu Dornipadu Kurnool 1097 Mayalur Uyyalawada Kurnool 1098 Nossam Sanjamala Kurnool 1099 Perusomala Sanjamala Kurnool 1100 Revanur Koilkuntla Kurnool 1101 Sanjamala Sanjamala Kurnool 1102 Kadumur Midthur Kurnool 1103 Parumanchala J.Bungalow Kurnool 1104 Talamudipi Midthur Kurnool 1105 Brahmanakotkur Nandikotkur Kurnool 1106 Jupadu Bunglow J.Bungalow Kurnool 1107 Pagidyala Pagidyala Kurnool 1108 Prathakota Pagidyala Kurnool 1109 Chapirevula Nandyal Kurnool
Section VII – Requirements of The Information System 225
1110 Gajulapally Mahanandi Kurnool 1111 Sirivella Sirivel Kurnool 1112 Thimmapuram Mahanandi Kurnool 1113 Gargeyapuram Kurnool Kurnool 1114 Hussainapuram Orvakal Kurnool 1115 Kallur Kallur Kurnool 1116 Nannur Orvakal Kurnool 1117 Kolimigundla Kolimigundla Kurnool 1118 Uppalapadu Owk Kurnool 1119 Gadivemula Gadivemula Kurnool 1120 Maddur Panyam Kurnool 1121 Aspari Aspari Kurnool 1122 Devanakonda Devanakonda Kurnool 1123 Maddikera Maddikera Kurnool 1124 Pagidroy Tuggali Kurnool 1125 Puchakayalamada Pattikonda Kurnool 1126 Thuggali Tuggali Kurnool 1127 Srisailam Srisailam Kurnool 1128 Krishnagiri Krishnagiri Kurnool 1129 Laddagiri Kodumur Kurnool 1130 Ulindakonda Kallur Kurnool 1131 Bandiatmakur Bandi Atmakur Kurnool 1132 Narayanapuram Bandi Atmakur Kurnool 1133 Velpanur Velgodu Kurnool 1134 Velugodu Velgodu Kurnool 1135 Gospadu Gospadu Kurnool 1136 Jillela Gospadu Kurnool 1137 W.Kothapally Dornipadu Kurnool 1138 Yerraguntla Sirivel Kurnool 1139 Daivamdinne Yemmiganur Kurnool 1140 Gonegandla Gonegandla Kurnool 1141 Halarvi Nandavaram Kurnool 1142 Kalludevakuntla Mantralayam Kurnool 1143 Nandavaram Nandavaram Kurnool 1144 Chenamalkapuram Bethamcherla Kurnool 1145 E.Tandrapadu Chippagiri Kurnool 1146 R.S. Rangapuram Rudravaram Kurnool 1147 Akumalla Adoni Kurnool
Section VII – Requirements of The Information System 226
The below table includes the aggregate infrastructure details of PHCs across the state.
Healthcare No. of Wards Total number of beds in No. of No. of Floors Facility in Total the hospital Buildings in in each each hospital Building Primary PHCs have Each PHC have 6 beds All PHCs have All PHCs Health either one or each in a ward. one building have 1 floor Centers two wards. Minimum 6 beds in a PHC or a maximum of 12 beds in a PHC
Note: An aggregate calculation of PHCs infrastructure are given below.
(1147 nos. in consideration)
Total number of wards = 1721 wards (average of 1.5 wards taken in each PHC)
Total Number of beds = 10,323 beds (average of 9 beds taken in each PHC)
Note: The above calculation is based on an assumption taken as an aggregate number of wards and beds across the 1147 PHCs in the state of Andhra Pradesh
The table below gives the number of PHCs present district-wise.
Sl No. District Name Number of PHCs 1 Srikakulam 80 2 Vizianagaram 68 3 Visakhapatnam 89 4 East Godavari 128 5 West Godavari 91 6 Krishna 88 7 Guntur 86 8 Prakasam 90 9 Nellore 75 10 Chittoor 103 11 Kadapa 74 12 Ananthapur 88 13 Kurnool 87 TOTAL 1147
Section VII – Requirements of The Information System 227
ANNEXURE-B PROPOSED COTS COMPONENTS
The software modules which has been conceptualized for HMIS systems are discussed below. The SP needs to assess the required functionality mentioned here and develop the modules which would provide optimum efficiency for the whole system.
S.No Module
1. Chronic Out Patient Department (OPD) Module
2. Emergency and Medico-Legal Case Module
3. Patient Enquiry Module
4. In-Patient Department Module
5. Pharmacy Linkage Module
6. Investigation Linkage Module
7. Operation Theatre and Anaesthesia Module
8. Patient Record
9. Patient Medical Record, Certificate Generation Module
10. Blood bank/blood storage Linkage Module
11. Practice Management Module (integrated with Citizen centric PHR web application and mobile application and PHRMS System)
12. IP Doctor Desk Module
Module Name: Chronic Out Patient Department (OPD) Module
Module Functionality: The patient stakeholder information is stored in this module and its access is regulated by user access roles and privileges. The module captures and displays information on patient enrolled into the system for the first time classified as chronic OPD case by the system. The module needs to be integrated with the Praja Sadhikara Survey Records or Smart Pulse Survey which is collected by the Municipal Administration Department of Government of Andhra Pradesh and contains demographic details of individuals with information like Aadhar card, Driving License etc. of the state of Andhra Pradesh. This module would strictly be used by the healthcare
Section VII – Requirements of The Information System 228 professional for the registration of the patient who are being classified as the chronic OPD case (by system or user).
Functional Requirements: a) Provision to capture data of patient registered for the first time (Chronic OPD cases) through Aadhar Number b) Provision for generation of unique OPD ID for the chronic OPD case recorded in the system which would be mapped to the Aadhar number of the patient for future reference c) Provision to map doctors with respective OPD departments reported for duty on a particular day in a healthcare institute d) Provision for a search functionality to search information about patient with the unique OPD ID or the Aadhar number e) Provision for the user to generate the total count of patients registered (Chronic OPD) in hospitals on time parameters (like day-wise, month-wise, year-wise etc) f) Provision for the user to generate the total count of patients registered (Chronic OPD) in hospitals on patient category basis (like gender-wise, age-wise, district-wise etc) g) Provision for the user to generate different OPD-wise registration reports for chronic cases h) Provision for the user to generate details for a patient reported for chronic OPD case i) Provision to capture data like symptoms reported, observations, NTR Vaidya Seva card details for the patient j) Provision for the user to allow reference to another OPD department based on the doctor/consultant’s instructions k) Provision to generate MIS report on numbers of doctor consultations, scheduled appointments, OPD Statistics Reports
Module Name: Emergency and Medico-legal Case Module
Module Functionality:
The patient stakeholder information is stored in this module and its access is regulated by user access roles and privileges. The module captures and displays information on patient enrolled in case of emergency enrolments and cases related to legal notifications.
Functional Requirements: a) Provision to capture data of patient registered for the emergency case through Aadhar Number (if available) b) Provision to register patient for the emergency case with unique system generated Emergency ID number (if identity card or Aadhar number is not available) based on date and time algorithm
Section VII – Requirements of The Information System 229 c) Provision for the user to update the emergency case registration details through patient details update facility (in later access by the user for information update) d) Provision for user to map doctors with emergency OPD/wards as per their schedule e) Provision to allocate bed to the registered patient in the emergency ward f) Provision to track the availability of the vacant beds in the emergency ward on real-time basis g) Provision to scan and upload the case-sheets, medical scripts filled by the concerned doctor, healthcare consultants to the system for future reference through scanners installed (activity to be performed by staffners or concerned healthcare authority) h) Provision to transfer patient from one hospital to another hospital (government or network hospitals) along with all the patient details i) Provision for a search functionality to search information about patient with the unique Emergency ID or the Aadhar number j) Provision for the user to generate the total count of patients admitted to Emergency ward of hospitals on time parameters (like day-wise, month-wise, year-wise etc) k) Provision for the user to request for specific laboratory test specified by the doctor-in-charge l) Provision for the user to request for specific drugs, surgicals specified by the doctor-in- charge m) Provision to generate MIS report on Emergency Statistics Reports n) Provision to include the functionalities for Medicolegal cases mentioned below, but not limited to i. Observations on examination of patient ii. Uploading of photographs iii. Facility to insert or punch MLC comments iv. Facility to integrate with Police Dept. as required v. Facility to generate MLC reports
Module Name: Patient Enquiry Module
Module Functionality:
The information for various patients registered within the system can be accessed by this module and its access is regulated by user access roles and privileges. The module displays information on patient enquired by the user corresponding to the input of Aadhar number or In-patient registration ID from the HMIS system. The application developed for this module needs to be installed in the information kiosk system which would provide services of integrated self-services desks at hospitals for the patients. Functional Requirements:
Section VII – Requirements of The Information System 230 a) Provision to input Aadhar Number or In-patient registration ID for displaying the patient details by the system b) Provision to enable display of the graphical hospital map (if available) c) Provision for the user to enquire information about all Hospital Departments, Blocks, availability of Room / Beds / Pharmacy / Ambulance / Blood Bank d) Provision for the user to enquire information about availability of doctors and their weekly schedule assigned by the hospital e) Allow users to access detailed information about departments or specialties or units or wards or OPDs f) Allow users to access information about detail of charges by hospital for different services g) Provision for user to access detailed information about the history of the procedures, registration details, ward and bed allotment details, discharge details pertaining to the In- patient registration ID or Aadhar number entered h) Provision for the user to access information about the updated status of patient up to ward and bed number allocation for in-patient and emergency case i) Provision for the user to access list of services offered by the hospital j) Provision for the patient logged in to enter their feedback k) Provision for display of detailed information about process of organ donation (if applicable)
Module Name: In-patient Department Module
Module Functionality:
The patient stakeholder information is stored in this module and its access is regulated by user access roles and privileges. The module captures and displays information on patient enrolled into the system for the first time. It also displays information for the patient already registered into the system. The module also automatically generates information from the HMIS system for registration into IPD department from chronic OPD database.
Functional Requirements: a) Provision to input Aadhar Number for registering into the IPD department for the first time b) Provision for auto fill-up of demographic details if the patient is registered in the HMIS system previously through chronic OPD module c) Provision of the user to generate unique IPD number which would be mapped with Aadhar number for future reference d) Provision for admission of a patient based on doctor’s recommendation after registration through chronic OPD or Emergency module
Section VII – Requirements of The Information System 231 e) Provision to scan and upload the case-sheets, medical scripts filled by the concerned doctor, healthcare consultants to the system for future reference through scanners installed (activity to be performed by staffners or concerned healthcare authority) f) Provision for integrating with user charges for automatic calculation of user charges as per patient type g) Provision for the user to process patient transfer request from one hospital to another hospital (government and network hospitals) along with patient history h) Provision to allocate bed to a patient in the ward and also keep track on the availability of vacant beds within the wards i) Provision to display available list of patients who have been allotted bed in a particular ward j) Provision for transfer of patient from bed to bed within the ward as well as to another ward k) Provision to schedule follow-up visit l) Provision for the user to request for specific laboratory test specified by the doctor-in-charge m) Provision for the user to request for specific drugs, surgicals specified by the doctor-in- charge n) Provision to upload generic documents and external investigation reports into EMR to build e-health record o) Provision for review of old clinical history and trend reports of vitals and test values using EMR view p) Provision for punching of doctor consultation (doctor examination notes, ICD coding, prescription of drugs, investigations and services) including facility of data entry by doctor on Tablet PCs using stylus or attachment of digital files q) Provision for automatic issue of medicines to pharmacy based on doctor’s prescription r) Provision for user to enter in Day and night order book to record details like medicine dosage details, care taker details, time of administration etc. s) Provision for user to configure medication chart to specify drug frequency and timing for each patient t) Provision to generate list of patients registered under a particular ward u) Provision to generate complete chart of medication ordered by doctor v) Provision to record and monitor intake output details, vital signs details, urine sugar, insulin details level of consciousness details, patient treatment details (whichever applicable) based on the case w) Provision to generate inpatient reports (number of patients admitted, speciality or ward wise admission report, daily census report of respective departments or wards, IP statistics report) x) Provision to generate discharge record (may be ticket/e-file) y) Provision to record death of patients as per MCCD standards approved by WHO
Section VII – Requirements of The Information System 232 z) Provision to record patient stay details with respect to Number of hours, Number of days / Nights, in time / Out time, Discharge type and reason for discharge before releasing a patient aa) Provision to generate reports for Ward wise registration, Day and night status of patients, anesthesiology monthly statistics, Overall performance of hospital, Bed occupancy based on ward and patient number, Death of patient based on ward and cause of death for required duration.
Module Name: Pharmacy Linkage Module
Module Functionality:
The patient stakeholder information is stored in this module and its access is regulated by user access roles and privileges. The module displays information regarding the issue of medicines by the Emergency, IPD or OPD department to a particular patient. Functional Requirements: a) Provision to input Aadhar Number or Emergency ID, IPD or chronic OPD registration number to issue drugs to inpatient or outpatient registered patients b) Provision for the user to process request for specific drugs requested through IP Doctor desk/IPD/ Emergency/ chronic OPD modules entered by the doctors/healthcare consultants c) Provision for the user to check the complete details of items like expiry date, available stock, batch no. etc. while processing inpatient or outpatient request d) Provision to users to check batch number and expiry date of drugs while issuing items. The drugs whose expiry date is nearest shall be shown in different colour e) Provision for the user to search for alternate drug details automatically generated by the system f) Provision for colour coded alerts for drugs expiring within 3 months, 6 months g) Provision to generate indents based on minimum stock levels available in the system h) Provision to issue partial drug to the patient if the specific drug is less/ not in stock. i) Provision to automatic update of stock as soon as drug is issued to patient on real time basis j) Provision to add or remove favourite drug list k) Provision to generate Daily Outpatient / Inpatient drug Consumption Report, Total requests received, Total drugs issued Module Name: Investigation Linkage Module
Module Functionality:
The patient stakeholder information is stored in this module and its access is regulated by user access roles and privileges. The module displays information regarding the various laboratory
Section VII – Requirements of The Information System 233 reports, test results as per the patient health ID (Aadhar Number or IPD or OPD registration number) Functional Requirements: a) Provision to input Aadhar Number or IPD or OPD registration number to view various laboratory test request assigned for the patient by the doctor or healthcare consultants b) Provision for setting up various labs and their associated tests as per the needs of the hospital c) Provision for test or investigation set-up like different types of specimens and their details shall be configured and associated with the tests d) Provision for the user to generate templates for normal and abnormal results e) Provision for rates configuration for different types of tests available within the system f) Provision to define specimens and their units g) Provision for digital conversion of the test result of a sample (entered by the user or through the interfaced digital medical equipment) h) Provision for the users to able to configure parameters with high/low limits for the test results i) Provision to accept orders for laboratory tests entered into the system through chronic OPD, Emergency, IP Doctor desk, IPD modules by the doctors or healthcare consultants j) Provision for comparison of the inputted results with normal range values k) Provision for the user to upload laboratory finding images along while entering test result for a patient (whenever required) classified by patient registration ID. l) Provision to integrate sample analyzer machines (auto-analyzers, etc) with application software to reduce human intervention for manual entry of test results m) Provision to integrate Dicom-enabled machines related to radiology, cardiology imaging, and radiotherapy device (X-ray, CT, MRI, ultrasound, etc.) to upload captured images in the software application n) Provision for generation of report for investigations and their results based on below mentioned parameters but not limited to i. -Test-wise ii. -Speciality-wise iii. -Ward-wise iv. -Lab category (pathologist, biochemistry, radiology etc.) v. -Patient reference number vi. -Date on which investigation was requested vii. -Abnormal reports (beyond lower and upper range of any particular test) viii. -Temporal distribution of abnormal test results
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Module Name: Operation Theatre & Anaesthesia Module
Module Functionality:
The patient stakeholder information is stored in this module and its access is regulated by user access roles and privileges. The module would be used by the healthcare professionals or doctors to upload OT and anaesthesia related scripts, reports into the HMIS system. Functional Requirements: a) Provision to refer patient from IPD ward for pre-anesthetic check-up (PAC) b) Provision to enter finding/notes of PAC into the system through the application by the user c) Provision for booking of Operation Theatre in advance and allowing doctors to define OT team which consists of specialists, anesthetist, assistant doctors and staff nurses d) Provision to generate priority queue based on patient’s disease / health condition, to be based on recommendation of treating doctor e) Provision to process case transferred from IPD / Ward / Emergency to Operation Theatre f) Provision to enter notes of operation by the user into the system through application g) Provision to scan and upload the case-sheets, medical scripts filled by the concerned doctor, healthcare consultants to the system for future reference through scanners installed (activity to be performed by staffners or concerned healthcare authority) h) Provision to generate report on operations conducted (by type – major/minor, by speciality/unit/ward, by doctor etc) i) Provision to refer operated sample for investigations to the investigation unit j) Provision for user to transfer case from Operation Theatre to Ward, etc k) Provision for user interface to enter Post-Operative Care notes and treatment directions by doctor, including facility of entry of data by doctor on tablet PCs using stylus, digital files attachment etc.
Module Name: Patient Medical Record, Certificate Generation Module
Module Functionality:
The patient stakeholder information is stored in this module and its access is regulated by user access roles and privileges. The module would be used by the healthcare professionals or staffs authorised to maintain medical record of patients and generate certificates as requested by the user from the HMIS system. Functional Requirements: a) Provision to users to refer patient for automation of records related to patient care – outpatient, inpatient, births, deaths, etc. – and their storage in a systematic manner within the Record Room
Section VII – Requirements of The Information System 235 b) Provision to user to generate different types of Certificates like Birth Certificate, Death Certificate, Age, Disability Certificate, Sickness / Fitness Certificate, MLC cases, etc. and maintaining records of Certificates issued by hospital c) Provision to extract EMR of patient using his / her credentials / identity details from the PHR system d) Provision to users for modification of patient details after authorization from the competent authority e) Provision to track records related to and generate reports linked to System usage report, Inward/Outward report, Stamp information report, Court case report, MLC cases, National / State Human Rights Commission cases, Vidhan Sabha / Lok Sabha Questions, RTI Cases, etc. f) Provision to generate dynamic MIS Reports as per need
Module Name: Blood bank/blood storage Linkage Module
Module Functionality:
The patient stakeholder information is stored in this module and its access is regulated by user access roles and privileges. The module would be used by the healthcare professionals or staffs authorized to maintain the blood bank information of donors and blood bank management in the hospitals
Functional Requirements: a) Provision to users to setup Blood Bank information to configure blood groups and various components of blood. b) Provision to capture physical and disease related details of a donor in advance and facility to capture post donation condition of the donor. c) Provision for users to prepare blood component breakup which is to capture details about various components that each blood unit is broken into. d) Provision for Blood Group Test and Serology Test Results, to capture test results information for blood group tests and Serology tests like HIV, HBsAg, VDRL, HCV, HEV and malaria parasite. e) Provision for quarantine and stock i.e. after screening, blood is stored, and its Expiry Date is marked on it. The Expiry Date can vary for whole blood and for blood components. f) Provision for the doctors to raise Blood Procurement Request i.e. raising request for blood or blood components by the doctor from IPD/Emergency/chronic OPD and IP Doctor desk modules. g) Provision for capturing all data for cross match of the blood samples and for de-cross of blood samples so that crossed blood bag(s) can be issued to some other patient, if the raised request has been cancelled.
Section VII – Requirements of The Information System 236 h) Provision for users to capture data for the final issue of the component or whole blood as per the blood procurement request. Also, provision to capture information of returned back blood bags i) Provision for capturing and issuing blood in mass which is basically very helpful during camps and special program events. j) Provision to generate reports for providing details like blood issued, discarded, returned bag and donation details etc. k) Provision to issue blood from Blood Bank to Blood Storage Center and to receive back unused units of blood issued to Blood Storage Center l) Provision to incorporate RFID tag and Bar Code at the time of generation of blood bag at the time of collection blood
Module Name: Practice Management Module (integrated with Citizen centric PHR web application and mobile application and PHRMS System)
Module Functionality:
The patient stakeholder information is stored in this module and its access is regulated by user access roles and privileges. The module would be used by the healthcare staffs, doctors and patients which would provide a user interface to access and view the Personal Health Record maintained within the system. The module provides integration with the PHR data stored for the patient in the PHRMS system.
Functional Requirements: a) Provision for user to access PHR record being integrated with the PHR centric web portal and the PHR mobile application through the input of patient registration ID (which is Aadhar number) b) Provision for the users to generate vital reports, summary, health vital statistics as per patient information requested and print option (if required for reference) c) Provision for dashboard indicating important health factors pertaining to the patient d) Provision for viewing printable formats reports (print option if required for reference) and the option to share the same with other stakeholders by the user e) The module would be integrated with PHRMS system for extraction of EMR, clinical data, laboratory reports as per the format prescribed under EHR interoperability standards f) The provision of maintaining the same customization User Interface look for each patient registered with PHRMS system via PHR web portal or PHR mobile application.
Module Name: IP Doctor Desk Module
Module Functionality:
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The patient stakeholder information is stored in this module and its access is regulated by user access roles and privileges. The module would be used by the doctor specifically to monitor and access the IPD assignments related to him/her.
Functional Requirements: g) Provision for users to check the health and detailed medical records of the in-patient admitted in the wards h) Provision for requesting drugs, laboratory reports, test results, blood procurement to the concerned departments for a patient i) Provision for monitoring all the cases registered in the hospitals and sequence them for supervision as per priority basis j) Provision to check all the detailed digital case-sheets uploaded periodically through the tablet PCs k) Provision to check all digital laboratory test results, reports through the application as per patient IPD registration ID l) Provision to access the medical notes converted digitally by the transcription center (converted from digitally scanned and uploaded case-sheets and medical scripts) m) Provision to script special medical notes by stylus through the application interface n) Provision to scan and upload the case-sheets to the system for future reference o) Provision to record audio files (whenever required) for medical cases which needs special medical interventions p) Provision for teleconsulting interface by the doctor in case of request raised by the authorised another junior doctor, nurse.
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ANNEXURE-C EXISTING PPP APPLICATIONS
The detailed description of the 17 PPP programmes are as follows:
A. 108 SERVICES I. Objectives:
The 108 service is a 24/7 emergency service for Medical, Police and Fire Emergencies, it is a free service for any emergency involving people. 108 is the Toll-Free number which is accessible from landline or Mobile. The services are operated and maintained by BVG.
II. Functional Description (Application based): The 108 application is developed to attend to emergency service calls and has User Interface designed for assigning of cases to respective authorities present in the system. The users are classified as per the roles and responsibilities assigned to them for the application. Below described are the users and the functionality performed by them over the application. a. Emergency Response Officer (ERO): Any citizen in emergency situation calls the Emergency access number to avail the service. The ERO agent shall answer the call and get the caller details, fetches the location of the incident and attends the service. The agent takes the help of GIS based software and database and other relevant technologies to understand the incident location details accurately and assigns one of the available Vehicles for the incident. The entire transaction of voice interaction is recorded and kept it for any legal purposes.
b. Dispatch Closure Application (DCO): Dispatch Closure is an application used for closing the case by taking all the details about the patient. The DC application is used by the Dispatch Closure Officer (DCO). Once the patient is admitted into the hospital and while returning to the base location the Emergency Medical Service Officer (EMSO) will provide the details which was filled by him/ her in the PCR form to the EMSO.
c. Emergency Response Centre Physician (ERCP):
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The ERC Physician is a certified doctor present in the Center to provide medical help to the paramedic present in the ambulance if required. The ERC physician will come into the picture if the paramedic fails to stabilize the condition of the patient or to provide the proper medication to the patient.
d. Supervisor The Supervisor is to monitor the Agents of ERO, DCA, PDA, FDA agents to get better outputs from the agents. He/ she can view the events handling by the agents on his screen.
e. Police Dispatch Agent (PDA): Police Dispatch Agent (PDA) is an agent who receives the events which are Police related. When the ERO selects Police in the Emergency Group and dispatches the event then that event will be popped on to the PDA agent screen. The dispatch will be distributed among the PDA agents based on Least Loaded Algorithm. Through which the events will be landed on PDA screen who is less loaded.
f. Fire Dispatch Agent (FDA): Fire Dispatch Agent (FDA) is an agent who receives the events which are Fire related. When the ERO selects Fire in the Emergency Group and dispatches the event then that event will be popped on to the FDA agent screen. The dispatch will be distributed among the FDA agents based on Least Loaded Algorithm. Through which the events will be landed on FDA screen who is less loaded.
III. Application web address (hosted): a. 108 Computer Aided Emergency Response System is developed in Java Swings Desktop interface and integrated with IP-PBX Computer Telephony system SDK, which is installed on each client system and integrated with Restful web services deployed on Azure Cloud platform. b. This application is restricted to access outside the Command Centre.
IV. Current Technology Stack: a. Presentation Layer i. 108 Core System 1. JDK 1.8 Swing GUI Application 2. Enterprise Java Beans 2.0 3. Java Messaging Service ii. 108 Support Systems 1. JSP 2.3, JSF 2.2, Bootstrap 3.0, PHP 5.5 2. Hibernate 3.0 3. Spring ORM 2.5.6 4. JAX-RS 2.0
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iii. Mobile Apps 1. Android 6.0 + b. DB – Postgres i. PostgreSQL 9.5 for Emergency Response System ii. MySQL 5.6 for IP-PBX Telephony System iii. SQLite 4 for Mobile Apps c. Server – Jboss i. JBOSS AS (Emergency Response System) ii. APACHI Web Server (ERS Support Systems) iii. JBOSS Wildfly AS (ERS Support Systems) iv. Tomcat (IP-PBX Telecom System) V. Current Integrations: a. CM Dashboard Integration b. Vehicle Tracking Integration with BMH c. SMS Gateway Integration for sending SMS d. Feeder Ambulance Integration with GVK - EMRI VI. Present interfaces for each module: Emergency Response Officer, Medical Closure System, Emergency Response Physician System, Operational Help Desk System, Emergency Response Centre Supervisor System, Police Dispatch System, Fire Dispatch System
i. SMS Gateway API Interface ii. WEB Socket Interface for real-time data exchange among ERO Module, 108 Citizen Mobile Application for Emergency request and Electronic Patient Care Record mobile app iii. ERO Module integrated with Computer Telephony Interface (CTI), Voice logger and IVRS system iv. ERO Application integration with Automatic Vehicle Tracking System (GPS Device integration) v. Email Gateway Integration vi. Google Maps API integration vii. Feeder Ambulance Services integration VII. Required interfaces for each module: a. Emergency Response Officer b. Integration with 112 emergency number c. Automatic Caller Location (ALI) interface from Telecom Providers d. Integration with Disaster Management Department
VIII. Information of the underlying technology:
a. Technology
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Operating System: Cent OS Linux MIS Reporting: SPAGO BI Analytics: Elasticsearch & Kibana Client Operating System: Windows 8 Emergency Response System Modules ERO, DCO, PDA, FDA, SUPERVISER and ERCP Operational Desk, CM dashboard, KPI Dashboard, Hospital Friend desk dashboard Electronic Patient Care Record Mobile Android Application Emergency Request Mobile Application for Citizens EMS Reporting System IVR Feedback system Live Vehicle Tracking System Computer Telephony Integration Google Maps Integration for Nearest Ambulance Dispatch SMS Gateway: Unicel Technologies (http://www.uniceltech.com)
a. Hardware interfaces PRI Gateway: SANGOMA VEGA BOX (Redundant 4 Port ISDN PRI Lines) IP Phones interface RJ45 Headsets interface RJ11 Vehicle tracking GPS device: GSM connectivity TV Wall dashboards: HDMI Mouse and Keyboard: USB 2.0 Router & Firewall: Sophos for internet connectivity
b. Standard specifications Cloud Server Standards General Data Protection Regulation (GDPR), ISO 27001, ISO/IEC 27018, HIPAA, FedRAMP, SOC 1 and SOC 2, as well as country specific standards
PRI Gateway: Primary Rate ISDN (User configurable NT/TE): T1 NI1/NI2 AT&T 5ESS CAS (RBS) DMS100 ISO QSIG CAS Private Wire (*400G) E1 Euro-ISDN ISO QSIG VN4
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CAS R2MFC CAS Private Wire (*400G) Protocol: Session Initiation Protocol (SIP) LAN Interface:2x RJ-45, 1000BaseT / 100BaseTx / 10BaseT, full / half duplex Audio Codecs: (a-law/μ-law) (64 kbps) G.723.1 (5.3/6.4 kbps) G.729a (8kbps) G.726 T.38
VoIP Interface SIP Fax support – up to G3 FAX, using T.38 Modem support – up to V.90, using G.711 VoIP channel capacity: Vega 400G up to 120
GPS Device 33-Channel GPS + GLONASS receiver RS-232 & USB Port GSM / GPRS COMMUNICATION: Quad Band 850/900/1800/1900 MHz GPRS: Class 10, Class-B Protocols: NMEA
IX. Storage specification Bandwidth-45 mbps Storage – Azure cloud storage auto scheduled backups for database and Voice files and for server instance volume can scale as needed. Security and Access privileges– IAM (identity and Access Management), encrypted password, and role-based access to data in application, session management using access token, limited number of failed login attempts, session timeout of 20 minutes.
X. Workload information There is no limit to workload as Cloud infrastructure (Server processors, memory and storage) can scale up as workload increases
XI. Key Contact Person:
Name: Mahender Reddy. A Designation: Technical Officer(BVG) Email:[email protected] Phone Number: 9885565430
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B. Chandranna Sanchara Chikitsa
I. Objectives:
Chandranna Sanchara Chikitsa stands for “Primary Medical Care on wheels”. Through this program, any village with no existing health facilities within 5 km radius (12,000 identified) is provided medical services on fixed days every month with the help of Mobile Medical Units. Diabetes, hypertension, epilepsy, communicable diseases, ANC/ PNC check-ups and other common ailments are investigated and treated. Four counters are set up to provide effective medical services. The nurse in counter 1 helps register a beneficiary while the doctor in counter 2 provides diagnosis & consultation. Lab tests are conducted at counter 3 by a lab technician as needed and drugs are dispensed at counter 4. The present service provider is Piramal Swasthya.
II. Functional Description (Application based):
The application is used to capture the demographic details of the patient along with the medical details for all those individuals visiting the CSC van on a particular day for health check-ups. The application is being used offline by the users. The offline mode is being used in areas where internet connectivity is not present. The application is supported on Tablets or local laptops. The local laptop which acts as a mini application server is capable of storing data locally where internet connectivity is not available. Once connectivity to the central site is established overall data collated at the end of the day is synchronized. The set-up of tablet and laptops works on both online and offline mode. The Laptop will have a Local Database & application loaded to support the 3 Users around the VAN Vicinity in WLAN Mode
III. Application web address (hosted): Application is working in offline mode. (Locally deployed in van’s laptop). There is no any global web address.
IV. Current Technology Stack:
a. Presentation Layer-HTML5, CSS3, JavaScript, PHP b. DB – MySQL c. Server – Xampp (Apache HTTP Server)
V. Current Integrations:
Integrated with AP Gov. Public dashboard (-Health & Family Welfare /Chandranna Sanchara Chikitsa) (http://dashboard.piramalswasthya-mhs.org/)
VI. Present interfaces for each module:
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Database: MySQL Hardware interfaces: Intel Processors Speed 2, 2.40 GHz, & No of HDD: 600*3=111.84GB, RAM: 32GB, DVD/RW, and MS Windows 12 R2 Standard. Standard specifications: Operating System: MS Windows 12 R2 Standard
VII. Storage specification:
Bandwidth:TATA5Mbps Storage: HDD: 600*3=111.84GB
VIII. Key Contact Person:
Name: Mr. Chayan Das Designation: IT Senior Manager (Piramal Swasthya) Email:[email protected] Phone Number: 9885470515
C. eUPHC / Mukhya Mantri Aarogya Kendralu
I. Objectives:
The Mukhyamantri Aarogya Kendralu is state-of-the-art health care services including specialty services provided free of cost to Urban poor and Slum dwellers to reduce out of pocket expenditure and improve accessibility to quality healthcare. It includes the assurance of a full time medical officer, 30 diagnostic tests, supply of medicines and availability of specialist services through tele-consultancy and is available 365 days. Any beneficiary who visits eUPHC is registered in the first counter following which they receive medical consultation from the doctor. Teleconsultation is provided to those who need specialist medical consulting services. This is followed by lab tests and dispense of drugs at the pharmacy. The service providers are Danush, Apollo, eVaidya.
II. Functional Description (Application based):
The application is designed to capture the data on guidelines of NUHM, in order to create EMR for each patient availing services of eUPHC. These EMRs on larger purview will help generate EHRs of population who are targeted to benefit by the services of the facility created. The data set thus created is capable of generating various analytical reports which can be utilised to take up better health care action plans.
III. Application web address (hosted): https://dcms.evaidya.com/
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IV. Current Technology Stack a. Presentation Layer: i. Frontend: HTML, HTML5, CSS3, Bootstrap 3, AngularJS ii. Backend: Node.js, GO, Python and Docker b. DB: PostgreSQL c. Server: Nginx and Express.js
V. Current Integrations: Integrated with CM dashboard
VI. Present interfaces for each module: HTTP REST API, HL7
VII. Required interfaces for each module: HTTP REST API
VIII. Workload information: There are 2000 consultations per day across 30 centres and 150 users are using the system
IX. Key Contact Person:
Name: Mr. Bharadwaja Bapatla Designation: Technical Officer (eVaidya) Email:[email protected] Phone Number: 9492469294
D. National Free Dialysis Program: -
I. Objectives: The Dialysis Programme was rolled out in 2016 as part of the National Health Mission(NHM) for provision of free dialysis services to the poor. Dialysis centers are established in all the 13 districts in PPP mode making the quality services accessible to the kidney disease patients which otherwise is an unbearable expenditure to them lifelong. The services are provided by Nephroplus.
II. Functional Description (Application based):
The application is used to enter dialysis session details (date, name of patient etc.) and also all clinical data like investigations, prescriptions, adverse events, viral markers etc. for all patients who avail free dialysis under the programme. The prescription form in the application also records the list of medications with dosage and frequency.
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III. Application web address (hosted): http://bo.nephroplus.com
IV. Current Technology Stack:
a. Presentation Layer - Drupal / PHP b. DB – MySQL c. Server – Apache
V. Current Integrations: Integrated with dashboard
VI. Present interfaces for each module: None
VII. Required interfaces for each module: None
VIII. Storage specification: Each centre is equipped with 4 MBPS broadband Internet connection. One Laptop (1TB), one desktop (1 TB) and one Android Tab at each centre. All have full accessibility to the centre staffs.
IX. Key Contact Person:
Name: Mr. Kamal D. Shah Designation: Technical Officer (Nephroplus) Email:[email protected] Phone Number: 9000202185
E. Hospital Sanitation & Monitoring System: -
I. Objectives: A policy for sanitation, security, and pest & rodent control was started in June 2016 across the state covering 11 Teaching Hospitals, 11 Specialty Hospitals, 8 District Hospitals, 33 Area Hospitals, 3 MCH Centers and 2 CHCs. 3976 sanitation workers, 2011 security workforce, 250 Pest & Rodent control workers are in place looking after specific job charts and are being directly monitored by the MS/RMO/NS daily. A HSMS application is used to collate various checkpoints of measurable items and is then used to generate average sanitation scores. The programme is operated and maintained by the state government.
II. Functional Description (Application based): Hospital Sanitation Monitoring System (HSMS) is a centralized portal to monitor sanitation, security and Pest & Rodent Control services within ~ 200 hospitals operating in PPP mode. This system is designed on the MOUs that Vendor Partners agreed with the Government. Based
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on this agreement, a customized checklist is designed and made available online for Medical Superintendents/ RMOs and Nursing Superintendents. Medical Superintendents provide a score on this checklist twice a day to ensure no agreed service levels are compromised. All the payments to the Vendor Partners are tightly linked to the score achieved in delivering to the commitments.For main application, only data that is captured is actual sanitation scores against total score for a quality monitoring item. Photographs as an evidence for sanitation which are maintained upto satisfactory levels are being captured and uploaded.
III. Application web address (hosted):
http://hmfw.ap.gov.in/hsms/hsmslogin.aspx http://hmfw.ap.gov.in/hsms/csmslogin.aspx
IV. Current Technology Stack:
a. Presentation Layer: .NET Framework b. DB – SQL SERVER c. Server – Windows Server
V. Current Integrations: a. Integration with Core Dashboard b. Integration with Blood App Portal
VI. Present interfaces for each module: a. Interface with CM Core Dashboard for public viewing of aggregated scores. b. Interface with Blood App Application to provide a view on sanitation around blood banks. Hardware interfaces for application: Intel Processors Speed 2, 2.40 GHz, RAM: 32GB (installed at institutions) c. Standard specifications: OS Windows Server 2012 R2 Standard, SQL Server 2012
VII. Required interfaces for each module: None
VIII. Storage specification:
Current Database: 12 GB Required DB: 20 GB per year Unlimited Bandwidth
IX. Workload information: Total users on board- 216.
X. Key Contact Person:
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A. Name: Dr. Suhasini Macharla Designation: Program Officer (State QA Lead) Email:[email protected] Phone Number: 8008578384
B. Name: Ravi Khandavilly Designation: Technical Officer (Technical Lead) Email:[email protected] Phone Number: 9962589635
F. Mukhyamantri e-Eye Kendram: -
I. Objectives: This program aims in providing high quality eye care to affected population. 115 e-Eye centers have been established in the state of Andhra Pradesh in the public- private partnership mode. This service is also delivered in a hub and spoke manner. The beneficiary visits the nearest e- Eye clinic to get their eyes checked. A report is generated at the hub and treatment is initiated based on the report. Correction glasses/spectacles are then provided free of cost based on the report recommendations. The services are provided by Apollo.
II. Functional Description (Application based):
The Application will capture the patient visit data electronically through Electronic Medical Record keeping; digital transmission of images captured from the equipment for eye screening and digital reported though Tele medicine. The application provides spectacle tracking module from referral to delivery. The application also captures patient demographic and clinical data, captures the Aadhar number of the patient which will be used for spectacle delivery.
III. Application web address (hosted): https://eeyekendram.phc.ind.in/#/page/login
IV. Current Technology Stack:
a. Presentation Layer: Angular JS b. DB: DynamoDB c. Server: Tomcat, NGINX
V. Current Integrations: Integrated with CM Dashboard
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VI. Present interfaces for each module:
a. SMS interface – Interface with SMS gateway “Greenline technologies” through API.
b. Hardware interfaces Auto Refractometer – RS232 Interface Fundus Camera – USB 2.0 Interface
VII. Required interfaces for each module: Same as the present interface mentioned above.
VIII. Technologies used:
Fundus Camera/PC: Windows Device Service for interfacing with Fundus camera and Auto refractometer, Fundus Camera Application for imaging (C# Application) Standard specifications: CE, ISO13485, RS232, USB 2.0
I. Storage specification:
Bandwidth: 10 Mbps Storage: Amazon S3 cloud for image storage and Elastic Cloud for server instance. S3 volume can scale as needed. Security and Access privileges: IAM (AWS identity and Access Management), encrypted password, and role-based access to data in application, session management using access token, limited number of failed login attempts, session timeout of 20 minutes.
II. Key Contact Person:
Name: R. Natarajan Designation: Technical officer (Apollo Hospitals) Email:[email protected] Phone Number: 9000401009
G. NTR Vaidya Pariksha (Laboratory services): -
I. Objectives:
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NTR Vaidya Pariksha Laboratory Services aims at providing Free Diagnostic Tests to the patients visiting government hospitals. The Government Hospitals through Public Private Partnership (PPP) in addition to the tests already being carried out at in-house Laboratories also provides for tests being carried out by a third party. This helps in increasing the patient care and reducing the Out of Pocket Expenditure for the beneficiaries. The program has been in place since January 2016. Currently, there are 105 Labs in operation which includes 7 Mother Labs & 98 Processing Labs spread across all the 13 districts. NHM mandates provision of free investigations: 19 in PHCs, 40 in CHCs and 72 in Area & District Hospitals. Low volume and high cost tests – 7 in PHCs, 24 in CHCs and 53 in Area & District Hospitals are currently outsourced to an external agency. The external agency is responsible for the safe collection, preservation and transportation of samples and are also expected to provide a phlebotomist. The services are provided by Medall.
II. Functional Description (Application based): The application is used to register a patient for the various laboratory test under the programme. It includes the capturing of patient details like Patient Name, gender, age, type of Patient with Referral Dr name along with Prescribed test details with a unique Patient Visit ID. The sample processing is continued after registration. The sample collections are done by the accession team. Once Sample is received in Processing area it will go Department wise and get processed in an automated machine and results will be transferred automatically to the reporting application and it will get approved by the Pathologists. Processing centres can take approved reports in Uwin. ALL the AH, DH, CHC, PHC will get their soft copies referred Patients reports on their respective email Ids.
III. Application web address (hosted): aplab.medall.corp.in, aplab.medallcorp.in/cmdashboard
IV. Current Technology Stack: a. Presentation Layer: DOTNET b. DB: SQL c. Server: WINDOWS
V. Technologies Used: Applications Front-End Back-End Technology Technology Uwin Dot Net SQL Lab QC Dot Net SQL CM Dashboard Dot Net SQL AP LAB PPP Medall Dashboard Dot Net SQL PPP - CMS Dot Net SQL
Hardware interfaces: RS 232 serial cable: Transmit the digital data between two Physical devices Standard specifications: Server: DELL SERVER -R430
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RAM: 64 GB CPU: 10 CORE (V-CPU) OS: WINDOWS SERVER 2008 R2
VI. Current Integrations: CM dashboard, CERNER & RTGS database shared
VII. Present interfaces for each module: Lab Value Interface and Report Interface
VIII. Storage specification:
Storage DB size (present): 350 GB Bandwidth Requirement: It is provided with less redundancy in connectivity for better performance with 99.9% Uptime in dedicated Data Centre. Primary ILL: 70 MBPS Secondary ILL: 50 MBPS
IX. Workload information: Handling of 20,000 samples per day
X. Key Contact Person:
Name: Satheeshkumar.P Designation: Technical officer(Medall) Email:[email protected] Phone Number:9884003039
H. NTR Vaidya Pariksha - Tele Radiology CT Scan
I. Objectives: Under this program, Tele radiology services CT Scan machines are installed at four locations along with the interiors and other amenities including HT power connection and power back up. Qualified Radiologists and supporting staff are positioned by the service provider. All reports are generated in the facility itself by availing the in-house expertise provided by the service provider. 4 CT-Scan centers at Tekkali (Srikakulam), Chirala (Prakasam), Gudur (Nellore), & Proddutur (Kadapa) are for scanning and reporting. 5 tele-reporting CT Centres at Anakapalli (Visakhapatnam), Rajahmundry (EG), Eluru (WG), Hindupur (Anantapur) & Nandyal (Kurnool). The services are operated by Krsnaa diagnostics.
I. NTR Viadya Pariksha - Tele Radiology X-Ray
I. Objectives:
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Under this intervention, Tele radiology services are provided through digitalization of X-ray film, transmission of the data through Licensed Software. In the remote hub a qualified radiologist will do the study using FDA & CE approved Tele-radiology platforms and detailed report with digital signature will be sent back online to the institution. X-Ray Image taken will be converted into a digital image either through Computerized Radiography unit or a digitizer. This facility is available in CHCs, Area and District Hospitals across the State in 113 locations. The services are operated by Krsnaa diagnostics.
Both the above two PPP programmes are provided by the same third-party service provider. The application description is described below for both collectively.
III. Functional Description (Application based): The application is used for Tele reporting of X ray & CT scan. It is used to transfer the study to radiologist who is physically present at another location. It also allows monitoring the data through live Dashboard. IV. Application web address (hosted):www.krsnaapacs.com
V. Current Technology Stack: a. Presentation Layer: ASP.Net b. DB: MsSQL Server c. Server: IIS 8 VI. Current Integrations: Integrated with dashboard VII. Present interfaces for each module: Interfaced with CT Scan machine & X ray Digitizers/ CR. The module is also interfaced with government portal.
VIII. Required interfaces for each module: NA IX. Storage specification:
Storage Details: 35TB of Server storage for Application (on Cloud) Bandwidth: Client side- 4Mbps & Server side 50 Mbps Access Privilege: User Name and password to Each user
X. Workload information:
X Ray / Per Day: 1500 X-Rays CT Scan /Per Day: 200-250 CT Scan
XI. Key Contact Person:
Name: Ankit Mutha Designation: Technical officer(Krsnaa)
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Email:[email protected] Phone Number: 7420014214
J. Talli Bidda Express:
I. Objectives: Talli Bidda Express, through dedicated vehicles, provides transportation services (from hospital to home) to new mothers who undergoes child delivery at any of the Government hospitals. The service is coordinated by 102 call center which operates 24X7. A vehicle is arranged within 30 minutes of a request. This service provides safe and hygienic transportation and will contribute to reduction in MMR and IMR. Pregnant women are provided drop back services between 8AM to 6PM. Postnatal women, child and one attendant are transported from Government facility to home. About 5,35,533 post-natal women have utilized Talli-Bidda Services since the inception of this program. A fleet of 279 vehicles is deployed for this service. The services are provided by EMRI.
II. Functional Description (Application based): The application is used to capture the beneficiary details for mothers who avail the services under this programme. The basic beneficiary details like the Name, Age, contact number, From location, To location, Aadhar number, Delivery date, Gender of baby etc. are entered through the application. Also, the case details are entered through the application like Base ODO, scene ODO, back to base ODO with timings
III. Application web address (hosted):
a. Application URL: http://192.168.6.18/tbea b. Dashboard URL: http://thallibiddaexpress.in/102tbe/Home.aspx
IV. Current Technology Stack:
a. Presentation Layer: ASP.NET, C# b. DB: SQL server 2012 c. Server: IIS 8
V. Current Integrations:
a. URL (http://thallibiddaexpress.in/102tbe/Home.aspx) integrated with CM Dashboard b. Data is being shared to Cerner (IT team in AP secretariat) c. RCH data access for RTGS (Requested by Cerner)
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VI. Present interfaces for each module: Dashboard URL linked in core.ap.gov.in and URL is http://core.ap.gov.in
VII. Storage specification:
Data storage in Local Data Base Server (MS SQL SERVER 2012) Storage DB size (present): 28 GB
VIII. Key Contact Person:
Name: Naidu Designation: Technical officer (EMRI) Email:[email protected] Phone Number: 040-23462466
K. Feeder Ambulances
I. Objectives: Under Tribal Reform Yardstick (TRY) a novel initiative to shift the patients from remote and in- accessible ITDA areas to 108 ambulances was initiated with feeder Ambulances. These feeder ambulances intended to save the time to reach in shifting the patient to 108 ambulances and save the lives of the critical patients and pregnant women. The Pilot is trained in emergency health management techniques and to use the golden hour to save the patient life. The total fleet 122 in 7 ITDA areas of Andhra Pradesh to supplement 43 ambulances (108) running in ITDA areas. These feeder ambulances were equipped with lifesaving drugs and surgical consumables and the details of services and monitoring of fleet movement shall be captured on real time.
II. Functional Description (Application based): The application is generally used to capture the case details of the patient. The victim details like Name, Age, contact number, From location, To location, Gender, etc. are captured. The ODO Reading parameters like the Base Start, Incident Location, Ambulance hand over/Hospital reach, Back to Base are captured through the application. The Case Timings like Start, Reach location, departure location, reach handover location, departure hand over location, back to base are recorded in the application. The information about the emergency type is also recorded. The API is developed in PHP to push the incident data by BVG to the Feeder Ambulance application.
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III. Application web address (hosted):
a. Application URL: http://apfeeder.emri.in:8888/feedercrm b. Dashboard URL: http://ap108bike.emri.in/dashboard/
IV. Current Technology Stack:
a. Presentation Layer – HTML5, CSS, PHP 5.1 and ANDROID b. DB – MySQL c. Server – Apache
V. Current Integrations:
a. Provide API (developed in PHP, post method) to BVG vendor to push feeder ambulance assigned case data b. GVK will push the case closing data to BVG web service
VI. Present interfaces for each module:
a. Dashboard URL linked in core.ap.gov.in and URL is http://core.ap.gov.in b. API (POST method developed in PHP) to push the case details by BVG team c. Developed API to implement mobile app to capture the case closure details
VII. Key Contact Person:
Name: Ramesh Babu M. Designation: Technical Officer Email:[email protected] Phone Number: 94991446443
L. Bio-Medical Equipment Maintenance Services
I. Objectives: Bio-Medical Equipment Maintenance Services aims at providing 24 x 7 service support to medical assets in all public health facilities. The service aims at ensuring an upkeep time of 95% for District Hospitals and Teaching Hospitals, 90% for CHCs and 80% for PHCs. Every medical asset is tagged to an asset identification number. Details of Toll Free Service Helpline Number, Make, Model Name, Serial Number, Date of installation, Unique Equipment ID, Equipment Location, Last service date and Engineer’s name with contact details are also updated for every asset. The services are operated by TBS.
II. Functional Description (Application based):
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HTMS is an integrated web-based application that to capture and monitor biomedical equipment maintenance service life cycle from equipment inventory information, breakdown maintenance, preventive maintenance to decommissioning. It also incorporates all the necessary support processes like spare part inventory, store/warehouse transactions, procurement transactions. It also built with alerts & querying for informed decisions and also for future references. Exclusive exhaustive dashboard has been built for AP Government Biomedical Maintenance Project that provide key performance indicators to monitor the quality of the service delivery. It also enables the user to download the detailed data behind the metric in just click of a button.
III. Application web address (hosted): http://www.htms-tbs.com:8081/HTMS
IV. Current Technology Stack:
a. Presentation Layer: Java, JSP, Ajax b. DB: Microsoft SQL c. Server: Tomcat 8.0 on Windows platform
V. Current Integrations: Integrated with Dashboard
VI. Present interfaces for each module:Currently no interface is done with medical equipment or other applications a. Hardware interfaces: AWS Cloud Server with 2 core CPU, 8 GB RAM, 150 GB HDD
VII. Required interfaces for each module: NA (It depends on scope of other application)
VIII. Storage specification:
Storage DB size: 150 GB Unlimited Bandwidth, Secured Access
IX. Workload information: 50 to 60 concurrent users of the application service
X. Key Contact Person:
Name: V. Muralidharan Designation: General Manager – ICT (TBS) Email:[email protected] Phone Number: 9632221324
M. Mahila Master Health Checkup: -
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I. Objectives: MMHC program is for screening women above 30 years for early detection on 7 majors non- communicable diseases namely oral cancer, cervical cancer, breast cancer, diabetes, hypertension, vision, hormonal disorders. 12,000 ANMs are trained for screening for the above mentioned NCDs. Any suspected case will be referred to 57 identified referral hospitals for diagnosis and treatment.
The entire programme is operated and managed by the state health department. a. ANM will screen the patient for Oral Cancer, Breast Cancer, Cervical Cancer, Diabetes, Hypertension, Vision and Hormonal. If ANM finds symptoms for nay diseases, then she will refer the patient to the secondary level.
b. Specialist doctor at the secondary level will screen the referred patient. If the treatments are not available at secondary level, specialist doctor will refer the patient to tertiary level for treatment.
c. Doctor at the tertiary level will screen the referred patient. If the investigations outcome is positive, specialist doctor will CONFIRM the diagnosis and TREAT with the treatment which is available in the facility
II. Functional Description (Application based):
The application is used to capture all the details of the health check-up for women by the ANM or health worker. It is used to record and collect patient history and screening notes for each woman after screening of all seven major diseases. There is an Android app for the health workers. In addition, web apps for the secondary level and tertiary level doctors and dashboard for the health officials are also available.
III. Application web address (hosted): https://mmhc.ap.gov.in/loginhttps://core.ap.gov.in/CMDashBoard/UserInterface/MMHC/MM HCStateReport.aspx
IV. Current Technology Stack:
a. Presentation Layer - Java Spring, Spring Boot, Spring Batch b. DB – MySQL c. Server – RHEL (Red Hat) 7.2
V. Current Integrations: CM dashboard
VI. Present interfaces for each module: Web app with java, Android App
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VII. Storage specification: Storage DB: 50GB/DB machine, total DB VMs-3 Approx. storage DB size increment/year: 100GB increase per machine
VIII. Key Contact Person:
Name: Dinesh Designation: Program Manager Email:[email protected] Phone Number: 9014305798
N. NTR Vaidya Seva: -
I. Objectives: The scheme is aimed to provide qualitative medical care to the concerned for treatment of identified diseases involving hospitalization, surgeries and therapies through identified network of healthcare providers. It also aims to bring advanced surgical treatment within the reach of the poor and to improve health and medical care facilities in the underserved areas. The package would cover the entire cost of treatment of the patient from the date of screening to the date of discharge and 10 days after discharge. With a view to provide enhanced & strengthened services under DR. NTR Vaidya Seva, the Government of AP is implementing 1044 (873 Surgical and 171 Medical) procedures to the poor people who are Below Poverty Line. The services are maintained by NTR Vaidya Seva trust.
II. Key Contact Person:
Name: Vijay Designation: Program Officer Email:[email protected]
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Phone Number: 8333817400
O. Blood Transfusion Services I. Objectives: Blood Transfusion services are conducted by 13 Blood collection and transportation vehicles. Blood Cell App are introduced and functioning. Blood Transfusion services have been linked with Core Dash Board.
II. Information of the underlying technology: #Php, My SQL Admin Panel Designing would be done on JavaScript’s, jQuery, HTML5, CSS3 with development on #Android application designing would be done on Native Java Coding Platform (on Eclipse or Android Studio)
III. Storage specification: VPS Linux v4-ssd, 4 Core,8GB RAM,120 GB HD with cPanel, dedicated IP ,2TB Bandwidth per month
IV. Workload information: 147 BloodBank users, 32 Mother blood bank users,95 storage centre users, 13 BCTV users, 2L Plus Doners information with 21k plus app users
The below PPP programmes are not digital programmes. The brief objectives of the programme are described below.
A. Linen and Laundry Services The programme was launched in 23 teaching hospitals on 25th May,2017. It covers a total of 12,000 beds across the hospitals in AP. The scheme aims to ensure the maintenance of hygiene factor by changing the bed linen with seven different colours for seven days according to the day of a week. Estimated budget for the scheme is 11 Crores per Annum.
B. Mahaprasthanam Dignified transportation of the dead bodies from the hospitals to the residence of the deceased within the state started since 20th June 2017. Presently 50 vehicles are placed in 11 teaching hospitals and 6 APVVP hospitals. The importance of this program is to ensure that the bodies of the deceased are provided with proper and safety transport. It is to ensure to uphold the values of dignity, respect, without hurting the sentiments and cultural beliefs of next of kin having different ethnic background.
C. 102 Call Center
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The 102 Call center is expected to cater to give health related advice to the women, pregnant women. The number 102 can be reached from all mobiles and landline numbers. The 102 Call Center started in Andhra Pradesh on 1st January 2016.It is a 24X7 Health Help Line for pregnant women and women after delivery, advising them in various aspects and for gauging the public perception and satisfaction on services provided by the health department.
D. Sick new born care units(SNCU) mini SNCUs are established in 18 CHCs and 3 AHs, so that targeted care can be provided to sick new born and to reduce IMR in tribal areas. All additional SNCUs shall be made operational by 20th June in a phased manner for providing quality neo-natal care at CHC level in all ITDA areas to reduce the neonatal and infant mortality and improve the healthy childhood.
E. Round the clock primary care services in tribal areas
The programme is to provide primary health care round the clock in tribal areas. Presently, 153 PHCs are functioning in tribal areas and among them only 49 are working as 24X7 basis. Government has sanctioned 604 additional staff (84 MO posts, staff nurses and required class IV and support staff) to run all the 153 PHCs in to 24X7 operational in ITDAs for round the clock services in primary health care level in tribal areas.
F. Swasthya Vidya Vahini Swasthya Vidya Vahini is a health education program launched on 24th December 2016 by the government where a team of two students are allocated to each village. The team works in collaboration with various departments including Panchayat Raj, Anganwadi Center and school to develop a village health status report. The team of students visit a village on a day, once in a month for 10 months for health promotion. They are attached to a mobile medical unit which provides service delivery. Each team has two students and they will visit the same gram panchayat for period of one year. The theme for health promotion is fixed for each month. They conduct field visits to various institutions including Anganwadi centers, Panchayati office and schools. The students also visit five houses where there are pregnant women, infants or under five children. Post the field visits, observations and feedback are recorded. Health issues are brought to the notice of concerned departments for corrective actions. At the end of 10 months, a report on the village health profile is created. The report also includes the observations and measurement of the change in the thematic areas. Concurrently the outcome in terms of disease burden or changes in health seeking behaviours is measured by case load to the MMUs.
G. Maternal & Infant Lifeline (Milifeline)
To reduce maternal and infant mortality in a focused manner, A STATE TECHNICAL CELL at King George Hospital, Visakhapatnam is established, and the cell is named as MATERNAL AND INFANT LIFELINE. The maternal and Infant lifeline aims to further strengthen the
Section VII – Requirements of The Information System 261 existing maternal deaths review system and is not a substitute for the same. The finding of the technical cell shall be used to rectify the identified gaps in the institutions and further strengthen them as priority and no punitive action shall be initiated.
H. NTR Baby Kit:
To reduce the Infant Mortality Rate (IMR) all the pregnant women who delivered in public health facilities are provided with NTR baby kit immediately after the delivery. The total number of Baby Kits provided till date are about 4,63,151. The list of items in baby kit are: Baby wrap, Baby Towel, Antiseptic Lotion, (for hand wash of the mother), Umbrella net.
ANNEXURE-D ELECTRONIC HEALTH RECORDS STANDARD-AS PER MoHFW,GoI
The Selected Service Provider must conform to the standards specified by the MoHFW, Government of India for setting up the Electronic Health Records System (EHR).
8.1 EHR Standards- Ministry of Health & Family Welfare (MoH&FW) An Electronic Health Record (EHR) is a collection of various medical records that get generated during any clinical encounter or events. With rise of self-care and homecare devices and systems, nowadays meaningful healthcare data get generated 24x7 and have long-term clinical relevance. The purpose of collecting medical records, as much as possible, are manifold – better and evidence-based care, increasingly accurate and faster diagnosis that translates into better treatment at lower costs of care, avoid repeating unnecessary investigations, robust analytics including predictive analytics to support personalized care, improved policy decisions based on better understanding of the underlying issues, etc., all translating into improved personal and public.
8.1.1 Standards at a Glance Some standards are specified below.
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SL Type Standard Name Intended Purpose No.
1 ISO/TS 22220:2011 Health Informatics – Basic identity details of Identification Identification of Subjects of Health Care patient 2 & MDDS – Demographic (Person Complete demographic
Demographics Identification and Land Region for interoperability with Codification) version 1.1 E-Governance systems
3 UIDAI Aadhaar Preferable identifier where available
4 Local Identifier Identifier given within Patient institution / clinic /lab Identifiers 5 Government Issued Photo Identity Card Identifier used in Number conjunction with local in absence of Aadhaar
6 Architecture ISO 18308:2011 Health Informatics – System architectural Requirements Requirements for an Electronic Health requirements Record Architecture
7 Functional ISO/HL7 10781:2015 Health Informatics System functional Requirements - HL7 Electronic Health Records-System requirements Functional Model Release 2 (EHR FM)
8 ISO 13940 Health informatics - System of Concepts for care, actors, Concepts to Support Continuity of Care activities, processes, etc.
9 Reference ISO 13606 Health informatics - Electronic Information model Model and Health Record Communication (Part 1 architecture and Composition through 3) communication
10 openEHR Foundation Models Release Structural definition and 1.0.2 composition
11 Terminology SNOMED Clinical Terms (SNOMED CT) Primary terminology
12 Logical Observation Identifiers Names Test, measurement, Coding and Codes (LOINC) observations System 13 WHO Family of International Classification and Classifications (WHOFIC) including
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ICD, ICF, ICHI, ICD-O reporting
14 Imaging Digital Imaging and Communications in Image, waveform, Medicine (DICOM) PS3.0-2015 audio/video
15 JPEG lossy (or lossless) with size and Image capture format resolution not less than 1024px x 768px at 300dpi
16 Scanned or ISO/IEC 14496 - Coding of Audio-Visual Audio/Video capture Captured Objects format
17 Records ISO 19005-2 Document Management – Scanned documents Electronic Document File Format for format Long-Term Preservation -
Part 2: Use of ISO 32000-1 (PDF/A-2)
18 ANSI/HL7 V2.8.2-2015 HL7 Standard Event/Message Version 2.8.2 -An Application Protocol exchange for Electronic Data Exchange in Healthcare Environments
19 ASTM/HL7 CCD Release 1 (basis Summary Records standard ISO/HL7 27932:2009) exchange Data Exchange 20 ISO 13606-5:2010 Health informatics – EHR archetypes Electronic Health Record exchange [Also, refer to Communication - Part 5: Interface openEHR Service Model Specification specification]
21 DICOM PS3.0-2015 (using DIMSE Imaging/Waveform services & Part-10 media/files) Exchange
22 Bureau of Indian Standards and its MHD-17 Committee Other Standards Development 23 Relevant ISO TC 215 set of standards Standards Organizations (SDOs) 24 IEEE/NEMA/CE standards for physical systems and interfaces
25 Discharge/ Medical Council of India (MCI) under Composition as Treatment regulation 3.1 of Ethics prescribed
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Summary
26 E-Prescription Pharmacy Practice Regulations, 2015 Composition as Notification No. 14-148/ 2012- PCI as prescribed specified by Pharmacy Council of India
27 Personal IEEE 11073 health informatics standards Device interfacing Healthcare and related ISO standards for medical and medical devices Device Interface
28 Data Privacy ISO/TS 14441:2013 Health Informatics – Basis security and and Security Security & Privacy Requirements of EHR privacy requirements Systems for Use in Conformity Assessment
29 Information ISO/DIS 27799 Health informatics – Overall information Security Information Security Management in security management Management Health using ISO/IEC 27002
30 Privilege ISO 22600:2014 Health informatics – Access control Management Privilege Management and Access and Access Control (Part 1 through 3) Control
31 Audit Trail ISO 27789:2013 Health informatics - Audit trail and Logs Audit trails for Electronic Health Records
32 Data Integrity Secure Hash Algorithm (SHA) used Data Hashing must be SHA-256 or higher
33 Data Minimum 256-bits key length Encryption key
34 Encryption HTTPS, SSL v3.0, and TLS v1.2 Encrypted connection
35 Digital ISO 17090 Health informatics - Public Digital certificates use Certificate Key Infrastructure (Part 1 through 5) and management
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Note: Where year of publication or version of standard (or its parts) is not provided explicitly, the latest published version of standard (or its parts) available from standard body as on the date of notification / circulation of this recommendation is to be used.
8.1.2 List of Supporting / Complementing Standards The following list is indicative and representative and not comprehensive or definitive. These standards are advised to be used where applicable and as required.
S. Standard Description No.
1 ISO 12967:2009 Health Informatics - Service Architecture (Parts 1 - 3)
2 ISO 13972:2015 Health Informatics - Detailed Clinical Models, Characteristics and Processes
3 ISO 20301:2014 Health Informatics - Health Cards – General Characteristics
4 ISO 21090:2011 Health Informatics - Harmonized Data Types for Information Interchange
5 ISO 8601:2004 Data elements and Interchange Formats – Information Interchange - Representation of Dates and Times
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6 ISO 13119:2012 Health Informatics - Clinical Knowledge Resources - Metadata
7 ISO 22857:2013 Health Informatics – Guidelines on Data Protection to Facilitate Trans- Border Flows of Personal Health Data
8 ISO 21549-1:2013 Health Informatics — Patient Healthcard Data — Part 1: General Structure
9 ISO TS 14265:2011 Classification of Purposes for Processing Personal Health Information
10 ISO TS 27527:2010 Health Informatics – Provider Identification
8.2 Standards and Interoperability
8.2.1 Interoperability Standards The primary aim of interoperability standards is to ensure syntactic (structural) and semantic (inherent meaning) interoperability of data amongst systems at all times. The need for that cannot be overstated, more so within healthcare information systems whose primary aim is to
Section VII – Requirements of The Information System 267 deliver life-long clinical care at all times so that the person being cared for is able to maintain his/her at optimal levels.
The set of standards outlined in this document represents an incremental approach to adopting standards, implementation specifications; criteria to enhance the interoperability, functionality, utility, and security of information technology; and to support its widespread adoption. It is to be kept in mind that these standards need to be flexible and modifiable to adapt to the demographic and resource variance observed in a country like India with its large population and diverse culture that is spread across a large region of varied geographical landscapes – hilly regions, river basins, desert, coast, etc. – many of which are remote and accessible only with difficulty
It is important to recognize that interoperability and standardization can occur at many different levels. To achieve interoperability, information models would need to be harmonized into a consistent representation.
In other cases, organizations may use the same information model, but use different vocabularies or code sets (for example, SNOMED CT or ICD10) within those information models. To achieve interoperability at this level, standardizing vocabularies, or mapping between different vocabularies may be necessary. For some levels, (such as the network transport protocol), an industry standard that is widely used (e.g. TCP/IP– Transmission Control Protocol and Internet Protocol) will likely be the most appropriate. Ultimately, to achieve true interoperability, it is anticipated that multiple layers – network transportation protocols, data and services descriptions, information models, and vocabularies and code sets – will need to be standardized and/or harmonized to produce an inclusive, consistent representation of the interoperability requirements.
It is further anticipated that using a harmonization process will integrate different representations of healthcare information into a consistent representation and maintain and update that consistent representation over time. For an information model, this process could include merging related concepts, adding new concepts, and mapping concepts from one representation of healthcare information to another. The need to support standardization of data and services descriptions and vocabularies and codes sets is appropriately addressed.
It is also recognized that a sustainable and incremental approach to the adoption of standards will require processes for harmonizing both current and future standards. This will allow the incremental updating of the initial set of standards, implementation specifications, and certification criteria and provide a framework to maintain them. The decision to adopt such updates will be informed and guided by recommendations from an appropriate authority such as the proposed National eHealth Authority (NeHA), Ministry of Health & Family Welfare or expert groups.
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8.2.2 Goals The goals of standards in electronic health record systems are: a) Promote interoperability and where necessary be specific about certain content exchange and vocabulary standards to establish a path forward toward semantic interoperability b) Support the evolution and timely maintenance of adopted standards c) Promote technical innovation using adopted standards d) Encourage participation and adoption by all vendors and stakeholders e) Keep implementation costs as low as reasonably possible f) Consider best practices, experiences, policies and frameworks g) To the extent possible, adopt standards that are modular and not interdependent.
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8.3 Health Record IT Standards
8.3.1 Identification and Demographic Information of Patient Demographic information including a unique identifier is necessary in a health record system in order to capture identifying information as well as identifiers for linking other medical artifacts logically as well as physically. All health record systems must therefore adhere to the following standards for capturing information related to patient demography and identifiers:
A. ISO/TS 22220:2011 Health Informatics – Identification of Subjects of Health Care
B. MDDS – Demographic (Person Identification and Land Region Codification) version 1.1 from E- Governance Standards, Government of India
Implementation Guideline: Implementers must insure that health record application is able to capture all data fields as provided in the above two standards for completeness. It should also ensure that the system is able to interoperate (receive/import/send/export) all demographics information as provided in above two standards as per demand, i.e. when requested for demographics data in MDDS compliant format it should generate artefacts (file, message, etc.) as per that standard. Where codes related to location, authority, type of organization etc. are required, they should be taken from the MDDS-Demographic Standard.
A health record system must have provision to include patient identifiers of following types:
Section VII – Requirements of The Information System 270 a) UIDAI Aadhaar Number (preferred where available) b) Both of the following in case Aadhaar is not available:
a. Local Identifier (as per scheme used by HSP)
b. Any Central or State Government issued Photo Identity Card Number
Implementation Guidelines:
A. Implementers must ensure that the Aadhaar number, where that is available, be used as the preferred identifier to serve as the unique identifier. In case the Aadhaar number is not available, the system should allow a user to insert more than one (minimum of two) identifiers for each patient along with its scope and provider (as given in above mentioned patient demography standards) in the system. In situations where identity of patient cannot be obtained or ascertained, temporary identifiers may be used (as per scheme used by HSP) and later confirmed identifiers may be inserted (while making earlier ones as inactive).
B. Identification of Patient across EHR systems: Due to lack of mandate for use of Aadhaar or any such alternative(s) national unique identifier, it is difficult to match patient records when exchanging them between two EHR systems. This may lead to situations where different combinations of local identifier and photo identity card numbers of the same person are used at different locations and/or in solutions.
Thus, a single person may get to have different identities under which his/her records are captured. A conflict resolution process may be required to help resolve such cases. At this time, there is no direct solution available other than to use smart (possibly heuristic) algorithms to attempt to match records without or with intervention/confirmation of a human supervisor. Such an algorithm may use name (phonetic or spelling), address (full or parts), date of birth / age, gender, or other such matching details to mark incoming or searched records as possible or exact match before amalgamation or subsequent use. ISV may additionally need to provide the ability to merge/demerge patients to support this process within their solutions.
8.3.2 Architecture Requirements and Functional Specifications A health record system must meet architectural requirements and functional specifications to remain faithful to the needs of service delivery, be clinically valid and reliable, meet legal and ethical requirements, and support good medical practices. Therefore, a health record system must conform to the following standards:
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A. ISO 18308:2011 Health Informatics – Requirements for an Electronic Health Record Architecture
B. ISO/HL7 10781:2015 Health Informatics - HL7 Electronic Health Records-System Functional Model Release 2 (EHR FM)
Implementation Guideline: Above two standards, despite being extensive, do not represent the full set of specifications and requirements that need to be met by a health record system or its many variants (PHR, etc.) or all possible use cases. The above-mentioned standards are to be used as minimum set to be used within the scope of implementation as per relevance to the system being developed/deployed.
8.3.3 Logical Information Reference Model and Structural Composition A health record system must accumulate observable data and information for all clinically relevant events and encounters. For this purpose, it is important to have common semantic and syntactic logical information model and structural composition for captured artefacts. Unless the data being captured is standardized, its communication and understanding may not be same across systems. Therefore, a health record system must conform to the following standards:
A. ISO 13940 Health Informatics - System of Concepts to Support Continuity of Care B. ISO 13606 Health Informatics - Electronic Record Communication (Part 1 through 3) C. openEHR Foundation Models Release 1.0.2 a. Required Model Specifications: Base Model, Reference Model, Archetype Model
b. Optional Model Specifications: Service Model, Querying, Clinical Decision Support
Implementation Guideline: The ISO 13940 (also known as CEN ContSys) is to be generally used for purpose of modelling and describing concept system and organize information objects. While ISO 13606 set of standards are basic reference model and related specifications, openEHR provides ISO 18308 conformant platform-independent implementation harmonized with ISO 13606 standard. Implementers are free to design internal structures, databases, and user interfaces as per their requirements and preferred technology platforms but structural composition for clinical data/information artefact must be logically similar to Reference Model given in above standards. openEHR Operational Templates (OPT) adopted by an implementation, are to be public and free in required format for other implementers to ensure interoperability among them.
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8.3.4 Medical Terminology and Coding Standards In order to have semantic interoperability between different health record systems, it is necessary to follow a common terminology and coding system standards to express unambiguous meaning of data captured, stored, transmitted, and analyzed. It is also important to have these terminologies and codes in computer process-able format to aid automation and ensure that data is in an analyzable state at all times. Therefore, a health record system must conform to the following standards:
A. Primary Terminology: IHTSDO - SNOMED Clinical Terms (SNOMED CT)
Implementation Guideline: A health record system must use SNOMED CT as the primary internal encoding system for all clinically relevant, including dental, nursing, substance/drugs related information. IHTSDO SNOMED CT code shall also be used while communicating clinical information to other health record systems. SNOMED CT concept codes (as pre-coordinated or as post-coordinated expressions) are to be used for all hierarchies covered under the standard unless otherwise provided in this document. It shall also be the coding system that must be used internally in other information storage and communication standards such as openEHR archetypes, HL7, DICOM, etc. IHTSDO releases SNOMED CT twice annually.
B. Test, Measurement and Observation Codes: Regenstrief Institute - Logical Observation Identifiers Names and Codes (LOINC)
Implementation Guideline: LOINC coding is to be used for processing results and reports with Laboratory and Imaging Information Systems. N.B.: SNOMED CT to LOINC coding interchange map is available from IHTSDO and Regenstrief Institute.
C. Classification Codes: WHO Family of International Classifications (WHO-FIC) a. WHO ICD-10: International Classification of Diseases (ICD) and its derivative classifications
b. WHO ICF: International Classification of Functioning, Disability and Health (ICF)
c. International Classification of Health Interventions (ICHI)
d. International Classification of Diseases for Oncology (ICD-O)
Implementation Guideline: WHO FIC codes are primarily used for aggregated information and statistical/epidemiological analysis for public health purposes derived from health records that contain patient care related information as well as information that is crucial for management, health financing and general health system administration. While SNOMED CT is to be used by health record systems for terminology, generated classification-based reports may require the use of WHO FIC codes. Classification based reporting, for statistical or regulatory purposes, may continue to use WHO FIC codes as mandated by the health regulatory, intelligence, and various research bodies. N.B.: SNOMED CT to ICD-10 coding interchange map is available from IHTSDO and WHO.
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8.3.5 Data Standards for Image, Multimedia, Waveform, Document A health record system stores data records and files of various types in support of clinical functions. These data elements serve the purpose of documentary records of various diagnostic and prescriptive data or information generated. Therefore, a health record system must conform to the following standards for such data:
A. NEMA Digital Imaging and Communications in Medicine (DICOM) PS3.0-2015
Implementation Guideline: NEMA DICOM PS3.0-2015 is a comprehensive standard for handling and managing image (series or single), waveforms (such as those in ECG/EEG), audio (such as those in digital-stethoscope) and video (such as those in endoscope, ultrasound, etc.) data in medicine. A health record implementation is required to implement relevant DICOM Information Object Definitions (IODs) for supported data types in Part-10 compliant files. Where required and relevant, other features of standard such as services, display, print, and workflow may be implemented.
B. Scanned or Captured Records: a. Image: JPEG lossy (or lossless) with size and resolution not less than 1024px x 768px at 300dpi
b. Audio/Video: ISO/IEC 14496 - Coding of Audio-Visual Objects
c. Scanned Documents: ISO 19005-2 Document Management - Electronic Document File Format for Long-Term Preservation - Part 2: Use of ISO 32000-1 (PDF/A-2) (ref: Best Practices and Guidelines for Production of Preservable e-Records Ver1.0 from MeitY, Govt. of India)
Implementation Guideline: The above-mentioned standards are to be used for documentary data (scan for prescription, summaries, etc.) and data captured through traditionally non-DICOM compliant sources like picto-micrographs, pathological photographs, photographs of intramural and extramural lesions, etc. All data formats that can be converted into relevant DICOM format should be, as relevant, converted and communicated as secondary captured DICOM format. It may be noted that while no maximum image resolution has been prescribed, a sufficiently acceptable limit may be used to avoid unnecessarily large file that do not aid in correspondingly better interpretation or analysis.
8.3.6 Data Exchange Standards A health record system has to operate in a larger ecosystem of other components with which it must share or communicate data in order to capture and provide as comprehensible medical information as is practical. A health record system must therefore conform to the following standards:
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A. Event/Message Exchange: ANSI/HL7 V2.8.2-2015 HL7 Standard Version 2.8.2 - An Application Protocol for Electronic Data Exchange in Healthcare Environments
B. Summary Records Exchange: ASTM/HL7 CCD Release 1 (basis standard ISO/HL7 27932:2009)
C. EHR Archetypes: ISO 13606-5:2010 Health informatics - Electronic Health Record Communication - Part 5: Interface Specification [Also, refer to openEHR Service Model specification]
D. Imaging/Waveform Exchange: NEMA DICOM PS3.0-2015 (using DIMSE services& Part-10 media/files)
Implementation Guideline: Implementation of exchange standards is expected to be at least for the scope of data captured or retained by the health record system. To explain further, full implementation of ANSI/HL7 V2.8.2 for each event and message is not required in health record systems but minimum implementation supporting the types of events and messages relevant to the system is required. Similarly, implementation/support of DICOM DIMSE C-Store and/or C-FIND/C-GET service is expected for IODs supported by health record system whereas implementation of WADO could be optional.
8.3.7 Other standards relevant to care systems Healthcare record systems need to co-exist within a larger ecosystem with various other systems. It is important for all systems within a healthcare setup to adhere to relevant standards. While standards related to such systems are not within the scope of this document, as a general rule, standards created or ratified by following Standard Development Organizations (SDOs) should be used:
A. Bureau of Indian Standards and its MHD-17 Committee
B. ISO TC 215 set of standards
C. IEEE/NEMA/CE standards for physical systems and interfaces Implementation Guideline: To help the implementers, an indicative list of such standards is provided in the “Standards at a Glance” section above. Wherever applicable, BIS-approved standards shall be preferred for implementation.
8.3.8 Discharge/Treatment Summary Format Implementers must ensure that the logical information model includes data elements to satisfy requirements of the format for Medical Records as specified by Appendix-3 of Medical Council of India
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(MCI) Code of Ethics Regulation 2002 (amended up to Feb-2016). The printed reports should meet MCI prescribed formats whenever any discharge or treatment summary is prepared.
8.3.9 e-Prescription Pharmacy Council of India (PCI) has, in its recent regulation (Pharmacy Practice Regulations, 2015 Notification No. 14-148/ 2012- PCI), provided the definition of the term under Section 2(j) that the term ‘Prescription’ includes the term ‘electronic direction’. Implementers must therefore ensure that the logical information model includes data elements to satisfy requirements of the format for Medical Prescription as specified by the Pharmacy Council of India. The printed prescription will need to be in the PCI prescribed format whenever any medical prescription meant for drug dispensing is prepared. For the purpose of e-Prescription, implementers must ensure that the electronic version is digitally signed by a registered medical practitioner, and its non-repudiation is ensured at all times. The pharmacists shall be able to print a copy of e-Prescription in the required format along with other relevant digital authentication details.
8.3.10 Personal Care and Medical Devices Interfacing Where not covered under relevant data exchange standards, it is recommended that IEEE 11073 health informatics standards and related ISO standards for medical devices be followed as appropriate whenever any personal care/medical device is interfaced with the EMR system for the purpose of clinical data exchange, retrieval, storage, etc
8.3.11 Principles of Data Change The data once entered into a health record system must become immutable. The healthcare provider may have the option to re-insert/append any record in relation to the medical care of the patient as necessary with a complete audit trail of such change maintained by the system. Alteration of the previously saved data is not permitted. No update or update like command shall be accessible to user or administrator to store a medical record or part thereof. Any record requiring revision should create a new medical record containing the changed/appended/modified data of earlier record. This record shall then be stored and marked as ACTIVE while rendering the previous version(s) of the same record being marked INACTIVE. The data will thus in essence become immutable. A strict audit trail shall be maintained of all activities at all times that may be reviewed by an appropriate authority like auditor, legal representatives of the patient, the patient, healthcare provider, privacy officer, court appointed/authorized person, etc. as deemed necessary.
As-Is Principal:
The data captured through the devices is usually in a certain format whereas the data provided by the doctor as file may be in some different format. These data provided / included in the system are to be
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It effectively means that the system is not allowed to make any changes either to the data or its format or its nature at any point other than the creation time for any reason. However, if it is required that the data needs to be altered either to carry some additional information at some later point, like annotation on images, or correction of errors of omission or commission, etc., it must be done on a copy of the original data, keeping the original data intact, and marking the updated version as active while marking the previous version inactive. The modified data will then become part of the EHR/EMR.
Informed Format Change:
Whenever, the data, its format or its nature needs to be changed within the system, it must be done with the explicit consent of the doctor / technician / person that is entering or managing the data. This explicit consent can also be taken from a set of preferences already set by the user or the administrator /root of the system. In such preference-based consent, there is no need to prompt the user for permission at each insertion point.
Also, in case the system is set to change format or nature of data automatically by setting of preferences, it must be made sure that the rule of conversion is declared in the Standard Operating Procedure (SOP) of site/application.
8.4 Guidelines
8.4.1 Hardware a) The IT hardware used should meet (and preferably be better than) the optimal requirements specified by the software (to be) used. b) The medical and IT hardware used must meet the relevant applicable specifications from BIS, NEMA, IEEE, ISO, CE, RoHS, EnergyStar, apart from Medical and IT standards for the equipment.
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c) A backup or data preservation mechanism should be put in place. Data capacity should be planned to meet the storage requirement as per the mandated rules/laws. d) System redundancy at various levels (disk, power, network, etc.) should be planned to meet the organizational system availability requirement. e) Network and data security should be planned, implemented, and periodically audited. Please see section on Security and Privacy for the various requirements and functions that need to be supported and implemented. f) Hardware should be checked periodically for correctness and completeness of operation expected from them. An appropriate maintenance cycle should be planned and rigorously followed. g) Planned and expected Capacity and Quality requirement of the organization should be met by the hardware used. Periodic updates and upgrades should be carried out to meet these requirements.
8.4.2 Networking & Connectivity a) Should be able to harness any telecommunications-related connectivity like the Internet, LAN, WAN, WAP, CDMA, GSM or even Cloud Computing that will permit the various EMRs of an individual to be integrated into a single lifelong electronic health record b) As far as is practical and affordable, the connectivity medium chosen should be reliable and fast enough to sustain a secure data exchange for the period expected for transaction of records and data. The speed of the connectivity medium should be chosen from among available options so as to provide an acceptable user experience and not cause software/system fault due to delays/noise/failure. c) Should be able to ensure that data exchange is performed in a secure manner to ensure data validity and non-repudiability d) The data exchange must further ensure that data integrity is maintained at all times
8.4.3 Software Standards The software for capturing, storing, retrieving, viewing, and analysing care records should:
a) Conform to the specified standards b) Satisfy specified requirements c) Be Interoperable, especially in terms of syntax and semantics of the information being exchanged d) Should be able to ensure user authentication and authorization e) Should be able to support privacy, secrecy and audit trail f) Possess advanced search, merge, and demerge functionality to ensure that duplicates are robustly resolved g) Should be able to support conception-to-current/most recent medical records of a person (as relevant to scope of application) h) Should be able to support digital archiving and retrieval of medical records after the death of a person for the total duration as specified by Government of India from time to time i) Should be able to construct a medical/clinical summary based on available records from the very first visit to current/most recent j) Preferably be able to support rapid data capture-storage-retrieval-display of data
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8.4.4 Health Record in Mobile Devices As people become more mobile and travel becomes more accessible, patients will increasingly expect the healthcare record system to provide essential health information over mobile devices, which will give their treating clinician basic information like, medical condition, drug/allergy information etc. Demographics, insurance info, medications, allergy and alerts, and vital signs are some of the records that are recommended to be provided in at least read-only manner and to the extent relevant for emergency care and quick reference. It is also possible that certain clinical (BP, temperature, glucose count) and lifestyle (steps walked, distance run, sleep duration and quality) related information will additionally be provided by the patient thereby providing vital clues and information on the overall wellbeing of patient.
In the specific regard of design and usability of such applications, “Framework for Mobile Governance 2012” of DeitY, Ministry of Communication & Information Technology, Government of India shall be applicable.
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8.5 Data Ownership of Health Records
8.5.1 The Ethical, Legal, Social Issues (ELSI) Guidelines For the purposes of these recommendations, the term “privacy” shall mean that only those person or person(s) including organizations duly authorized by the patient may view the recorded data or part thereof. The term “security” shall mean that all recorded personally identifiable data will at all times be protected from any unauthorized access, particularly during transport (e.g. from healthcare provider to provider, healthcare provider to patient, etc.). The term “trust” shall mean that person, persons or organizations (doctors, hospitals, and patients) are those who they claim they are.
The following approaches are to be adopted wherever applicable to address the aspects that the terms mentioned above refer to:
a. Privacy would refer to authorization by the owner of the data (the patient) b. Security would have as components both public and private key encryption; the encryption techniques used in transit and at rest need to be through different methodologies. c. Trust would be accepted whenever a trusted third party confirms identity
8.5.2 Protected Health Information Protected Health Information (PHI) would refer to any individually identifiable information whether oral or recorded in any form or medium that (1) is created, or received by a stakeholder; and (2) relates to past, present, or future physical or mental health conditions of an individual; the provision of health care to the individual; or past, present, or future payment for health care to an individual.
Electronic Protected Health Information (ePHI) would refer to any protected health information (PHI) that is created, stored, transmitted, or received electronically. Electronic protected health information includes any medium used to store, transmit, or receive PHI electronically.
As per the Information Technology Act 2000, Data Privacy Rules, refers to ‘sensitive personal data or information’ (SPI) as the subject of protection, but also refers, with respect to certain obligations, to ‘personal information’ (PI). Sensitive personal information is defined as a subset of personal information. Followings are Sensitive personal information that relates to:
a. Passwords
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b. Financial information such as bank account or credit card or debit card or other payment instrument details c. Physical, psychological and mental health condition d. Sexual orientation e. Medical records and history f. Biometric information g. Any detail relating to (a) – (f) above received by the body corporate for provision of services h. Any information relating to (a) – (g) that is received, stored or processed by the body corporate under a lawful contract or otherwise
8.5.3 Data Ownership a. The physical or electronic records, which are generated by the healthcare provider, are held in trust by them on behalf of the patient b. The contained data in record which are the protected health information of the patient is owned by the patient himself/herself. c. The medium of storage or transmission of such electronic medical record will be owned by the healthcare provider. d. The “sensitive personal information (SPI) and personal information (PI)” of the patient is owned by the patient herself. Refer to IT Act 2000 for the definition of SPI and PI.
8.5.4 Data Access and Confidentiality a. Regulations are to be enforced to ensure confidentiality of the recorded patient/medical data and the patient should have a control over this. b. Patients will have the sufficient privileges to inspect and view their medical records without any time limit. Patient’s privileges to amend data shall be limited to correction of errors in the recorded patient/medical details. This shall need to be performed through a recorded request made to the healthcare provider within a period of 30 days from the date of discharge in all inpatient care settings or 30 days from the date of clinical encounter in outpatient care settings. An audit of all such changes shall be strictly maintained. Both the request and audit trail records shall be maintained within the system. c. Patients will have the privileges to restrict access to and disclosure of individually identifiable health information and need to provide explicit consent, which will be audited, to allow access and/or disclosures. d. All recorded data will be available to care providers on an ‘as required on demand’ basis
8.5.5 Disclosure of Protected/Sensitive Information a. For use in treatment, payments and other healthcare operations: In all such cases, a general consent must be taken from the patient or next of kin, etc. as defined by the MCI b. Fair use for non-routine and most non- health care purposes: A specific consent must be taken from the patient; format as defined by MCI. c. For certain specified national priority activities, including notifiable/communicable diseases, the health information may be disclosed to appropriate authority as mandated by law without the patient's prior authorization d. Instances where use and disclosure without individual authorization will be possible are as follows:
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a. Complete record with all identifiers in an “as-is” state, on production of court order b. Totally anonymized data, where the anonymization process involves the complete removal of all information that allows the identification of the patient. (List of such personally identifiable information is provided below)
8.5.6 Responsibilities of a Healthcare Provider a. Protect and secure the stored health information, as per the guidelines specified in this document b. While providing patient information, remove patient identifying information (as provided in the list below), if it is not necessary to be provided c. Will ensure that there are appropriate means of informing the patient of policies relating to her/his rights to health record privacy d. Document all its privacy policies and ensure that they are implemented and followed. This will include: a. Develop internal privacy policies b. Ensure implementation of privacy policies, audit and quality assurance c. Provide privacy training to all its staff
8.5.7 Privileges of Patient or Personal Representative Patient will have the privilege to carry out the activities detailed below, personally, or through their appointed representative.
a. Patients can demand from a healthcare provider a copy of their medical records held by that healthcare provider, which should be provided within 30 days of receipt of communication of request. b. Patients can demand from a healthcare provider that stores/maintains his/her medical records, to withhold, temporarily or permanently, specific information that he/she does not want disclosed to other organizations or individuals. c. Patient can demand information from a healthcare provider on the details of disclosures performed on the patient’s medical records for any reason whatsoever. When demanded, following details are to be provided for each instance of disclosure: a. Date of the disclosure b. Name and address of the entity or person who received the information c. Brief description of the medical information disclosed d. Brief summary of the purpose of the disclosure
8.5.8 Denial of Information Healthcare provider will be able to deny information to a patient or representative or third party, in contravention of normal regulations, if in the opinion of a licensed healthcare professional the release of information would endanger the life or safety of the patients and others. This will include but not be limited to as follows:
a. Information obtained from an anonymous source under a promise of confidentiality. b. Psychotherapy notes.
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c. Information compiled for civil, criminal or administrative action
8.5.9 Electronic Medical Records Preservation Preservation of medical records assume significant importance in view of the fact that an electronic health record of a person is an aggregation of all electronic medical records of the person from the very first entry to the most recent one. Hence, all records must compulsorily be preserved and not destroyed during the life-time of the person, ever.
Upon the demise of the patient where there are no court cases pending, the records can be removed from active status and turned to inactive status. HSPs are free to decide when to make a record inactive, however, it is preferable to follow the “three (3) year rule” where all records of a deceased are made inactive three (3) years after death.
It is however preferred, and the HSPs are strongly encouraged to ensure, that the records are never be destroyed or removed permanently. The health of the blood relatives and natural descendants of the person can be strongly influenced by the health of the person and on-demand access to these may prove to be hugely useful in the maintenance of the health of the relations.
Furthermore, analysis of health data of all persons is expected to greatly benefit in the understanding of health, disease processes and the amelioration thereof.
With rapid decline in costs of data archiving coupled with the ability to store increasing amounts of data that may be readily accessible, continued maintenance of such data is not expected to lead to any major impact on the overall system maintenance and use.
8.5.10 Patient Identifying Information Data are "individually identifiable" if they include any of the under mentioned identifiers for an individual or for the individual's employer or family member, or if the provider or researcher is aware that the information could be used, either alone or in combination with other information, to identify an individual. These identifiers are as follows:
• Name
• Address (all geographic subdivisions smaller than street address, and PIN code)
• All elements (except years) of dates related to an individual (including date of birth, date of death, etc.)
• Telephone, cell (mobile) phone and/or Fax numbers
• Email address
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• Bank Account and/or Credit Card Number
• Medical record number
• Health plan beneficiary number
• Certificate/license number
• Any vehicle or other any other device identifier or serial numbers
• PAN number
• Passport number
• AADHAAR card
• Voter ID card
• Fingerprints/Biometrics
• Voice recordings that are non-clinical in nature
• Photographic images and that possibly can individually identify the person
• Any other unique identifying number, characteristic, or code
8.5.11 Applicable Legislation The existing Indian laws including IT Act 2000 and their amendments from time to time would prevail.
(http://deity.gov.in/content/information-technology-act-2000) .
8.6 Data Privacy and Security
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8.6.1 Security of Electronic Health Information The Privacy Standards and the Security Standards are necessarily linked. Any health record system requires safeguards to ensure that the data is available when needed and that the information is not used, disclosed, accessed, altered, or deleted inappropriately while being stored or retrieved or transmitted. The Security Standards work together with the Privacy Standards to establish appropriate controls and protections. Health sector entities that are required to comply with the Privacy Standards must also comply with the Security Standards.
Organizations must consider several factors when adopting security measures. How a healthcare provider satisfies the security requirements and which technology it decides to use are business decisions left to the individual organizations. In deciding what security measures to adopt, an organization must consider its size, complexity, and capabilities; it’s technical infrastructure, hardware, and software security capabilities; the cost of particular security measures; and the probability and degree of the potential risks to the ePHI it stores, retrieves and transmits.
8.6.2 Purpose of the Security Standards The security standards require healthcare providers to implement reasonable and appropriate administrative, physical, and technical safeguards to:
a. ensure the confidentiality, integrity, and availability of all the e-PHI they create, transmit, receive, or maintain b. protect against reasonably anticipated threats or hazards to the security or integrity of their e- PHI c. protect against uses or disclosures of the e-PHI that are not required or permitted under the Privacy Standards d. ensure their workforce will comply with their security policies and procedures
8.6.3 Security Technical Standards To protect the ePHI handles by a healthcare provider, the provider must implement technical safeguards as part of its security plan. Technical safeguards refer to using technology to protect ePHI by controlling access to it. Therefore, they must address the following standards, focusing on the functionalities thereof. It is worth noting that they will need to use an EHR/EMR solution that is able to successfully and robustly demonstrate the possession and working of these functionalities.
The basic requirements for security and privacy are provided in following standard:
A. ISO/TS 14441:2013 Health Informatics – Security & Privacy Requirements of EHR Systems for Use in Conformity Assessment
Authentication
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A. Locally within the system the fact that a person or entity seeking access to electronic health information is indeed the one as claimed and is also authorized to access such information must be verifiable. B. Across the network, however extensive it might be, the fact that a person or entity seeking access to electronic health information across a network is the one claimed and is authorized to access such information in accordance with the standard specified in this document must be verifiable. Automatic log-off: An electronic session after a predetermined time of inactivity must be forcibly terminated. To log in back, the user will have to initiate a new log in session. However, for the sake of ergonomics, it is recommended that the unsaved state of the system at the time of automatic log-off be saved and presented back to the user for further action. This should be a user-specific feature.
The advisory standard for overall information security management in health is:
B. ISO 27799 Health informatics - Information Security Management in Health using ISO/IEC 27002
Implementation Guideline: The ISO 27799 is provided as a basic advisory standard for security management. Other security management and standard / practices / guidelines given by Law (such as IT Act 2000 and amendments) or regulatory / statutory / certification bodies (such as National Accreditation Board for Hospitals & Healthcare Providers (NABH)) should be taken in consideration when designing and/or implementing health record system.
Access control: The solution must assign a unique name and/or number for identifying and tracking user identity and establish controls that permit only authorized users to access electronic health information. In cases of emergency where access controls need to be suspended in order to save a life, authorized users (who are authorized for emergency situations) will be permitted to have unfettered access electronic health information for the duration of the emergency with the access remaining in force during the validity of the emergency situation.
Access Privileges: Ideally only clinical care providers should have access rights to a person’s clinical records. However, different institutional care providers have widely varying access privileges specified that are institution-specific. No country-wide standards can be specified for this at least at this point in time.
For privilege management and access control, following standards may be used:
C. ISO 22600:2014 Health informatics - Privilege Management and Access Control (Part 1 through 3) Implementation Guideline: The ISO 22600 set of standards is provided as an advisory standard for policy-based access control. For the purpose of privilege management, rule / policy-based access is expected to give better control and flexibility in defining and enforcing access control. Access control mechanisms such as Role Based, Policy Based, or singular user (applicable in case of mobile based PHR) are acceptable as long as conformant to applicable data security law(s) and rules as well as policy of the organization where implemented.
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Audit log:
A. All actions related to electronic health information in accordance with the standard specified in this document including viewing should be recorded. B. All actions based on user-defined events must be recorded. C. All or a specified set of recorded audit information, upon request or at a set period of time, must be electronically displayed or printed for user/administrative review. D. All actions related to electronic health information must be recorded with the date, time, record identification, and user identification whenever any electronic health information is created, modified (non-clinical data only), deleted (stale and non-clinical data only), or printed; and an indication of which action(s) took place must also be recorded. E. A cross-enterprise secure transaction that contains sufficient identity information such that the receiver can make access control decisions and produce detailed and accurate security audit trails should be preferably used within the system.
The advisory standard for audit trail / log in health record system is:
D. ISO 27789:2013 Health informatics - Audit Trails for Electronic Health Records
Integrity:
A. During data transit the fact that the electronic health information has not been altered in transit in accordance with the standard specified in this document must be verifiable. B. Detection of events – all alterations and deletions of electronic health information and audit logs, in accordance with the standard specified in this document must be detected. C. Appropriate verification that electronic health information has not been altered in transit shall be possible at any point in time. A secure hashing algorithm must be used to verify that electronic health information has not been altered in transit and it is recommended that the Secure Hash Algorithm (SHA) used must be SHA-256 or higher. Encryption:
A. Generally, all electronic health information must be encrypted and decrypted as necessary according to organization defined preferences in accordance with the best available encryption key strength (minimum 256-bits key). B. During data exchange all electronic health information must be suitably encrypted and decrypted when exchanged in accordance with an encrypted and integrity protected link. C. Secure Transmission standards and mechanisms must be used to allow access to health information as well as transmit data from one application / site to another. For this purpose, HTTPS, SSL v3.0, and TLS v1.2 standards should be used. Please refer to relevant IETF, IEEE, ISO, and FIPS standards for same.
Digital Certificates:
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Use of Digital Certificates for identification and digital signing is recommended in health record system. Health record system must use following standard where digital certificates are used:
E. ISO 17090 Health informatics - Public Key Infrastructure (Part 1 through 5)
8.6.4 Administrative Safeguards Standards The Administrative Safeguards require healthcare providers to develop and implement a security management process that includes policies and procedures that address the full range of their security vulnerabilities. Being administrative in nature, these need to be internally designed and developed as standard operating procedure (SOP) that must be published for all users to see and adhere to. Conformance to adherence may be delegated to the Privacy Officer detailed in the Data Ownership chapter above. To comply with the Administrative Safeguards, a healthcare provider must implement the following standards.
a) The security management process standard, to prevent security violations;
b) Assigned security responsibility, to identify a security officer;
c) Workforce security, to determine e-PHI user access privileges;
d) Information access management, to authorize access to e-PHI;
e) Security awareness training, to train staff members in security awareness;
f) Security incident procedures, to handle security incidents;
g) Contingency plan, to protect e-PHI during an unexpected event; and
h) Evaluation, to evaluate an organization's security safeguards.
8.6.5 Physical Safeguards Standards Physical safeguards are security measures to protect a healthcare provider’s electronic information systems, related equipment, and the buildings housing the systems from natural and environmental hazards, and unauthorized intrusion. Healthcare providers must fulfil the following standards. However, since most of the implementation specifications in this category are addressable, healthcare providers have the flexibility in determining how to comply with the requirements as long as these are internally designed and developed as per the relevant SOP and published for all users to see and adhere to. Conformance to adherence may be delegated to the Privacy Officer detailed in the Data Ownership chapter above.
The required physical standards are:
a) The facility access control standard, to limit actual physical access to electronic information systems and the facilities where they're located;
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b) The workstation use standard, to control the physical attributes of a specific workstation or group of workstations, to maximize security;
c) The workstation security standard, to implement physical safeguards to deter the unauthorized access of a workstation; and
d) The device and media controls standard, to control the movement of any electronic media containing ePHI from, to or within the facility.
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Section VIII - General Conditions of Contract Table of Clauses
A. Contract and Interpretation ...... 291 1. Definitions ...... 291 2. Contract Documents ...... 298 3. Interpretation ...... 298 4. Notices ...... 301 5. Governing Law ...... 302 6. Fraud and Corruption ...... 302 B. Subject Matter of Contract ...... 302 7. Scope of the System ...... 302 8. Time for Commencement and Operational Acceptance ...... 303 9. Supplier’s Responsibilities ...... 303 10. Purchaser’s Responsibilities ...... 305 C. Payment ...... 307 11. Contract Price ...... 307 12. Terms of Payment ...... 307 13. Securities ...... 308 14. Taxes and Duties ...... 309 D. Intellectual Property...... 310 15. Copyright ...... 310 16. Software License Agreements ...... 311 17. Confidential Information ...... 313 E. Supply, Installation, Testing, Commissioning, and Acceptance of the System ...... 314 18. Representatives ...... 314 19. Project Plan ...... 316 20. Subcontracting ...... 317 21. Design and Engineering ...... 318 22. Procurement, Delivery, and Transport ...... 321 23. Product Upgrades ...... 323 24. Implementation, Installation, and Other Services ...... 324 25. Inspections and Tests ...... 325 26. Installation of the System ...... 325 27. Commissioning and Operational Acceptance ...... 326 F. Guarantees and Liabilities ...... 330 28. Operational Acceptance Time Guarantee ...... 330 29. Defect Liability ...... 331 30. Functional Guarantees ...... 334
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31. Intellectual Property Rights Warranty ...... 334 32. Intellectual Property Rights Indemnity ...... 335 33. Limitation of Liability ...... 337 G. Risk Distribution ...... 33834.Transfer of Ownership ...... 338 35. Care of the System ...... 338 36. Loss of or Damage to Property; Accident or Injury to Workers; Indemnification . 340 37. Insurances ...... 341 38. Force Majeure ...... 343 H. Change in Contract Elements ...... 345 39. Changes to the System...... 345 40. Extension of Time for Achieving Operational Acceptance ...... 350 41. Termination ...... 350 42. Assignment...... 357 I. Settlement of Disputes ...... 357 43. Settlement of Disputes ...... 357
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General Conditions of Contract
A. CONTRACT AND INTERPRETATION
1. Definitions 1.1 In this Contract, the following terms shall be interpreted as indicated below.
(a) contract elements
(i) “Contract” means the Contract Agreement entered into between the Purchaser and the Supplier, together with the Contract Documents referred to therein. The Contract Agreement and the Contract Documents shall constitute the Contract, and the term “the Contract” shall in all such documents be construed accordingly.
(ii) “Contract Documents” means the documents specified in Article 1.1 (Contract Documents) of the Contract Agreement (including any amendments to these Documents).
(iii) “Contract Agreement” means the agreement entered into between the Purchaser and the Supplier using the form of Contract Agreement contained in the Sample Contractual Forms Section of the bidding documents and any modifications to this form agreed to by the Purchaser and the Supplier. The date of the Contract Agreement shall be recorded in the signed form.
(iv) “GCC” means the General Conditions of Contract.
(v) “SCC” means the Special Conditions of Contract.
(vi) “Technical Requirements” means the Technical Requirements in Section VII of the bidding documents.
(vii) “Implementation Schedule” means the Implementation Schedule in Section VII of the bidding documents.
viii) “Contract Price” means the price or prices defined in Article 2 (Contract Price and Terms of Payment) of
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the Contract Agreement.
(ix) “Procurement Regulations” refers to the edition specified in the SCC of the World Bank “ProcurementRegulations for IPF Borrowers”.
(x) “bidding documents” refers to the collection of documents issued by the Purchaser to instruct and inform potential suppliers of the processes for bidding, selection of the winning bid, and Contract formation, as well as the contractual conditions governing the relationship between the Purchaser and the Supplier. The General and Special Conditions of Contract, the Technical Requirements, and all other documents included in the bidding documents reflect the Procurement Regulations that the Purchaser is obligated to follow during procurement and administration of this Contract.
(b) entities
(i) “Purchaser” means the entity purchasing the Information System, as specified in the SCC.
(ii) “Project Manager” means the person named as such in the SCC or otherwise appointed by the Purchaser in the manner provided in GCC Clause 18.1 (Project Manager) to perform the duties delegated by the Purchaser.
(iii) “Supplier” means the firm or Joint Venture whose bid to perform the Contract has been accepted by the Purchaser and is named as such in the Contract Agreement.
(iv) “Supplier’s Representative” means any person nominated by the Supplier and named as such in the Contract Agreement or otherwise approved by the Purchaser in the manner provided in GCC Clause 18.2 (Supplier’s Representative) to perform the duties delegated by the Supplier.
(v) “Subcontractor” means any firm to whom any of the obligations of the Supplier, including preparation of any design or supply of any Information Technologies or other Goods or Services, is subcontracted directly or indirectly by the Supplier.
(vi) “Adjudicator” means the person named in Appendix
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2 of the Contract Agreement, appointed by agreement between the Purchaser and the Supplier to make a decision on or to settle any dispute between the Purchaser and the Supplier referred to him or her by the parties, pursuant to GCC Clause 43.1 (Adjudication).
(vii) “The World Bank” (also called “The Bank”) means the International Bank for Reconstruction and Development (IBRD) or the International Development Association (IDA).
(c) scope
(i) “Information System,” also called “the System,” means all the Information Technologies, Materials, and other Goods to be supplied, installed, integrated, and made operational (exclusive of the Supplier’s Equipment), together with the Services to be carried out by the Supplier under the Contract.
(ii) “Subsystem” means any subset of the System identified as such in the Contract that may be supplied, installed, tested, and commissioned individually before Commissioning of the entire System.
(iii) “Information Technologies” means all information processing and communications-related hardware, Software, supplies, and consumable items that the Supplier is required to supply and install under the Contract.
(iv) “Goods” means all equipment, machinery, furnishings, Materials, and other tangible items that the Supplier is required to supply or supply and install under the Contract, including, without limitation, the Information Technologies and Materials, but excluding the Supplier’s Equipment.
(v) “Services” means all technical, logistical, management, and any other Services to be provided by the Supplier under the Contract to supply, install, customize, integrate, and make operational the System. Such Services may include, but are not restricted to, activity management and quality assurance, design, development, customization, documentation, transportation, insurance, inspection, expediting, site preparation, installation,
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integration, training, data migration, Pre- commissioning, Commissioning, maintenance, and technical support.
(vi) “The Project Plan” means the document to be developed by the Supplier and approved by the Purchaser, pursuant to GCC Clause 19, based on the requirements of the Contract and the Preliminary Project Plan included in the Supplier’s bid. The “Agreed Project Plan” is the version of the Project Plan approved by the Purchaser, in accordance with GCC Clause 19.2. Should the Project Plan conflict with the Contract in any way, the relevant provisions of the Contract, including any amendments, shall prevail.
(vii) “Software” means that part of the System which are instructions that cause information processing Subsystems to perform in a specific manner or execute specific operations.
(viii) “System Software” means Software that provides the operating and management instructions for the underlying hardware and other components and is identified as such in Appendix 4 of the Contract Agreement and such other Software as the parties may agree in writing to be Systems Software. Such System Software includes, but is not restricted to, micro-code embedded in hardware (i.e., “firmware”), operating systems, communications, system and network management, and utility software.
(ix) “General-Purpose Software” means Software that supports general-purpose office and software development activities and is identified as such in Appendix 4 of the Contract Agreement and such other Software as the parties may agree in writing to be General- Purpose Software. Such General- Purpose Software may include, but is not restricted to, word processing, spreadsheet, generic database management, and application development software.
(x) “Application Software” means Software formulated to perform specific business or technical functions and interface with the business or technical users of the System and is identified as such in Appendix 4 of the Contract Agreement and such other Software
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as the parties may agree in writing to be Application Software.
(xi) “Standard Software” means Software identified as such in Appendix 4 of the Contract Agreement and such other Software as the parties may agree in writing to be Standard Software.
(xii) “Custom Software” means Software identified as such in Appendix 4 of the Contract Agreement and such other Software as the parties may agree in writing to be Custom Software.
(xiii) “Source Code” means the database structures, dictionaries, definitions, program source files, and any other symbolic representations necessary for the compilation, execution, and subsequent maintenance of the Software (typically, but not exclusively, required for Custom Software).
(xiv) “Materials” means all documentation in printed or printable form and all instructional and informational aides in any form (including audio, video, and text) and on any medium, provided to the Purchaser under the Contract.
(xv) “Standard Materials” means all Materials not specified as Custom Materials.
(xvi) “Custom Materials” means Materials developed by the Supplier at the Purchaser’s expense under the Contract and identified as such in Appendix 5 of the Contract Agreement and such other Materials as the parties may agree in writing to be Custom Materials. Custom Materials includes Materials created from Standard Materials.
(xvii) “Intellectual Property Rights” means any and all copyright, moral rights, trademark, patent, and other intellectual and proprietary rights, title and interests worldwide, whether vested, contingent, or future, including without limitation all economic rights and all exclusive rights to reproduce, fix, adapt, modify, translate, create derivative works from, extract or re-utilize data from, manufacture, introduce into circulation, publish, distribute, sell, license, sublicense, transfer, rent, lease, transmit or provide access electronically, broadcast, display, enter into computer memory, or otherwise use any
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portion or copy, in whole or in part, in any form, directly or indirectly, or to authorize or assign others to do so.
(xviii) “Supplier’s Equipment” means all equipment, tools, apparatus, or things of every kind required in or for installation, completion and maintenance of the System that are to be provided by the Supplier, but excluding the Information Technologies, or other items forming part of the System.
(d) activities
(i) “Delivery” means the transfer of the Goods from the Supplier to the Purchaser in accordance with the current edition Incoterms specified in the Contract.
(ii) “Installation” means that the System or a Subsystem as specified in the Contract is ready for Commissioning as provided in GCC Clause 26 (Installation).
(iii) “Pre-commissioning” means the testing, checking, and any other required activity that may be specified in the Technical Requirements that are to be carried out by the Supplier in preparation for Commissioning of the System as provided in GCC Clause 26 (Installation).
(iv) “Commissioning” means operation of the System or any Subsystem by the Supplier following Installation, which operation is to be carried out by the Supplier as provided in GCC Clause 27.1 (Commissioning), for the purpose of carrying out Operational Acceptance Test(s).
(v) “Operational Acceptance Tests” means the tests specified in the Technical Requirements and Agreed Project Plan to be carried out to ascertain whether the System, or a specified Subsystem, is able to attain the functional and performance requirements specified in the Technical Requirements and Agreed Project Plan, in accordance with the provisions of GCC Clause 27.2 (Operational Acceptance Test).
(vi) “Operational Acceptance” means the acceptance by the Purchaser of the System (or any Subsystem(s) where the Contract provides for acceptance of the System in parts), in accordance with GCC Clause 27.3
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(Operational Acceptance).
(e) place and time
(i) “Purchaser’s Country” is the country named in the SCC.
(ii) “Supplier’s Country” is the country in which the Supplier is legally organized, as named in the Contract Agreement.
(iii) Unless otherwise specified in the SCC “Project Site(s)” means the place(s) in the Site Table in the Technical Requirements Section for the supply and installation of the System.
(iv) “Eligible Country” means the countries and territories eligible for participation in procurements financed by the World Bank as defined in the Procurement Regulations.
(v) “Day” means calendar day of the Gregorian Calendar.
(vi) “Week” means seven (7) consecutive Days, beginning the day of the week as is customary in the Purchaser’s Country.
(vii) “Month” means calendar month of the Gregorian Calendar.
(viii) “Year” means twelve (12) consecutive Months.
(ix) “Effective Date” means the date of fulfillment of all conditions specified in Article 3 (Effective Date for Determining Time for Achieving Operational Acceptance) of the Contract Agreement, for the purpose of determining the Delivery, Installation, and Operational Acceptance dates for the System or Subsystem(s).
(x) “Contract Period” is the time period during which this Contract governs the relations and obligations of the Purchaser and Supplier in relation to the System, as unless otherwise specified in the SCC, the Contract shall continue in force until the Information System and all the Services have been provided, unless the Contract is terminated earlier in
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accordance with the terms set out in the Contract.
(xi) “Defect Liability Period” (also referred to as the “Warranty Period”) means the period of validity of the warranties given by the Supplier commencing at date of the Operational Acceptance Certificate of the System or Subsystem(s), during which the Supplier is responsible for defects with respect to the System (or the relevant Subsystem[s]) as provided in GCC Clause 29 (Defect Liability).
(xii) “The Coverage Period” means the Days of the Week and the hours of those Days during which maintenance, operational, and/or technical support services (if any) must be available.
(xiii) The Post-Warranty Services Period” means the number of years defined in the SCC (if any), following the expiration of the Warranty Period during which the Supplier may be obligated to provide Software licenses, maintenance, and/or technical support services for the System, either under this Contract or under separate contract(s).
2. Contract 2.1 Subject to Article 1.2 (Order of Precedence) of the Contract Documents Agreement, all documents forming part of the Contract (and all parts of these documents) are intended to be correlative, complementary, and mutually explanatory. The Contract shall be read as a whole.
3. Interpretation 3.1 Governing Language
3.1.1 Unless otherwise specified in the SCC, all Contract Documents and related correspondence exchanged between Purchaser and Supplier shall be written in the language of these bidding documents (English), and the Contract shall be construed and interpreted in accordance with that language.
3.1.2 If any of the Contract Documents or related correspondence are prepared in a language other than the governing language under GCC Clause 3.1.1 above, the translation of such documents into the governing language shall prevail in matters of interpretation. The originating party, with respect to such documents shall bear the costs and risks of such translation.
3.2 Singular and Plural
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The singular shall include the plural and the plural the singular, except where the context otherwise requires.
3.3 Headings
The headings and marginal notes in the GCC are included for ease of reference and shall neither constitute a part of the Contract nor affect its interpretation.
3.4 Persons
Words importing persons or parties shall include firms, corporations, and government entities.
3.5 Incoterms
Unless inconsistent with any provision of the Contract, the meaning of any trade term and the rights and obligations of parties thereunder shall be as prescribed by the Incoterms
Incoterms means international rules for interpreting trade terms published by the International Chamber of Commerce (latest edition), 38 Cours Albert 1er, 75008 Paris, France.
3.6 Entire Agreement
The Contract constitutes the entire agreement between the Purchaser and Supplier with respect to the subject matter of Contract and supersedes all communications, negotiations, and agreements (whether written or oral) of parties with respect to the subject matter of the Contract made prior to the date of Contract.
3.7 Amendment
No amendment or other variation of the Contract shall be effective unless it is in writing, is dated, expressly refers to the Contract, and is signed by a duly authorized representative of each party to the Contract.
3.8 Independent Supplier
The Supplier shall be an independent contractor performing the Contract. The Contract does not create any agency, partnership, joint venture, or other joint relationship between the parties to the Contract.
Subject to the provisions of the Contract, the Supplier shall be solely responsible for the manner in which the Contract is performed. All employees, representatives, or Subcontractors engaged by the Supplier in connection with the performance of
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the Contract shall be under the complete control of the Supplier and shall not be deemed to be employees of the Purchaser, and nothing contained in the Contract or in any subcontract awarded by the Supplier shall be construed to create any contractual relationship between any such employees, representatives, or Subcontractors and the Purchaser.
3.9 Joint Venture
If the Supplier is a Joint Venture of two or more firms, all such firms shall be jointly and severally bound to the Purchaser for the fulfillment of the provisions of the Contract and shall designate one of such firms to act as a leader with authority to bind the Joint Venture. The composition or constitution of the Joint Venture shall not be altered without the prior consent of the Purchaser.
3.10 Nonwaiver
3.10.1 Subject to GCC Clause 3.10.2 below, no relaxation, forbearance, delay, or indulgence by either party in enforcing any of the terms and conditions of the Contract or the granting of time by either party to the other shall prejudice, affect, or restrict the rights of that party under the Contract, nor shall any waiver by either party of any breach of Contract operate as waiver of any subsequent or continuing breach of Contract.
3.10.2 Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing, must be dated and signed by an authorized representative of the party granting such waiver, and must specify the right and the extent to which it is being waived.
3.11 Severability
If any provision or condition of the Contract is prohibited or rendered invalid or unenforceable, such prohibition, invalidity, or unenforceability shall not affect the validity or enforceability of any other provisions and conditions of the Contract.
3.12 Country of Origin
“Origin” means the place where the Information Technologies, Materials, and other Goods for the System were produced or from which the Services are supplied. Goods are produced when, through manufacturing, processing, Software development, or substantial and major assembly or integration of components, a commercially recognized product results that
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is substantially different in basic characteristics or in purpose or utility from its components. The Origin of Goods and Services is distinct from the nationality of the Supplier and may be different.
4. Notices 4.1 Unless otherwise stated in the Contract, all notices to be given under the Contract shall be in writing and shall be sent, pursuant to GCC Clause 4.3 below, by personal delivery, airmail post, special courier, facsimile, electronic mail, or Electronic Data Interchange (EDI), with the following provisions.
4.1.1 Any notice sent by facsimile, electronic mail, or EDI shall be confirmed within two (2) days after dispatch by notice sent by airmail post or special courier, except as otherwise specified in the Contract.
4.1.2 Any notice sent by airmail post or special courier shall be deemed (in the absence of evidence of earlier receipt) to have been delivered ten (10) days after dispatch. In proving the fact of dispatch, it shall be sufficient to show that the envelope containing such notice was properly addressed, stamped, and conveyed to the postal authorities or courier service for transmission by airmail or special courier.
4.1.3 Any notice delivered personally or sent by facsimile, electronic mail, or EDI shall be deemed to have been delivered on the date of its dispatch.
4.1.4 Either party may change its postal, facsimile, electronic mail, or EDI addresses for receipt of such notices by ten (10) days’ notice to the other party in writing.
4.2 Notices shall be deemed to include any approvals, consents, instructions, orders, certificates, information and other communication to be given under the Contract.
4.3 Pursuant to GCC Clause 18, notices from/to the Purchaser are normally given by, or addressed to, the Project Manager, while notices from/to the Supplier are normally given by, or addressed to, the Supplier's Representative, or in its absence its deputy if any. If there is no appointed Project Manager or Supplier's Representative (or deputy), or if their related authority is limited by the SCC for GCC Clauses 18.1 or 18.2.2, or for any other reason, the Purchaser or Supplier may give and receive notices at their fallback addresses. The address of the Project Manager and the fallback address of the Purchaser are as specified in the SCC or as subsequently established/amended. The address of the Supplier's Representative and the fallback
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address of the Supplier are as specified in Appendix 1 of the Contract Agreement or as subsequently established/amended.
5. Governing Law 5.1 The Contract shall be governed by and interpreted in accordance with the laws of the country specified in the SCC.
5.2 Throughout the execution of the Contract, the Supplier shall comply with the import of goods and services prohibitions in the Purchaser’s Country when
(a) as a matter of law or official regulations, the Borrower’s country prohibits commercial relations with that country; or
5.3 by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, the Borrower’s Country prohibits any import of goods from that country or any payments to any country, person, or entity in that country.
6. Fraud and Corruption 6.1 The Bank requires compliance with the Bank’s Anti-Corruption Guidelines and its prevailing sanctions policies and procedures as set forth in the WBG’s Sanctions Framework, as set forth in the Appendix to the GCC.
6.2 The Purchaser requires the Suppliers to disclose any commissions or fees that may have been paid or are to be paid to agents or any other party with respect to the bidding process or execution of the Contract. The information disclosed must include at least the name and address of the agent or other party, the amount and currency, and the purpose of the commission, gratuity or fee.
B. SUBJECT MATTER OF CONTRACT
7. Scope of the 7.1 Unless otherwise expressly limited in the SCC or Technical System Requirements, the Supplier’s obligations cover the provision of all Information Technologies, Materials and other Goods as well as the performance of all Services required for the design, development, and implementation (including procurement, quality assurance, assembly, associated site preparation, Delivery, Pre-commissioning, Installation, Testing, and Commissioning) of the System, in accordance with the plans, procedures, specifications, drawings, codes, and any other
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documents specified in the Contract and the Agreed Project Plan.
7.2 The Supplier shall, unless specifically excluded in the Contract, perform all such work and / or supply all such items and Materials not specifically mentioned in the Contract but that can be reasonably inferred from the Contract as being required for attaining Operational Acceptance of the System as if such work and / or items and Materials were expressly mentioned in the Contract.
7.3 The Supplier’s obligations (if any) to provide Goods and Services as implied by the Recurrent Cost tables of the Supplier’s bid, such as consumables, spare parts, and technical services (e.g., maintenance, technical assistance, and operational support), are as specified in the SCC, including the relevant terms, characteristics, and timings.
8. Time for 8.1 The Supplier shall commence work on the System within the Commencement period specified in the SCC, and without prejudice to GCC and Operational Clause 28.2, the Supplier shall thereafter proceed with the Acceptance System in accordance with the time schedule specified in the Implementation Schedule and any refinements made in the Agreed Project Plan.
8.2 The Supplier shall achieve Operational Acceptance of the System (or Subsystem(s) where a separate time for Operational Acceptance of such Subsystem(s) is specified in the Contract) in accordance with the time schedule specified in the Implementation Schedule and any refinements made in the Agreed Project Plan, or within such extended time to which the Supplier shall be entitled under GCC Clause 40 (Extension of Time for Achieving Operational Acceptance).
9. Supplier’s 9.1 The Supplier shall conduct all activities with due care and Responsibilities diligence, in accordance with the Contract and with the skill and care expected of a competent provider of information technologies, information systems, support, maintenance, training, and other related services, or in accordance with best industry practices. In particular, the Supplier shall provide and employ only technical personnel who are skilled and experienced in their respective callings and supervisory staff who are competent to adequately supervise the work at hand.
9.2 The Supplier confirms that it has entered into this Contract on the basis of a proper examination of the data relating to the System provided by the Purchaser and on the basis of information that the Supplier could have obtained from a
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visual inspection of the site (if access to the site was available) and of other data readily available to the Supplier relating to the System as at the date twenty-eight (28) days prior to bid submission. The Supplier acknowledges that any failure to acquaint itself with all such data and information shall not relieve its responsibility for properly estimating the difficulty or cost of successfully performing the Contract.
9.3 The Supplier shall be responsible for timely provision of all resources, information, and decision making under its control that are necessary to reach a mutually Agreed Project Plan (pursuant to GCC Clause 19.2) within the time schedule specified in the Implementation Schedule. Failure to provide such resources, information, and decision-making may constitute grounds for termination pursuant to GCC Clause 41.2.
9.4 The Supplier shall acquire in its name all permits, approvals, and/or licenses from all local, state, or national government authorities or public service undertakings in the Purchaser’s Country that are necessary for the performance of the Contract, including, without limitation, visas for the Supplier’s and Subcontractor’s personnel and entry permits for all imported Supplier’s Equipment. The Supplier shall acquire all other permits, approvals, and/or licenses that are not the responsibility of the Purchaser under GCC Clause 10.4 and that are necessary for the performance of the Contract.
9.5 The Supplier shall comply with all laws in force in the Purchaser’s Country. The laws will include all national, provincial, municipal, or other laws that affect the performance of the Contract and are binding upon the Supplier. The Supplier shall indemnify and hold harmless the Purchaser from and against any and all liabilities, damages, claims, fines, penalties, and expenses of whatever nature arising or resulting from the violation of such laws by the Supplier or its personnel, including the Subcontractors and their personnel, but without prejudice to GCC Clause 10.1. The Supplier shall not indemnify the Purchaser to the extent that such liability, damage, claims, fines, penalties, and expenses were caused or contributed to by a fault of the Purchaser.
9.6 The Supplier shall, in all dealings with its labor and the labor of its Subcontractors currently employed on or connected with the Contract, pay due regard to all recognized festivals, official holidays, religious or other customs, and all local laws and
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regulations pertaining to the employment of labor.
9.7 Any Information Technologies or other Goods and Services that will be incorporated in or be required for the System and other supplies shall have their Origin, as defined in GCC Clause 3.12, in a country that shall be an Eligible Country, as defined in GCC Clause 1.1 (e) (iv).
9.8 Pursuant to paragraph 2.2 e. of Appendix B to the General Conditions the Supplier shall permit and shall cause its subcontractors and subconsultants to permit, the Bank and/or persons appointed by the Bank to inspect the Site and/or the accounts and records relating to the procurement process, selection and/or contract execution, and to have such accounts and records audited by auditors appointed by the Bank if requested by the Bank. The Supplier’s and its Subcontractors’ and subconsultants’ attention is drawn to Sub-Clause 6.1 which provides, inter alia, that acts intended to materially impede the exercise of the Bank’s inspection and audit rights constitute a prohibited practice subject to contract termination (as well as to a determination of ineligibility pursuant to the Bank’s prevailing sanctions procedures).
9.9 The Supplier shall conform to the sustainable procurement contractual provisions, if and as specified in the SCC.
9.10 Unless otherwise specified in the SCC the Supplier shall have no other Supplier responsibilities.
10. Purchaser’s 10.1 The Purchaser shall ensure the accuracy of all information Responsibilities and/or data to be supplied by the Purchaser to the Supplier, except when otherwise expressly stated in the Contract.
10.2 The Purchaser shall be responsible for timely provision of all resources, information, and decision making under its control that are necessary to reach an Agreed Project Plan (pursuant to GCC Clause 19.2) within the time schedule specified in the Implementation Schedule. Failure to provide such resources, information, and decision making may constitute grounds for Termination pursuant to GCC Clause 41.3.1 (b).
10.3 The Purchaser shall be responsible for acquiring and providing legal and physical possession of the site and access to it, and for providing possession of and access to all other areas reasonably required for the proper execution of the Contract.
10.4 If requested by the Supplier, the Purchaser shall use its best endeavors to assist the Supplier in obtaining in a timely and expeditious manner all permits, approvals, and/or licenses
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necessary for the execution of the Contract from all local, state, or national government authorities or public service undertakings that such authorities or undertakings require the Supplier or Subcontractors or the personnel of the Supplier or Subcontractors, as the case may be, to obtain.
10.5 In such cases where the responsibilities of specifying and acquiring or upgrading telecommunications and/or electric power services falls to the Supplier, as specified in the Technical Requirements, SCC, Agreed Project Plan, or other parts of the Contract, the Purchaser shall use its best endeavors to assist the Supplier in obtaining such services in a timely and expeditious manner.
10.6 The Purchaser shall be responsible for timely provision of all resources, access, and information necessary for the Installation and Operational Acceptance of the System (including, but not limited to, any required telecommunications or electric power services), as identified in the Agreed Project Plan, except where provision of such items is explicitly identified in the Contract as being the responsibility of the Supplier. Delay by the Purchaser may result in an appropriate extension of the Time for Operational Acceptance, at the Supplier’s discretion.
10.7 Unless otherwise specified in the Contract or agreed upon by the Purchaser and the Supplier, the Purchaser shall provide sufficient, properly qualified operating and technical personnel, as required by the Supplier to properly carry out Delivery, Pre-commissioning, Installation, Commissioning, and Operational Acceptance, at or before the time specified in the Implementation Schedule and the Agreed Project Plan.
10.8 The Purchaser will designate appropriate staff for the training courses to be given by the Supplier and shall make all appropriate logistical arrangements for such training as specified in the Technical Requirements, SCC, the Agreed Project Plan, or other parts of the Contract.
10.9 The Purchaser assumes primary responsibility for the Operational Acceptance Test(s) for the System, in accordance with GCC Clause 27.2, and shall be responsible for the continued operation of the System after Operational Acceptance. However, this shall not limit in any way the Supplier’s responsibilities after the date of Operational Acceptance otherwise specified in the Contract.
10.10 The Purchaser is responsible for performing and safely storing
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timely and regular backups of its data and Software in accordance with accepted data management principles, except where such responsibility is clearly assigned to the Supplier elsewhere in the Contract.
10.11 All costs and expenses involved in the performance of the obligations under this GCC Clause 10 shall be the responsibility of the Purchaser, save those to be incurred by the Supplier with respect to the performance of the Operational Acceptance Test(s), in accordance with GCC Clause 27.2.
10.12 Unless otherwise specified in the SCC the Purchaser shall have no other Purchaser responsibilities.
C. PAYMENT
11. Contract Price 11.1 The Contract Price shall be as specified in Article 2 (Contract Price and Terms of Payment) of the Contract Agreement.
11.2 Unless an adjustment clause is provided for in the SCC, the Contract Price shall be a firm lump sum not subject to any alteration, except in the event of a Change in the System pursuant to GCC Clause 39 or to other clauses in the Contract;
11.3 The Supplier shall be deemed to have satisfied itself as to the correctness and sufficiency of the Contract Price, which shall, except as otherwise provided for in the Contract, cover all its obligations under the Contract.
12. Terms of Payment 12.1 The Supplier’s request for payment shall be made to the Purchaser in writing, accompanied by an invoice describing, as appropriate, the System or Subsystem(s), Delivered, Pre- commissioned, Installed, and Operationally Accepted, and by documents submitted pursuant to GCC Clause 22.5 and upon fulfillment of other obligations stipulated in the Contract.
The Contract Price shall be paid as specified in the SCC.
12.2 No payment made by the Purchaser herein shall be deemed to constitute acceptance by the Purchaser of the System or any Subsystem(s).
12.3 Payments shall be made promptly by the Purchaser, but in no case later than forty-five (45) days after submission of a valid invoice by the Supplier. In the event that the Purchaser fails to make any payment by its respective due date or within the period set forth in the Contract, the Purchaser shall pay to the
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Supplier interest on the amount of such delayed payment at the rate(s) specified in the SCC for the period of delay until payment has been made in full, whether before or after judgment or arbitration award.
12.4 Payments shall be made in the currency(ies) specified in the Contract Agreement, pursuant to GCC Clause 11. For Goods and Services supplied locally, payments shall be made as specified in the SCC.
12.5 Unless otherwise specified in the SCC, payment of the foreign currency portion of the Contract Price for Goods supplied from outside the Purchaser’s Country shall be made to the Supplier through an irrevocable letter of credit opened by an authorized bank in the Supplier’s Country and will be payable on presentation of the appropriate documents. It is agreed that the letter of credit will be subject to Article 10 of the latest revision of Uniform Customs and Practice for Documentary Credits, published by the International Chamber of Commerce, Paris.
13. Securities 13.1 Issuance of Securities
The Supplier shall provide the securities specified below in favor of the Purchaser at the times and in the amount, manner, and form specified below.
13.2 Advance Payment Security
13.2.1 The Supplier shall provide within twenty-eight (28) days of the notification of Contract award an Advance Payment Security in the amount and currency of the Advance Payment specified in SCC for GCC Clause 12.1 above and valid until the System is Operationally Accepted.
13.2.2 The security shall be in the form provided in the bidding documents or in another form acceptable to the Purchaser. The amount of the security shall be reduced in proportion to the value of the System executed by and paid to the Supplier from time to time and shall automatically become null and void when the full amount of the advance payment has been recovered by the Purchaser. Unless otherwise specified in the SCC, the reduction in value and expiration of the Advance Payment Security are calculated as follows:
P*a/(100-a), where “P” is the sum of all payments effected so far to the Supplier (excluding the Advance
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Payment), and “a” is the Advance Payment expressed as a percentage of the Contract Price pursuant to the SCC for GCC Clause 12.1.
The security shall be returned to the Supplier immediately after its expiration.
13.3 Performance Security
13.3.1 The Supplier shall, within twenty-eight (28) days of the notification of Contract award, provide a security for the due performance of the Contract in the amount and currency specified in the SCC.
13.3.2 The security shall be a bank guarantee in the form provided in the Sample Contractual Forms Section of the bidding documents, or it shall be in another form acceptable to the Purchaser.
13.3.3 The security shall automatically become null and void once all the obligations of the Supplier under the Contract have been fulfilled, including, but not limited to, any obligations during the Warranty Period and any extensions to the period. The security shall be returned to the Supplier no later than twenty-eight (28) days after its expiration.
13.3.4 Upon Operational Acceptance of the entire System, the security shall be reduced to the amount specified in the SCC, on the date of the Operational Acceptance, so that the reduced security would only cover the remaining warranty obligations of the Supplier.
14. Taxes and Duties 14.1 For Goods or Services supplied from outside the Purchaser’s country, the Supplier shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed outside the Purchaser’s country. Any duties, such as importation or customs duties, and taxes and other levies, payable in the Purchaser’s country for the supply of Goods and Services from outside the Purchaser’s country are the responsibility of the Purchaser unless these duties or taxes have been made part of the Contract Price in Article 2 of the Contract Agreement and the Price Schedule it refers to, in which case the duties and taxes will be the Supplier’s responsibility.
14.2 For Goods or Services supplied locally, the Supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted Goods or Services to
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the Purchaser. The only exception are taxes or duties, such as value-added or sales tax or stamp duty as apply to, or are clearly identifiable, on the invoices and provided they apply in the Purchaser’s country, and only if these taxes, levies and/or duties are also excluded from the Contract Price in Article 2 of the Contract Agreement and the Price Schedule it refers to.
14.3 If any tax exemptions, reductions, allowances, or privileges may be available to the Supplier in the Purchaser’s Country, the Purchaser shall use its best efforts to enable the Supplier to benefit from any such tax savings to the maximum allowable extent.
14.4 For the purpose of the Contract, it is agreed that the Contract Price specified in Article 2 (Contract Price and Terms of Payment) of the Contract Agreement is based on the taxes, duties, levies, and charges prevailing at the date twenty-eight (28) days prior to the date of bid submission in the Purchaser’s Country (also called “Tax” in this GCC Clause 14.4). If any Tax rates are increased or decreased, a new Tax is introduced, an existing Tax is abolished, or any change in interpretation or application of any Tax occurs in the course of the performance of the Contract, which was or will be assessed on the Supplier, its Subcontractors, or their employees in connection with performance of the Contract, an equitable adjustment to the Contract Price shall be made to fully take into account any such change by addition to or reduction from the Contract Price, as the case may be.
D. INTELLECTUAL PROPERTY
15. Copyright 15.1 The Intellectual Property Rights in all Standard Software and Standard Materials shall remain vested in the owner of such rights.
15.2 The Purchaser agrees to restrict use, copying, or duplication of the Standard Software and Standard Materials in accordance with GCC Clause 16, except that additional copies of Standard Materials may be made by the Purchaser for use within the scope of the project of which the System is a part, in the event that the Supplier does not deliver copies within thirty (30) days from receipt of a request for such Standard Materials.
15.3 The Purchaser’s contractual rights to use the Standard Software or elements of the Standard Software may not be assigned, licensed, or otherwise transferred voluntarily except in accordance with the relevant license agreement or unless
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otherwise specified in the SCC to a legally constituted successor organization (e.g., a reorganization of a public entity formally authorized by the government or through a merger or acquisition of a private entity).
15.4 Unless otherwise specified in the SCC, the Intellectual Property Rights in all Custom Software and Custom Materials specified in Appendices 4 and 5 of the Contract Agreement (if any) shall, at the date of this Contract or on creation of the rights (if later than the date of this Contract), vest in the Purchaser. The Supplier shall do and execute or arrange for the doing and executing of each necessary act, document, and thing that the Purchaser may consider necessary or desirable to perfect the right, title, and interest of the Purchaser in and to those rights. In respect of such Custom Software and Custom Materials, the Supplier shall ensure that the holder of a moral right in such an item does not assert it, and the Supplier shall, if requested to do so by the Purchaser and where permitted by applicable law, ensure that the holder of such a moral right waives it.
15.5 Unless otherwise specified in the SCC, escrow arrangements shall NOT be required.
16. Software License 16.1 Except to the extent that the Intellectual Property Rights in the Agreements Software vest in the Purchaser, the Supplier hereby grants to the Purchaser license to access and use the Software, including all inventions, designs, and marks embodied in the Software.
Such license to access and use the Software shall:
(a) be:
(i) nonexclusive;
(ii) fully paid up and irrevocable (except that it shall terminate if the Contract terminates under GCC Clauses 41.1 or 41.3);
(iii) unless otherwise specified in the SCC valid throughout the territory of the Purchaser’s Country;
(iv) unless otherwise specified in the SCC subject to NO additional restrictions.
(b) permit the Software to be:
(i) used or copied for use on or with the computer(s) for which it was acquired (if specified in the Technical Requirements and/or the Supplier’s bid),
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plus a backup computer(s) of the same or similar capacity, if the primary is(are) inoperative, and during a reasonable transitional period when use is being transferred between primary and backup;
(ii) used or copied for use on or transferred to a replacement computer(s), (and use on the original and replacement computer(s) may be simultaneous during a reasonable transitional period) provided that, if the Technical Requirements and/or the Supplier’s bid specifies a class of computer to which the license is restricted, the replacement computer(s) is(are) within that class;
(iii) if the nature of the System is such as to permit such access, accessed from other computers connected to the primary and/or backup computer(s) by means of a local or wide-area network or similar arrangement, and used on or copied for use on those other computers to the extent necessary to that access;
(iv) reproduced for safekeeping or backup purposes;
(v) customized, adapted, or combined with other computer software for use by the Purchaser, provided that derivative software incorporating any substantial part of the delivered, restricted Software shall be subject to same restrictions as are set forth in this Contract;
(vi) unless otherwise specified in the SCC, disclosed to, and reproduced for use by, support service suppliers and their subcontractors, (and the Purchaser may sublicense such persons to use and copy for use the Software) to the extent reasonably necessary to the performance of their support service contracts, subject to the same restrictions as are set forth in this Contract; and
(vii) unless otherwise specified in the SCC disclosed to, and reproduced for use by, NO other parties.
16.2 The Supplier has the right to audit the Standard Software to verify compliance with the above license agreements. Unless otherwise specified in the SCC, the Purchaser will make available to the Supplier, within seven (7) days of a written request, accurate and up-to-date records of the number and location of copies, the number of authorized users, or any
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other relevant data required to demonstrate use of the Standard Software as per the license agreement. If and only if, expressly agreed in writing between the Purchaser and the Supplier, Purchaser will allow, under a pre-specified agreed procedure, the execution of embedded software functions under Supplier’s control, and unencumbered transmission of resulting information on software usage. 17. Confidential 17.1 Unless otherwise specified in the SCC, the "Receiving Party" Information (either the Purchaser or the Supplier) shall keep confidential and shall not, without the written consent of the other party to this Contract (“the Disclosing Party”), divulge to any third party any documents, data, or other information of a confidential nature (“Confidential Information”) connected with this Contract, and furnished directly or indirectly by the Disclosing Party prior to or during performance, or following termination, of this Contract.
17.2 For the purposes of GCC Clause 17.1, the Supplier is also deemed to be the Receiving Party of Confidential Information generated by the Supplier itself in the course of the performance of its obligations under the Contract and relating to the businesses, finances, suppliers, employees, or other contacts of the Purchaser or the Purchaser’s use of the System.
17.3 Notwithstanding GCC Clauses 17.1 and 17.2:
(a) the Supplier may furnish to its Subcontractor Confidential Information of the Purchaser to the extent reasonably required for the Subcontractor to perform its work under the Contract; and
(b) the Purchaser may furnish Confidential Information of the Supplier: (i) to its support service suppliers and their subcontractors to the extent reasonably required for them to perform their work under their support service contracts; and (ii) to its affiliates and subsidiaries,
in which event the Receiving Party shall ensure that the person to whom it furnishes Confidential Information of the Disclosing Party is aware of and abides by the Receiving Party’s obligations under this GCC Clause 17 as if that person were party to the Contract in place of the Receiving Party.
17.4 The Purchaser shall not, without the Supplier’s prior written consent, use any Confidential Information received from the Supplier for any purpose other than the operation, maintenance and further development of the System. Similarly, the Supplier shall not, without the Purchaser’s prior
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written consent, use any Confidential Information received from the Purchaser for any purpose other than those that are required for the performance of the Contract.
17.5 The obligation of a party under GCC Clauses 17.1 through 17.4 above, however, shall not apply to that information which:
(a) now or hereafter enters the public domain through no fault of the Receiving Party;
(b) can be proven to have been possessed by the Receiving Party at the time of disclosure and that was not previously obtained, directly or indirectly, from the Disclosing Party;
(c) otherwise lawfully becomes available to the Receiving Party from a third party that has no obligation of confidentiality.
17.6 The above provisions of this GCC Clause 17 shall not in any way modify any undertaking of confidentiality given by either of the parties to this Contract prior to the date of the Contract in respect of the System or any part thereof.
17.7 Unless otherwise specified in the SCC, the provisions of this GCC Clause 17 shall survive the termination, for whatever reason, of the Contract for three (3) years.
E. SUPPLY, INSTALLATION, TESTING, COMMISSIONING, AND ACCEPTANCE OF THE SYSTEM
18. Representatives 18.1 Project Manager
If the Project Manager is not named in the Contract, then within fourteen (14) days of the Effective Date, the Purchaser shall appoint and notify the Supplier in writing of the name of the Project Manager. The Purchaser may from time to time appoint some other person as the Project Manager in place of the person previously so appointed and shall give a notice of the name of such other person to the Supplier without delay. No such appointment shall be made at such a time or in such a manner as to impede the progress of work on the System. Such appointment shall take effect only upon receipt of such notice by the Supplier. Unless otherwise specified in the SCC (if any), the Project Manager shall have the authority to represent the Purchaser on all day-to-day matters relating to the System or arising from the Contract, and shall normally be the person giving or receiving notices on behalf of the
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Purchaser pursuant to GCC Clause 4.
18.2 Supplier’s Representative
18.2.1 If the Supplier’s Representative is not named in the Contract, then within fourteen (14) days of the Effective Date, the Supplier shall appoint the Supplier’s Representative and shall request the Purchaser in writing to approve the person so appointed. The request must be accompanied by a detailed curriculum vitae for the nominee, as well as a description of any other System or non-System responsibilities the nominee would retain while performing the duties of the Supplier’s Representative. If the Purchaser does not object to the appointment within fourteen (14) days, the Supplier’s Representative shall be deemed to have been approved. If the Purchaser objects to the appointment within fourteen (14) days giving the reason therefor, then the Supplier shall appoint a replacement within fourteen (14) days of such objection in accordance with this GCC Clause 18.2.1.
18.2.2 Unless otherwise specified in the SCC (if any), the Supplier’s Representative shall have the authority to represent the Supplier on all day-to-day matters relating to the System or arising from the Contract, and shall normally be the person giving or receiving notices on behalf of the Supplier pursuant to GCC Clause 4.
18.2.3 The Supplier shall not revoke the appointment of the Supplier’s Representative without the Purchaser’s prior written consent, which shall not be unreasonably withheld. If the Purchaser consents to such an action, the Supplier shall appoint another person of equal or superior qualifications as the Supplier’s Representative, pursuant to the procedure set out in GCC Clause 18.2.1.
18.2.4 The Supplier’s Representative and staff are obliged to work closely with the Purchaser’s Project Manager and staff, act within their own authority, and abide by directives issued by the Purchaser that are consistent with the terms of the Contract. The Supplier’s Representative is responsible for managing the activities of its personnel and any subcontracted personnel.
18.2.5 The Supplier’s Representative may, subject to the approval of the Purchaser (which shall not be unreasonably withheld), at any time delegate to any
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person any of the powers, functions, and authorities vested in him or her. Any such delegation may be revoked at any time. Any such delegation or revocation shall be subject to a prior notice signed by the Supplier’s Representative and shall specify the powers, functions, and authorities thereby delegated or revoked. No such delegation or revocation shall take effect unless and until the notice of it has been delivered.
18.2.6 Any act or exercise by any person of powers, functions and authorities so delegated to him or her in accordance with GCC Clause 18.2.5 shall be deemed to be an act or exercise by the Supplier’s Representative.
18.3 Objections and Removals
18.3.1 The Purchaser may by notice to the Supplier object to any representative or person employed by the Supplier in the execution of the Contract who, in the reasonable opinion of the Purchaser, may have behaved inappropriately, be incompetent, or be negligent. The Purchaser shall provide evidence of the same, whereupon the Supplier shall remove such person from work on the System.
18.3.2 If any representative or person employed by the Supplier is removed in accordance with GCC Clause 18.3.1, the Supplier shall, where required, promptly appoint a replacement.
19. Project Plan 19.1 In close cooperation with the Purchaser and based on the Preliminary Project Plan included in the Supplier’s bid, the Supplier shall develop a Project Plan encompassing the activities specified in the Contract. The contents of the Project Plan shall be as specified in the SCC and/or Technical Requirements.
19.2 Unless otherwise specified in the SCC, within thirty (30) days from the Effective Date of the Contract, the Supplier shall present a Project Plan to the Purchaser. The Purchaser shall, within fourteen (14)days of receipt of the Project Plan, notify the Supplier of any respects in which it considers that the Project Plan does not adequately ensure that the proposed program of work, proposed methods, and/or proposed Information Technologies will satisfy the Technical Requirements and/or the SCC (in this Clause 19.2 called “non- conformities” below). The Supplier shall, within five (5) days of receipt of such notification, correct the Project Plan and
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resubmit to the Purchaser. The Purchaser shall, within five (5) days of resubmission of the Project Plan, notify the Supplier of any remaining non-conformities. This procedure shall be repeated as necessary until the Project Plan is free from non- conformities. When the Project Plan is free from non- conformities, the Purchaser shall provide confirmation in writing to the Supplier. This approved Project Plan (“the Agreed Project Plan”) shall be contractually binding on the Purchaser and the Supplier.
19.3 If required, the impact on the Implementation Schedule of modifications agreed during finalization of the Agreed Project Plan shall be incorporated in the Contract by amendment, in accordance with GCC Clauses 39 and 40.
19.4 The Supplier shall undertake to supply, install, test, and commission the System in accordance with the Agreed Project Plan and the Contract.
19.5 Unless otherwise specified in the SCC, the Supplier shall submit to the Purchaser Monthly Progress Reports summarizing:
(i) results accomplished during the prior period;
(ii) cumulative deviations to date from schedule of progress milestones as specified in the Agreed Project Plan;
(iii) corrective actions to be taken to return to planned schedule of progress; proposed revisions to planned schedule;
(iv) other issues and outstanding problems; proposed actions to be taken;
(v) resources that the Supplier expects to be provided by the Purchaser and/or actions to be taken by the Purchaser in the next reporting period;
(vi) other issues or potential problems the Supplier foresees that could impact on project progress and/or effectiveness.
19.6 The Supplier shall submit to the Purchaser other (periodic) reports as specified in the SCC.
20. Subcontracting 20.1 Appendix 3 (List of Approved Subcontractors) to the Contract Agreement specifies critical items of supply or services and a
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list of Subcontractors for each item that are considered acceptable by the Purchaser. If no Subcontractors are listed for an item, the Supplier shall prepare a list of Subcontractors it considers qualified and wishes to be added to the list for such items. The Supplier may from time to time propose additions to or deletions from any such list. The Supplier shall submit any such list or any modification to the list to the Purchaser for its approval in sufficient time so as not to impede the progress of work on the System. The Purchaser shall not withhold such approval unreasonably. Such approval by the Purchaser of a Subcontractor(s) shall not relieve the Supplier from any of its obligations, duties, or responsibilities under the Contract.
20.2 The Supplier may, at its discretion, select and employ Subcontractors for such critical items from those Subcontractors listed pursuant to GCC Clause 20.1. If the Supplier wishes to employ a Subcontractor not so listed, or subcontract an item not so listed, it must seek the Purchaser’s prior approval under GCC Clause 20.3.
20.3 For items for which pre-approved Subcontractor lists have not been specified in Appendix 3 to the Contract Agreement, the Supplier may employ such Subcontractors as it may select, provided: (i) the Supplier notifies the Purchaser in writing at least twenty-eight (28) days prior to the proposed mobilization date for such Subcontractor; and (ii) by the end of this period either the Purchaser has granted its approval in writing or fails to respond. The Supplier shall not engage any Subcontractor to which the Purchaser has objected in writing prior to the end of the notice period. The absence of a written objection by the Purchaser during the above specified period shall constitute formal acceptance of the proposed Subcontractor. Except to the extent that it permits the deemed approval of the Purchaser of Subcontractors not listed in the Contract Agreement, nothing in this Clause, however, shall limit the rights and obligations of either the Purchaser or Supplier as they are specified in GCC Clauses 20.1 and 20.2, or in Appendix 3 of the Contract Agreement.
21. Design and 21.1 Technical Specifications and Drawings Engineering 21.1.1 The Supplier shall execute the basic and detailed design and the implementation activities necessary for successful installation of the System in compliance with the provisions of the Contract or, where not so specified, in accordance with good industry practice.
The Supplier shall be responsible for any discrepancies,
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errors or omissions in the specifications, drawings, and other technical documents that it has prepared, whether such specifications, drawings, and other documents have been approved by the Project Manager or not, provided that such discrepancies, errors, or omissions are not because of inaccurate information furnished in writing to the Supplier by or on behalf of the Purchaser.
21.1.2 The Supplier shall be entitled to disclaim responsibility for any design, data, drawing, specification, or other document, or any modification of such design, drawings, specification, or other documents provided or designated by or on behalf of the Purchaser, by giving a notice of such disclaimer to the Project Manager.
21.2 Codes and Standards
Wherever references are made in the Contract to codes and standards in accordance with which the Contract shall be executed, the edition or the revised version of such codes and standards current at the date twenty-eight (28) days prior to date of bid submission shall apply. During Contract execution, any changes in such codes and standards shall be applied after approval by the Purchaser and shall be treated in accordance with GCC Clause 39.3.
21.3 Approval/Review of Controlling Technical Documents by the Project Manager
21.3.1 Unless otherwise specified in the SCC, there will NO Controlling Technical Documents required. However, if the SCC specifies Controlling Technical Documents, the Supplier shall prepare and furnish such documents for the Project Manager’s approval or review.
Any part of the System covered by or related to the documents to be approved by the Project Manager shall be executed only after the Project Manager’s approval of these documents.
GCC Clauses 21.3.2 through 21.3.7 shall apply to those documents requiring the Project Manager’s approval, but not to those furnished to the Project Manager for its review only.
21.3.2 Within fourteen (14) days after receipt by the Project Manager of any document requiring the Project Manager’s approval in accordance with GCC Clause 21.3.1, the Project Manager shall either return one copy
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of the document to the Supplier with its approval endorsed on the document or shall notify the Supplier in writing of its disapproval of the document and the reasons for disapproval and the modifications that the Project Manager proposes. If the Project Manager fails to take such action within the fourteen (14) days, then the document shall be deemed to have been approved by the Project Manager.
21.3.3 The Project Manager shall not disapprove any document except on the grounds that the document does not comply with some specified provision of the Contract or that it is contrary to good industry practice.
21.3.4 If the Project Manager disapproves the document, the Supplier shall modify the document and resubmit it for the Project Manager’s approval in accordance with GCC Clause 21.3.2. If the Project Manager approves the document subject to modification(s), the Supplier shall make the required modification(s), and the document shall then be deemed to have been approved, subject to GCC Clause 21.3.5. The procedure set out in GCC Clauses 21.3.2 through 21.3.4 shall be repeated, as appropriate, until the Project Manager approves such documents.
21.3.5 If any dispute occurs between the Purchaser and the Supplier in connection with or arising out of the disapproval by the Project Manager of any document and/or any modification(s) to a document that cannot be settled between the parties within a reasonable period, then, in case the Contract Agreement includes and names an Adjudicator, such dispute may be referred to the Adjudicator for determination in accordance with GCC Clause 43.1 (Adjudication). If such dispute is referred to an Adjudicator, the Project Manager shall give instructions as to whether and if so, how, performance of the Contract is to proceed. The Supplier shall proceed with the Contract in accordance with the Project Manager’s instructions, provided that if the Adjudicator upholds the Supplier’s view on the dispute and if the Purchaser has not given notice under GCC Clause 43.1.2, then the Supplier shall be reimbursed by the Purchaser for any additional costs incurred by reason of such instructions and shall be relieved of such responsibility or liability in connection with the dispute and the execution of the instructions as the Adjudicator shall decide, and the Time for
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Achieving Operational Acceptance shall be extended accordingly.
21.3.6 The Project Manager’s approval, with or without modification of the document furnished by the Supplier, shall not relieve the Supplier of any responsibility or liability imposed upon it by any provisions of the Contract except to the extent that any subsequent failure results from modifications required by the Project Manager or inaccurate information furnished in writing to the Supplier by or on behalf of the Purchaser.
21.3.7 The Supplier shall not depart from any approved document unless the Supplier has first submitted to the Project Manager an amended document and obtained the Project Manager’s approval of the document, pursuant to the provisions of this GCC Clause 21.3. If the Project Manager requests any change in any already approved document and/or in any document based on such an approved document, the provisions of GCC Clause 39 (Changes to the System) shall apply to such request.
22. Procurement, 22.1 Subject to related Purchaser's responsibilities pursuant to GCC Delivery, and Clauses 10 and 14, the Supplier shall manufacture or procure Transport and transport all the Information Technologies, Materials, and other Goods in an expeditious and orderly manner to the Project Site.
22.2 Delivery of the Information Technologies, Materials, and other Goods shall be made by the Supplier in accordance with the Technical Requirements.
22.3 Early or partial deliveries require the explicit written consent of the Purchaser, which consent shall not be unreasonably withheld.
22.4 Transportation
22.4.1 The Supplier shall provide such packing of the Goods as is required to prevent their damage or deterioration during shipment. The packing, marking, and documentation within and outside the packages shall comply strictly with the Purchaser’s instructions to the Supplier.
22.4.2 The Supplier will bear responsibility for and cost of transport to the Project Sites in accordance with the terms and conditions used in the specification of prices
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in the Price Schedules, including the terms and conditions of the associated Incoterms. 22.4.3 Unless otherwise specified in the SCC, the Supplier shall be free to use transportation through carriers registered in any eligible country and to obtain insurance from any eligible source country. 22.5 Unless otherwise specified in the SCC, the Supplier will provide the Purchaser with shipping and other documents, as specified below:
22.5.1 For Goods supplied from outside the Purchaser’s Country:
Upon shipment, the Supplier shall notify the Purchaser and the insurance company contracted by the Supplier to provide cargo insurance by cable, facsimile, electronic mail, or EDI with the full details of the shipment. The Supplier shall promptly send the following documents to the Purchaser by mail or courier, as appropriate, with a copy to the cargo insurance company:
(a) two copies of the Supplier’s invoice showing the description of the Goods, quantity, unit price, and total amount;
(b) usual transportation documents;
(c) insurance certificate;
(d) certificate(s) of origin; and
(e) estimated time and point of arrival in the Purchaser’s Country and at the site.
22.5.2 For Goods supplied locally (i.e., from within the Purchaser’s country):
Upon shipment, the Supplier shall notify the Purchaser by cable, facsimile, electronic mail, or EDI with the full details of the shipment. The Supplier shall promptly send the following documents to the Purchaser by mail or courier, as appropriate:
(a) two copies of the Supplier’s invoice showing the Goods’ description, quantity, unit price, and total amount;
(b) delivery note, railway receipt, or truck receipt;
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(c) certificate of insurance;
(d) certificate(s) of origin; and
(e) estimated time of arrival at the site.
22.6 Customs Clearance
(a) The Purchaser will bear responsibility for, and cost of, customs clearance into the Purchaser's country in accordance the particular Incoterm(s) used for Goods supplied from outside the Purchaser’s country in the Price Schedules referred to by Article 2 of the Contract Agreement.
(b) At the request of the Purchaser, the Supplier will make available a representative or agent during the process of customs clearance in the Purchaser's country for goods supplied from outside the Purchaser's country. In the event of delays in customs clearance that are not the fault of the Supplier:
(i) the Supplier shall be entitled to an extension in the Time for Achieving Operational Acceptance, pursuant to GCC Clause 40;
(ii) the Contract Price shall be adjusted to compensate the Supplier for any additional storage charges that the Supplier may incur as a result of the delay.
23. Product Upgrades 23.1 At any point during performance of the Contract, should technological advances be introduced by the Supplier for Information Technologies originally offered by the Supplier in its bid and still to be delivered, the Supplier shall be obligated to offer to the Purchaser the latest versions of the available Information Technologies having equal or better performance or functionality at the same or lesser unit prices, pursuant to GCC Clause 39 (Changes to the System).
23.2 At any point during performance of the Contract, for Information Technologies still to be delivered, the Supplier will also pass on to the Purchaser any cost reductions and additional and/or improved support and facilities that it offers to other clients of the Supplier in the Purchaser’s Country, pursuant to GCC Clause 39 (Changes to the System).
23.3 During performance of the Contract, the Supplier shall offer to the Purchaser all new versions, releases, and updates of Standard Software, as well as related documentation and
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technical support services, within thirty (30) days of their availability from the Supplier to other clients of the Supplier in the Purchaser’s Country, and no later than twelve (12) months after they are released in the country of origin. In no case will the prices for these Software exceed those quoted by the Supplier in the Recurrent Costs tables in its bid.
23.4 Unless otherwise specified in the SCC, during the Warranty Period, the Supplier will provide at no additional cost to the Purchaser all new versions, releases, and updates for all Standard Software that are used in the System, within thirty (30) days of their availability from the Supplier to other clients of the Supplier in the Purchaser’s country, and no later than twelve (12) months after they are released in the country of origin of the Software.
23.5 The Purchaser shall introduce all new versions, releases or updates of the Software within eighteen (18) months of receipt of a production-ready copy of the new version, release, or update, provided that the new version, release, or update does not adversely affect System operation or performance or require extensive reworking of the System. In cases where the new version, release, or update adversely affects System operation or performance, or requires extensive reworking of the System, the Supplier shall continue to support and maintain the version or release previously in operation for as long as necessary to allow introduction of the new version, release, or update. In no case shall the Supplier stop supporting or maintaining a version or release of the Software less than twenty-four (24) months after the Purchaser receives a production-ready copy of a subsequent version, release, or update. The Purchaser shall use all reasonable endeavors to implement any new version, release, or update as soon as practicable, subject to the twenty-four-month-long stop date.
24. Implementation, 24.1 The Supplier shall provide all Services specified in the Installation, and Contract and Agreed Project Plan in accordance with the Other Services highest standards of professional competence and integrity.
24.2 Prices charged by the Supplier for Services, if not included in the Contract, shall be agreed upon in advance by the parties (including, but not restricted to, any prices submitted by the Supplier in the Recurrent Cost Schedules of its Bid) and shall not exceed the prevailing rates charged by the Supplier to other purchasers in the Purchaser’s Country for similar services.
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25. Inspections and 25.1 The Purchaser or its representative shall have the right to Tests inspect and/or test any components of the System, as specified in the Technical Requirements, to confirm their good working order and/or conformity to the Contract at the point of delivery and/or at the Project Site.
25.2 The Purchaser or its representative shall be entitled to attend any such inspections and/or tests of the components, provided that the Purchaser shall bear all costs and expenses incurred in connection with such attendance, including but not limited to all inspection agent fees, travel, and related expenses.
25.3 Should the inspected or tested components fail to conform to the Contract, the Purchaser may reject the component(s), and the Supplier shall either replace the rejected component(s), or make alterations as necessary so that it meets the Contract requirements free of cost to the Purchaser.
25.4 The Project Manager may require the Supplier to carry out any inspection and/or test not specified in the Contract, provided that the Supplier’s reasonable costs and expenses incurred in the carrying out of such inspection and/or test shall be added to the Contract Price. Further, if such inspection and/or test impedes the progress of work on the System and/or the Supplier’s performance of its other obligations under the Contract, due allowance will be made in respect of the Time for Achieving Operational Acceptance and the other obligations so affected.
25.5 If any dispute shall arise between the parties in connection with or caused by an inspection and/or with regard to any component to be incorporated in the System that cannot be settled amicably between the parties within a reasonable period of time, either party may invoke the process pursuant to GCC Clause 43 (Settlement of Disputes), starting with referral of the matter to the Adjudicator in case an Adjudicator is included and named in the Contract Agreement.
26. Installation of the 26.1 As soon as the System, or any Subsystem, has, in the opinion System of the Supplier, been delivered, Pre-commissioned, and made ready for Commissioning and Operational Acceptance Testing in accordance with the Technical Requirements, the SCC and the Agreed Project Plan, the Supplier shall so notify the Purchaser in writing.
26.2 The Project Manager shall, within fourteen (14) days after receipt of the Supplier’s notice under GCC Clause 26.1, either
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issue an Installation Certificate in the form specified in the Sample Contractual Forms Section in the bidding documents, stating that the System, or major component or Subsystem (if Acceptance by major component or Subsystem is specified pursuant to the SCC for GCC Clause 27.2.1), has achieved Installation by the date of the Supplier’s notice under GCC Clause 26.1, or notify the Supplier in writing of any defects and/or deficiencies, including, but not limited to, defects or deficiencies in the interoperability or integration of the various components and/or Subsystems making up the System. The Supplier shall use all reasonable endeavors to promptly remedy any defect and/or deficiencies that the Project Manager has notified the Supplier of. The Supplier shall then promptly carry out retesting of the System or Subsystem and, when in the Supplier’s opinion the System or Subsystem is ready for Commissioning and Operational Acceptance Testing, notify the Purchaser in writing, in accordance with GCC Clause 26.1. The procedure set out in this GCC Clause 26.2 shall be repeated, as necessary, until an Installation Certificate is issued.
26.3 If the Project Manager fails to issue the Installation Certificate and fails to inform the Supplier of any defects and/or deficiencies within fourteen (14) days after receipt of the Supplier’s notice under GCC Clause 26.1, or if the Purchaser puts the System or a Subsystem into production operation, then the System (or Subsystem) shall be deemed to have achieved successful Installation as of the date of the Supplier’s notice or repeated notice, or when the Purchaser put the System into production operation, as the case may be.
27. Commissioning 27.1 Commissioning and Operational Acceptance 27.1.1 Commissioning of the System (or Subsystem if specified pursuant to the SCC for GCC Clause 27.2.1) shall be commenced by the Supplier:
(a) immediately after the Installation Certificate is issued by the Project Manager, pursuant to GCC Clause 26.2; or
(b) as otherwise specified in the Technical Requirement or the Agreed Project Plan; or
(c) immediately after Installation is deemed to have occurred, under GCC Clause 26.3.
27.1.2 The Purchaser shall supply the operating and technical personnel and all materials and information reasonably
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required to enable the Supplier to carry out its obligations with respect to Commissioning.
Production use of the System or Subsystem(s) shall not commence prior to the start of formal Operational Acceptance Testing.
27.2 Operational Acceptance Tests
27.2.1 The Operational Acceptance Tests (and repeats of such tests) shall be the primary responsibility of the Purchaser (in accordance with GCC Clause 10.9), but shall be conducted with the full cooperation of the Supplier during Commissioning of the System (or major components or Subsystem[s]), to ascertain whether the System (or major component or Subsystem[s]) conforms to the Technical Requirements and meets the standard of performance quoted in the Supplier’s bid, including, but not restricted to, the functional and technical performance requirements. Unless otherwise specified in the SCC, the Operational Acceptance Tests during Commissioning will be conducted as specified in the Technical Requirements and/or the Agreed Project Plan.
At the Purchaser’s discretion, Operational Acceptance Tests may also be performed on replacement Goods, upgrades and new version releases, and Goods that are added or field-modified after Operational Acceptance of the System.
27.2.2 If for reasons attributable to the Purchaser, the Operational Acceptance Test of the System (or Subsystem[s] or major components, pursuant to the SCC for GCC Clause 27.2.1) cannot be successfully completed within ninety (90) days from the date of Installation or any other period agreed upon in writing by the Purchaser and the Supplier, the Supplier shall be deemed to have fulfilled its obligations with respect to the technical and functional aspects of the Technical Specifications, SCC and/or the Agreed Project Plan, and GCC Clause 28.2 and 28.3 shall not apply.
27.3 Operational Acceptance
27.3.1 Subject to GCC Clause 27.4 (Partial Acceptance) below, Operational Acceptance shall occur in respect of the System, when
(a) the Operational Acceptance Tests, as specified in
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the Technical Requirements, and/or SCC and/or the Agreed Project Plan have been successfully completed; or
(b) the Operational Acceptance Tests have not been successfully completed or have not been carried out for reasons that are attributable to the Purchaser within the period from the date of Installation or any other agreed-upon period as specified in GCC Clause 27.2.2 above; or
(c) the Purchaser has put the System into production or use for sixty (60) consecutive days. If the System is put into production or use in this manner, the Supplier shall notify the Purchaser and document such use.
27.3.2 At any time after any of the events set out in GCC Clause 27.3.1 have occurred, the Supplier may give a notice to the Project Manager requesting the issue of an Operational Acceptance Certificate.
27.3.3 After consultation with the Purchaser, and within fourteen (14) days after receipt of the Supplier’s notice, the Project Manager shall:
(a) issue an Operational Acceptance Certificate; or
(b) notify the Supplier in writing of any defect or deficiencies or other reason for the failure of the Operational Acceptance Tests; or
(c) issue the Operational Acceptance Certificate, if the situation covered by GCC Clause 27.3.1 (b) arises.
27.3.4 The Supplier shall use all reasonable endeavors to promptly remedy any defect and/or deficiencies and/or other reasons for the failure of the Operational Acceptance Test that the Project Manager has notified the Supplier of. Once such remedies have been made by the Supplier, the Supplier shall notify the Purchaser, and the Purchaser, with the full cooperation of the Supplier, shall use all reasonable endeavors to promptly carry out retesting of the System or Subsystem. Upon the successful conclusion of the Operational Acceptance Tests, the Supplier shall notify the Purchaser of its request for Operational Acceptance Certification, in accordance with GCC Clause 27.3.3. The Purchaser shall then issue to the Supplier the Operational
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Acceptance Certification in accordance with GCC Clause 27.3.3 (a), or shall notify the Supplier of further defects, deficiencies, or other reasons for the failure of the Operational Acceptance Test. The procedure set out in this GCC Clause 27.3.4 shall be repeated, as necessary, until an Operational Acceptance Certificate is issued.
27.3.5 If the System or Subsystem fails to pass the Operational Acceptance Test(s) in accordance with GCC Clause 27.2, then either:
(a) the Purchaser may consider terminating the Contract, pursuant to GCC Clause 41.2.2;
or
(b) if the failure to achieve Operational Acceptance within the specified time period is a result of the failure of the Purchaser to fulfill its obligations under the Contract, then the Supplier shall be deemed to have fulfilled its obligations with respect to the relevant technical and functional aspects of the Contract, and GCC Clauses 30.3 and 30.4 shall not apply.
27.3.6 If within fourteen (14) days after receipt of the Supplier’s notice the Project Manager fails to issue the Operational Acceptance Certificate or fails to inform the Supplier in writing of the justifiable reasons why the Project Manager has not issued the Operational Acceptance Certificate, the System or Subsystem shall be deemed to have been accepted as of the date of the Supplier’s said notice.
27.4 Partial Acceptance
27.4.1 If so specified in the SCC for GCC Clause 27.2.1, Installation and Commissioning shall be carried out individually for each identified major component or Subsystem(s) of the System. In this event, the provisions in the Contract relating to Installation and Commissioning, including the Operational Acceptance Test, shall apply to each such major component or Subsystem individually, and Operational Acceptance Certificate(s) shall be issued accordingly for each such major component or Subsystem of the System, subject to the limitations contained in GCC Clause 27.4.2.
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27.4.2 The issuance of Operational Acceptance Certificates for individual major components or Subsystems pursuant to GCC Clause 27.4.1 shall not relieve the Supplier of its obligation to obtain an Operational Acceptance Certificate for the System as an integrated whole (if so specified in the SCC for GCC Clauses 12.1 and 27.2.1) once all major components and Subsystems have been supplied, installed, tested, and commissioned.
27.4.3 In the case of minor components for the System that by their nature do not require Commissioning or an Operational Acceptance Test (e.g., minor fittings, furnishings or site works, etc.), the Project Manager shall issue an Operational Acceptance Certificate within fourteen (14) days after the fittings and/or furnishings have been delivered and/or installed or the site works have been completed. The Supplier shall, however, use all reasonable endeavors to promptly remedy any defects or deficiencies in such minor components detected by the Purchaser or Supplier.
F. GUARANTEES AND LIABILITIES
28. Operational 28.1 The Supplier guarantees that it shall complete the supply, Acceptance Time Installation, Commissioning, and achieve Operational Guarantee Acceptance of the System (or Subsystems, pursuant to the SCC for GCC Clause 27.2.1) within the time periods specified in the Implementation Schedule and/or the Agreed Project Plan pursuant to GCC Clause 8.2, or within such extended time to which the Supplier shall be entitled under GCC Clause 40 (Extension of Time for Achieving Operational Acceptance).
28.2 Unless otherwise specified in the SCC, if the Supplier fails to supply, install, commission, and achieve Operational Acceptance of the System (or Subsystems pursuant to the SCC for GCC Clause 27.2.1) within the time for achieving Operational Acceptance specified in the Implementation Schedule or the Agreed Project Plan, or any extension of the time for achieving Operational Acceptance previously granted under GCC Clause 40 (Extension of Time for Achieving Operational Acceptance), the Supplier shall pay to the Purchaser liquidated damages at the rate of one half of one percent per week as a percentage of the Contract Price (exclusive of Recurrent Costs if any), or the relevant part of the Contract Price if a Subsystem has not achieved Operational Acceptance. The aggregate amount of such liquidated damages shall in no event exceed the amount of ten (10) percent of the Contract Price (exclusive of Recurrent Costs if
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any). Once the Maximum is reached, the Purchaser may consider termination of the Contract, pursuant to GCC Clause 41.2.2.
28.3 Unless otherwise specified in the SCC, liquidated damages payable under GCC Clause 28.2 shall apply only to the failure to achieve Operational Acceptance of the System (and Subsystems) as specified in the Implementation Schedule and/or Agreed Project Plan. This Clause 28.3 shall not limit, however, any other rights or remedies the Purchaser may have under the Contract for other delays.
28.4 If liquidated damages are claimed by the Purchaser for the System (or Subsystem), the Supplier shall have no further liability whatsoever to the Purchaser in respect to the Operational Acceptance time guarantee for the System (or Subsystem). However, the payment of liquidated damages shall not in any way relieve the Supplier from any of its obligations to complete the System or from any other of its obligations and liabilities under the Contract.
29. Defect Liability 29.1 The Supplier warrants that the System, including all Information Technologies, Materials, and other Goods supplied and Services provided, shall be free from defects in the design, engineering, Materials, and workmanship that prevent the System and/or any of its components from fulfilling the Technical Requirements or that limit in a material fashion the performance, reliability, or extensibility of the System and/or Subsystems. Unless otherwise specified in the SCC, there will be NO exceptions and/or limitations to this warranty with respect to Software (or categories of Software). Commercial warranty provisions of products supplied under the Contract shall apply to the extent that they do not conflict with the provisions of this Contract.
29.2 The Supplier also warrants that the Information Technologies, Materials, and other Goods supplied under the Contract are new, unused, and incorporate all recent improvements in design that materially affect the System’s or Subsystem’s ability to fulfill the Technical Requirements.
29.3 Unless otherwise specified in the SCC, the Supplier warrants that: (i) all Goods components to be incorporated into the System form part of the Supplier’s and/or Subcontractor’s current product lines, and (ii) they have been previously released to the market.
29.4 Unless otherwise specified in the SCC, the Warranty Period shall commence from the date of Operational Acceptance of
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the System (or of any major component or Subsystem for which separate Operational Acceptance is provided for in the Contract) and shall extend for thirty-six (36) months.
29.5 If during the Warranty Period any defect as described in GCC Clause 29.1 should be found in the design, engineering, Materials, and workmanship of the Information Technologies and other Goods supplied or of the Services provided by the Supplier, the Supplier shall promptly, in consultation and agreement with the Purchaser regarding appropriate remedying of the defects, and at its sole cost, repair, replace, or otherwise make good (as the Supplier shall, at its discretion, determine) such defect as well as any damage to the System caused by such defect. Any defective Information Technologies or other Goods that have been replaced by the Supplier shall remain the property of the Supplier.
29.6 The Supplier shall not be responsible for the repair, replacement, or making good of any defect, or of any damage to the System arising out of or resulting from any of the following causes:
(a) improper operation or maintenance of the System by the Purchaser;
(b) normal wear and tear;
(c) use of the System with items not supplied by the Supplier, unless otherwise identified in the Technical Requirements, or approved by the Supplier; or
(d) modifications made to the System by the Purchaser, or a third party, not approved by the Supplier.
29.7 The Supplier’s obligations under this GCC Clause 29 shall not apply to:
(a) any materials that are normally consumed in operation or have a normal life shorter than the Warranty Period; or
(b) any designs, specifications, or other data designed, supplied, or specified by or on behalf of the Purchaser or any matters for which the Supplier has disclaimed responsibility, in accordance with GCC Clause 21.1.2.
29.8 The Purchaser shall give the Supplier a notice promptly following the discovery of such defect, stating the nature of any such defect together with all available evidence. The Purchaser shall afford all reasonable opportunity for the Supplier to inspect any such defect. The Purchaser shall afford
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the Supplier all necessary access to the System and the site to enable the Supplier to perform its obligations under this GCC Clause 29.
29.9 The Supplier may, with the consent of the Purchaser, remove from the site any Information Technologies and other Goods that are defective, if the nature of the defect, and/or any damage to the System caused by the defect, is such that repairs cannot be expeditiously carried out at the site. If the repair, replacement, or making good is of such a character that it may affect the efficiency of the System, the Purchaser may give the Supplier notice requiring that tests of the defective part be made by the Supplier immediately upon completion of such remedial work, whereupon the Supplier shall carry out such tests.
If such part fails the tests, the Supplier shall carry out further repair, replacement, or making good (as the case may be) until that part of the System passes such tests. The tests shall be agreed upon by the Purchaser and the Supplier.
29.10 Unless otherwise specified in the SCC, the response times and repair/replacement times for Warranty Defect Repair are specified in the Technical Requirements. Nevertheless, if the Supplier fails to commence the work necessary to remedy such defect or any damage to the System caused by such defect within two weeks the Purchaser may, following notice to the Supplier, proceed to do such work or contract a third party (or parties) to do such work, and the reasonable costs incurred by the Purchaser in connection with such work shall be paid to the Purchaser by the Supplier or may be deducted by the Purchaser from any monies due the Supplier or claimed under the Performance Security.
29.11 If the System or Subsystem cannot be used by reason of such defect and/or making good of such defect, the Warranty Period for the System shall be extended by a period equal to the period during which the System or Subsystem could not be used by the Purchaser because of such defect and/or making good of such defect.
29.12 Items substituted for defective parts of the System during the Warranty Period shall be covered by the Defect Liability Warranty for the remainder of the Warranty Period applicable for the part replaced or three (3) months, whichever is greater. For reasons of information security, the Purchaser may choose to retain physical possession of any replaced defective
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information storage devices.
29.13 At the request of the Purchaser and without prejudice to any other rights and remedies that the Purchaser may have against the Supplier under the Contract, the Supplier will offer all possible assistance to the Purchaser to seek warranty services or remedial action from any subcontracted third-party producers or licensor of Goods included in the System, including without limitation assignment or transfer in favor of the Purchaser of the benefit of any warranties given by such producers or licensors to the Supplier.
30. Functional 30.1 The Supplier guarantees that, once the Operational Acceptance Guarantees Certificate(s) has been issued, the System represents a complete, integrated solution to the Purchaser’s requirements set forth in the Technical Requirements and it conforms to all other aspects of the Contract. The Supplier acknowledges that GCC Clause 27 regarding Commissioning and Operational Acceptance governs how technical conformance of the System to the Contract requirements will be determined.
30.2 If, for reasons attributable to the Supplier, the System does not conform to the Technical Requirements or does not conform to all other aspects of the Contract, the Supplier shall at its cost and expense make such changes, modifications, and/or additions to the System as may be necessary to conform to the Technical Requirements and meet all functional and performance standards. The Supplier shall notify the Purchaser upon completion of the necessary changes, modifications, and/or additions and shall request the Purchaser to repeat the Operational Acceptance Tests until the System achieves Operational Acceptance.
30.3 If the System (or Subsystem[s]) fails to achieve Operational Acceptance, the Purchaser may consider termination of the Contract, pursuant to GCC Clause 41.2.2, and forfeiture of the Supplier’s Performance Security in accordance with GCC Clause 13.3 in compensation for the extra costs and delays likely to result from this failure.
31. Intellectual 31.1 The Supplier hereby represents and warrants that: Property Rights Warranty (a) the System as supplied, installed, tested, and accepted; (b) use of the System in accordance with the Contract; and
(c) copying of the Software and Materials provided to the Purchaser in accordance with the Contract
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do not and will not infringe any Intellectual Property Rights held by any third party and that it has all necessary rights or at its sole expense shall have secured in writing all transfers of rights and other consents necessary to make the assignments, licenses, and other transfers of Intellectual Property Rights and the warranties set forth in the Contract, and for the Purchaser to own or exercise all Intellectual Property Rights as provided in the Contract. Without limitation, the Supplier shall secure all necessary written agreements, consents, and transfers of rights from its employees and other persons or entities whose services are used for development of the System.
32. Intellectual 32.1 The Supplier shall indemnify and hold harmless the Purchaser Property Rights and its employees and officers from and against any and all Indemnity losses, liabilities, and costs (including losses, liabilities, and costs incurred in defending a claim alleging such a liability), that the Purchaser or its employees or officers may suffer as a result of any infringement or alleged infringement of any Intellectual Property Rights by reason of:
(a) installation of the System by the Supplier or the use of the System, including the Materials, in the country where the site is located;
(b) copying of the Software and Materials provided the Supplier in accordance with the Agreement; and
(c) sale of the products produced by the System in any country, except to the extent that such losses, liabilities, and costs arise as a result of the Purchaser’s breach of GCC Clause 32.2.
32.2 Such indemnity shall not cover any use of the System, including the Materials, other than for the purpose indicated by or to be reasonably inferred from the Contract, any infringement resulting from the use of the System, or any products of the System produced thereby in association or combination with any other goods or services not supplied by the Supplier, where the infringement arises because of such association or combination and not because of use of the System in its own right.
32.3 Such indemnities shall also not apply if any claim of infringement:
(a) is asserted by a parent, subsidiary, or affiliate of the Purchaser’s organization;
(b) is a direct result of a design mandated by the Purchaser’s
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Technical Requirements and the possibility of such infringement was duly noted in the Supplier’s Bid; or
(c) results from the alteration of the System, including the Materials, by the Purchaser or any persons other than the Supplier or a person authorized by the Supplier.
32.4 If any proceedings are brought or any claim is made against the Purchaser arising out of the matters referred to in GCC Clause 32.1, the Purchaser shall promptly give the Supplier notice of such proceedings or claims, and the Supplier may at its own expense and in the Purchaser’s name conduct such proceedings or claim and any negotiations for the settlement of any such proceedings or claim.
If the Supplier fails to notify the Purchaser within twenty-eight (28) days after receipt of such notice that it intends to conduct any such proceedings or claim, then the Purchaser shall be free to conduct the same on its own behalf. Unless the Supplier has so failed to notify the Purchaser within the twenty-eight (28) days, the Purchaser shall make no admission that may be prejudicial to the defense of any such proceedings or claim. The Purchaser shall, at the Supplier’s request, afford all available assistance to the Supplier in conducting such proceedings or claim and shall be reimbursed by the Supplier for all reasonable expenses incurred in so doing.
32.5 The Purchaser shall indemnify and hold harmless the Supplier and its employees, officers, and Subcontractors from and against any and all losses, liabilities, and costs (including losses, liabilities, and costs incurred in defending a claim alleging such a liability) that the Supplier or its employees, officers, or Subcontractors may suffer as a result of any infringement or alleged infringement of any Intellectual Property Rights arising out of or in connection with any design, data, drawing, specification, or other documents or materials provided to the Supplier in connection with this Contract by the Purchaser or any persons (other than the Supplier) contracted by the Purchaser, except to the extent that such losses, liabilities, and costs arise as a result of the Supplier’s breach of GCC Clause 32.8.
32.6 Such indemnity shall not cover
(a) any use of the design, data, drawing, specification, or other documents or materials, other than for the purpose indicated by or to be reasonably inferred from the Contract;
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(b) any infringement resulting from the use of the design, data, drawing, specification, or other documents or materials, or any products produced thereby, in association or combination with any other Goods or Services not provided by the Purchaser or any other person contracted by the Purchaser, where the infringement arises because of such association or combination and not because of the use of the design, data, drawing, specification, or other documents or materials in its own right.
32.7 Such indemnities shall also not apply:
(a) if any claim of infringement is asserted by a parent, subsidiary, or affiliate of the Supplier’s organization;
(b) to the extent that any claim of infringement is caused by the alteration, by the Supplier, or any persons contracted by the Supplier, of the design, data, drawing, specification, or other documents or materials provided to the Supplier by the Purchaser or any persons contracted by the Purchaser.
32.8 If any proceedings are brought or any claim is made against the Supplier arising out of the matters referred to in GCC Clause 32.5, the Supplier shall promptly give the Purchaser notice of such proceedings or claims, and the Purchaser may at its own expense and in the Supplier’s name conduct such proceedings or claim and any negotiations for the settlement of any such proceedings or claim. If the Purchaser fails to notify the Supplier within twenty-eight (28) days after receipt of such notice that it intends to conduct any such proceedings or claim, then the Supplier shall be free to conduct the same on its own behalf. Unless the Purchaser has so failed to notify the Supplier within the twenty-eight (28) days, the Supplier shall make no admission that may be prejudicial to the defense of any such proceedings or claim. The Supplier shall, at the Purchaser’s request, afford all available assistance to the Purchaser in conducting such proceedings or claim and shall be reimbursed by the Purchaser for all reasonable expenses incurred in so doing.
33. Limitation of 33.1 Provided the following does not exclude or limit any liabilities Liability of either party in ways not permitted by applicable law:
(a) the Supplier shall not be liable to the Purchaser, whether in contract, tort, or otherwise, for any indirect or consequential loss or damage, loss of use, loss of
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production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the Supplier to pay liquidated damages to the Purchaser; and
(b) the aggregate liability of the Supplier to the Purchaser, whether under the Contract, in tort or otherwise, shall not exceed the total Contract Price, provided that this limitation shall not apply to any obligation of the Supplier to indemnify the Purchaser with respect to intellectual property rights infringement.
G. RISK DISTRIBUTION
34. Transfer of 34.1 With the exception of Software and Materials, the ownership Ownership of the Information Technologies and other Goods shall be transferred to the Purchaser at the time of Delivery or otherwise under terms that may be agreed upon and specified in the Contract Agreement.
34.2 Ownership and the terms of usage of the Software and Materials supplied under the Contract shall be governed by GCC Clause 15 (Copyright) and any elaboration in the Technical Requirements.
34.3 Ownership of the Supplier’s Equipment used by the Supplier and its Subcontractors in connection with the Contract shall remain with the Supplier or its Subcontractors.
35. Care of the 35.1 The Purchaser shall become responsible for the care and System custody of the System or Subsystems upon their Delivery. The Purchaser shall make good at its own cost any loss or damage that may occur to the System or Subsystems from any cause from the date of Delivery until the date of Operational Acceptance of the System or Subsystems, pursuant to GCC Clause 27 (Commissioning and Operational Acceptance), excepting such loss or damage arising from acts or omissions of the Supplier, its employees, or subcontractors.
35.2 If any loss or damage occurs to the System or any part of the System by reason of:
(a) (insofar as they relate to the country where the Project Site is located) nuclear reaction, nuclear radiation, radioactive contamination, a pressure wave caused by aircraft or other aerial objects, or any other occurrences that an experienced contractor could not reasonably foresee, or if reasonably foreseeable could not reasonably make provision for or insure against, insofar as such risks
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are not normally insurable on the insurance market and are mentioned in the general exclusions of the policy of insurance taken out under GCC Clause 37;
(b) any use not in accordance with the Contract, by the Purchaser or any third party;
(c) any use of or reliance upon any design, data, or specification provided or designated by or on behalf of the Purchaser, or any such matter for which the Supplier has disclaimed responsibility in accordance with GCC Clause 21.1.2,
the Purchaser shall pay to the Supplier all sums payable in respect of the System or Subsystems that have achieved Operational Acceptance, notwithstanding that the same be lost, destroyed, or damaged. If the Purchaser requests the Supplier in writing to make good any loss or damage to the System thereby occasioned, the Supplier shall make good the same at the cost of the Purchaser in accordance with GCC Clause 39. If the Purchaser does not request the Supplier in writing to make good any loss or damage to the System thereby occasioned, the Purchaser shall either request a change in accordance with GCC Clause 39, excluding the performance of that part of the System thereby lost, destroyed, or damaged, or, where the loss or damage affects a substantial part of the System, the Purchaser shall terminate the Contract pursuant to GCC Clause 41.1.
35.3 The Purchaser shall be liable for any loss of or damage to any Supplier’s Equipment which the Purchaser has authorized to locate within the Purchaser's premises for use in fulfillment of Supplier's obligations under the Contract, except where such loss or damage arises from acts or omissions of the Supplier, its employees, or subcontractors.
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36. Loss of or 36.1 The Supplier and each and every Subcontractor shall abide by Damage to the job safety, insurance, customs, and immigration measures Property; prevalent and laws in force in the Purchaser’s Country. Accident or Injury to 36.2 Subject to GCC Clause 36.3, the Supplier shall indemnify and Workers; hold harmless the Purchaser and its employees and officers Indemnification from and against any and all losses, liabilities and costs (including losses, liabilities, and costs incurred in defending a claim alleging such a liability) that the Purchaser or its employees or officers may suffer as a result of the death or injury of any person or loss of or damage to any property (other than the System, whether accepted or not) arising in connection with the supply, installation, testing, and Commissioning of the System and by reason of the negligence of the Supplier or its Subcontractors, or their employees, officers or agents, except any injury, death, or property damage caused by the negligence of the Purchaser, its contractors, employees, officers, or agents.
36.3 If any proceedings are brought or any claim is made against the Purchaser that might subject the Supplier to liability under GCC Clause 36.2, the Purchaser shall promptly give the Supplier notice of such proceedings or claims, and the Supplier may at its own expense and in the Purchaser’s name conduct such proceedings or claim and any negotiations for the settlement of any such proceedings or claim. If the Supplier fails to notify the Purchaser within twenty-eight (28) days after receipt of such notice that it intends to conduct any such proceedings or claim, then the Purchaser shall be free to conduct the same on its own behalf. Unless the Supplier has so failed to notify the Purchaser within the twenty-eight (28) day period, the Purchaser shall make no admission that may be prejudicial to the defense of any such proceedings or claim. The Purchaser shall, at the Supplier’s request, afford all available assistance to the Supplier in conducting such proceedings or claim and shall be reimbursed by the Supplier for all reasonable expenses incurred in so doing.
36.4 The Purchaser shall indemnify and hold harmless the Supplier and its employees, officers, and Subcontractors from any and all losses, liabilities, and costs (including losses, liabilities, and costs incurred in defending a claim alleging such a liability) that the Supplier or its employees, officers, or Subcontractors may suffer as a result of the death or personal injury of any person or loss of or damage to property of the Purchaser, other than the System not yet achieving Operational Acceptance, that is caused by fire, explosion, or any other perils, in excess of the amount recoverable from insurances procured under
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GCC Clause 37 (Insurances), provided that such fire, explosion, or other perils were not caused by any act or failure of the Supplier.
36.5 If any proceedings are brought or any claim is made against the Supplier that might subject the Purchaser to liability under GCC Clause 36.4, the Supplier shall promptly give the Purchaser notice of such proceedings or claims, and the Purchaser may at its own expense and in the Supplier’s name conduct such proceedings or claim and any negotiations for the settlement of any such proceedings or claim. If the Purchaser fails to notify the Supplier within twenty-eight (28) days after receipt of such notice that it intends to conduct any such proceedings or claim, then the Supplier shall be free to conduct the same on its own behalf. Unless the Purchaser has so failed to notify the Supplier within the twenty-eight (28) days, the Supplier shall make no admission that may be prejudicial to the defense of any such proceedings or claim. The Supplier shall, at the Purchaser’s request, afford all available assistance to the Purchaser in conducting such proceedings or claim and shall be reimbursed by the Purchaser for all reasonable expenses incurred in so doing.
36.6 The party entitled to the benefit of an indemnity under this GCC Clause 36 shall take all reasonable measures to mitigate any loss or damage that has occurred. If the party fails to take such measures, the other party’s liabilities shall be correspondingly reduced.
37. Insurances 37.1 The Supplier shall at its expense take out and maintain in effect, or cause to be taken out and maintained in effect, during the performance of the Contract, the insurance set forth below. The identity of the insurers and the form of the policies shall be subject to the approval of the Purchaser, who should not unreasonably withhold such approval.
(a) Cargo Insurance During Transport
as applicable, 110 percent of the price of the Information Technologies and other Goods in a freely convertible currency, covering the Goods from physical loss or damage during shipment through receipt at the Project Site.
(b) Installation “All Risks” Insurance
as applicable, 110 percent of the price of the Information Technologies and other Goods covering the Goods at the site from all risks of physical loss or damage (excluding
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only perils commonly excluded under “all risks” insurance policies of this type by reputable insurers) occurring prior to Operational Acceptance of the System.
(c) Third-Party Liability Insurance
On terms as specified in the SCC, covering bodily injury or death suffered by third parties (including the Purchaser’s personnel) and loss of or damage to property (including the Purchaser’s property and any Subsystems that have been accepted by the Purchaser) occurring in connection with the supply and installation of the Information System.
(d) Automobile Liability Insurance
In accordance with the statutory requirements prevailing in the Purchaser’s Country, covering use of all vehicles used by the Supplier or its Subcontractors (whether or not owned by them) in connection with the execution of the Contract.
(e) Other Insurance (if any), as specified in the SCC.
37.2 The Purchaser shall be named as co-insured under all insurance policies taken out by the Supplier pursuant to GCC Clause 37.1, except for the Third-Party Liability, and the Supplier’s Subcontractors shall be named as co-insured under all insurance policies taken out by the Supplier pursuant to GCC Clause 37.1 except for Cargo Insurance During Transport. All insurer’s rights of subrogation against such co-insured for losses or claims arising out of the performance of the Contract shall be waived under such policies.
37.3 The Supplier shall deliver to the Purchaser certificates of insurance (or copies of the insurance policies) as evidence that the required policies are in full force and effect.
37.4 The Supplier shall ensure that, where applicable, its Subcontractor(s) shall take out and maintain in effect adequate insurance policies for their personnel and vehicles and for work executed by them under the Contract, unless such Subcontractors are covered by the policies taken out by the Supplier.
37.5 If the Supplier fails to take out and/or maintain in effect the insurance referred to in GCC Clause 37.1, the Purchaser may take out and maintain in effect any such insurance and may from time to time deduct from any amount due the Supplier
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under the Contract any premium that the Purchaser shall have paid to the insurer or may otherwise recover such amount as a debt due from the Supplier.
37.6 Unless otherwise provided in the Contract, the Supplier shall prepare and conduct all and any claims made under the policies affected by it pursuant to this GCC Clause 37, and all monies payable by any insurers shall be paid to the Supplier. The Purchaser shall give to the Supplier all such reasonable assistance as may be required by the Supplier in connection with any claim under the relevant insurance policies. With respect to insurance claims in which the Purchaser’s interest is involved, the Supplier shall not give any release or make any compromise with the insurer without the prior written consent of the Purchaser. With respect to insurance claims in which the Supplier’s interest is involved, the Purchaser shall not give any release or make any compromise with the insurer without the prior written consent of the Supplier.
38. Force Majeure 38.1 “Force Majeure” shall mean any event beyond the reasonable control of the Purchaser or of the Supplier, as the case may be, and which is unavoidable notwithstanding the reasonable care of the party affected and shall include, without limitation, the following:
(a) war, hostilities, or warlike operations (whether a state of war be declared or not), invasion, act of foreign enemy, and civil war;
(b) rebellion, revolution, insurrection, mutiny, usurpation of civil or military government, conspiracy, riot, civil commotion, and terrorist acts;
(c) confiscation, nationalization, mobilization, commandeering or requisition by or under the order of any government or de jure or de facto authority or ruler, or any other act or failure to act of any local state or national government authority;
(d) strike, sabotage, lockout, embargo, import restriction, port congestion, lack of usual means of public transportation and communication, industrial dispute, shipwreck, shortage or restriction of power supply, epidemics, quarantine, and plague;
(e) earthquake, landslide, volcanic activity, fire, flood or inundation, tidal wave, typhoon or cyclone, hurricane, storm, lightning, or other inclement weather condition, nuclear and pressure waves, or other natural or physical
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disaster;
(f) failure, by the Supplier, to obtain the necessary export permit(s) from the governments of the Country(s) of Origin of the Information Technologies or other Goods, or Supplier’s Equipment provided that the Supplier has made all reasonable efforts to obtain the required export permit(s), including the exercise of due diligence in determining the eligibility of the System and all of its components for receipt of the necessary export permits.
38.2 If either party is prevented, hindered, or delayed from or in performing any of its obligations under the Contract by an event of Force Majeure, then it shall notify the other in writing of the occurrence of such event and the circumstances of the event of Force Majeure within fourteen (14) days after the occurrence of such event.
38.3 The party who has given such notice shall be excused from the performance or punctual performance of its obligations under the Contract for so long as the relevant event of Force Majeure continues and to the extent that such party’s performance is prevented, hindered, or delayed. The Time for Achieving Operational Acceptance shall be extended in accordance with GCC Clause 40 (Extension of Time for Achieving Operational Acceptance).
38.4 The party or parties affected by the event of Force Majeure shall use reasonable efforts to mitigate the effect of the event of Force Majeure upon its or their performance of the Contract and to fulfill its or their obligations under the Contract, but without prejudice to either party’s right to terminate the Contract under GCC Clause 38.6.
38.5 No delay or nonperformance by either party to this Contract caused by the occurrence of any event of Force Majeure shall:
(a) constitute a default or breach of the Contract;
(b) (subject to GCC Clauses 35.2, 38.3, and 38.4) give rise to any claim for damages or additional cost or expense occasioned by the delay or nonperformance,
if, and to the extent that, such delay or nonperformance is caused by the occurrence of an event of Force Majeure.
38.6 If the performance of the Contract is substantially prevented, hindered, or delayed for a single period of more than sixty (60) days or an aggregate period of more than one hundred and
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twenty (120) days on account of one or more events of Force Majeure during the time period covered by the Contract, the parties will attempt to develop a mutually satisfactory solution, failing which, either party may terminate the Contract by giving a notice to the other.
38.7 In the event of termination pursuant to GCC Clause 38.6, the rights and obligations of the Purchaser and the Supplier shall be as specified in GCC Clauses 41.1.2 and 41.1.3.
38.8 Notwithstanding GCC Clause 38.5, Force Majeure shall not apply to any obligation of the Purchaser to make payments to the Supplier under this Contract.
H. CHANGE IN CONTRACT ELEMENTS
39. Changes to the 39.1 Introducing a Change System 39.1.1 Subject to GCC Clauses 39.2.5 and 39.2.7, the Purchaser shall have the right to propose, and subsequently require, the Project Manager to order the Supplier from time to time during the performance of the Contract to make any change, modification, addition, or deletion to, in, or from the System (interchangeably called “Change”), provided that such Change falls within the general scope of the System, does not constitute unrelated work, and is technically practicable, taking into account both the state of advancement of the System and the technical compatibility of the Change envisaged with the nature of the System as originally specified in the Contract.
A Change may involve, but is not restricted to, the substitution of updated Information Technologies and related Services in accordance with GCC Clause 23 (Product Upgrades).
39.1.2 The Supplier may from time to time during its performance of the Contract propose to the Purchaser (with a copy to the Project Manager) any Change that the Supplier considers necessary or desirable to improve the quality or efficiency of the System. The Purchaser may at its discretion approve or reject any Change proposed by the Supplier.
39.1.3 Notwithstanding GCC Clauses 39.1.1 and 39.1.2, no change made necessary because of any default of the Supplier in the performance of its obligations under
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the Contract shall be deemed to be a Change, and such change shall not result in any adjustment of the Contract Price or the Time for Achieving Operational Acceptance.
39.1.4 The procedure on how to proceed with and execute Changes is specified in GCC Clauses 39.2 and 39.3, and further details and sample forms are provided in the Sample Contractual Forms Section in the bidding documents.
39.1.5 Moreover, the Purchaser and Supplier will agree, during development of the Project Plan, to a date prior to the scheduled date for Operational Acceptance, after which the Technical Requirements for the System shall be “frozen.” Any Change initiated after this time will be dealt with after Operational Acceptance.
39.2 Changes Originating from Purchaser
39.2.1 If the Purchaser proposes a Change pursuant to GCC Clauses 39.1.1, it shall send to the Supplier a “Request for Change Proposal,” requiring the Supplier to prepare and furnish to the Project Manager as soon as reasonably practicable a “Change Proposal,” which shall include the following:
(a) brief description of the Change;
(b) impact on the Time for Achieving Operational Acceptance;
(c) detailed estimated cost of the Change;
(d) effect on Functional Guarantees (if any);
(e) effect on any other provisions of the Contract.
39.2.2 Prior to preparing and submitting the “Change Proposal,” the Supplier shall submit to the Project Manager a “Change Estimate Proposal,” which shall be an estimate of the cost of preparing the Change Proposal, plus a first approximation of the suggested approach and cost for implementing the changes. Upon receipt of the Supplier’s Change Estimate Proposal, the Purchaser shall do one of the following:
(a) accept the Supplier’s estimate with instructions to the Supplier to proceed with the preparation of the
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Change Proposal;
(b) advise the Supplier of any part of its Change Estimate Proposal that is unacceptable and request the Supplier to review its estimate;
(c) advise the Supplier that the Purchaser does not intend to proceed with the Change.
39.2.3 Upon receipt of the Purchaser’s instruction to proceed under GCC Clause 39.2.2 (a), the Supplier shall, with proper expedition, proceed with the preparation of the Change Proposal, in accordance with GCC Clause 39.2.1. The Supplier, at its discretion, may specify a validity period for the Change Proposal, after which if the Purchaser and Supplier has not reached agreement in accordance with GCC Clause 39.2.6, then GCC Clause 39.2.7 shall apply.
39.2.4 The pricing of any Change shall, as far as practicable, be calculated in accordance with the rates and prices included in the Contract. If the nature of the Change is such that the Contract rates and prices are inequitable, the parties to the Contract shall agree on other specific rates to be used for valuing the Change.
39.2.5 If before or during the preparation of the Change Proposal it becomes apparent that the aggregate impact of compliance with the Request for Change Proposal and with all other Change Orders that have already become binding upon the Supplier under this GCC Clause 39 would be to increase or decrease the Contract Price as originally set forth in Article 2 (Contract Price) of the Contract Agreement by more than fifteen (15) percent, the Supplier may give a written notice of objection to this Request for Change Proposal prior to furnishing the Change Proposal. If the Purchaser accepts the Supplier’s objection, the Purchaser shall withdraw the proposed Change and shall notify the Supplier in writing of its acceptance.
The Supplier’s failure to so object to a Request for Change Proposal shall neither affect its right to object to any subsequent requested Changes or Change Orders, nor affect its right to take into account, when making such subsequent objection, the percentage increase or decrease in the Contract Price that any Change not objected to by the Supplier represents.
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39.2.6 Upon receipt of the Change Proposal, the Purchaser and the Supplier shall mutually agree upon all matters contained in the Change Proposal. Within fourteen (14) days after such agreement, the Purchaser shall, if it intends to proceed with the Change, issue the Supplier a Change Order. If the Purchaser is unable to reach a decision within fourteen (14) days, it shall notify the Supplier with details of when the Supplier can expect a decision. If the Purchaser decides not to proceed with the Change for whatever reason, it shall, within the said period of fourteen (14) days, notify the Supplier accordingly. Under such circumstances, the Supplier shall be entitled to reimbursement of all costs reasonably incurred by it in the preparation of the Change Proposal, provided that these do not exceed the amount given by the Supplier in its Change Estimate Proposal submitted in accordance with GCC Clause 39.2.2.
39.2.7 If the Purchaser and the Supplier cannot reach agreement on the price for the Change, an equitable adjustment to the Time for Achieving Operational Acceptance, or any other matters identified in the Change Proposal, the Change will not be implemented. However, this provision does not limit the rights of either party under GCC Clause 6 (Settlement of Disputes).
39.3 Changes Originating from Supplier
If the Supplier proposes a Change pursuant to GCC Clause 39.1.2, the Supplier shall submit to the Project Manager a written “Application for Change Proposal,” giving reasons for the proposed Change and including the information specified in GCC Clause 39.2.1. Upon receipt of the Application for Change Proposal, the parties shall follow the procedures outlined in GCC Clauses 39.2.6 and 39.2.7. However, should the Purchaser choose not to proceed or the Purchaser and the Supplier cannot come to agreement on the change during any validity period that the Supplier may specify in its Application for Change Proposal, the Supplier shall not be entitled to recover the costs of preparing the Application for Change Proposal, unless subject to an agreement between the Purchaser and the Supplier to the contrary.
39.4 Value engineering. The Supplier may prepare, at its own cost, a value engineering proposal at any time during the performance
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of the Contract. The value engineering proposal shall, at a minimum, include the following;
(a) the proposed change(s), and a description of the difference to the existing Contract requirements;
(b) a full cost/benefit analysis of the proposed change(s) including a description and estimate of costs (including life cycle costs) the Purchaser may incur in implementing the value engineering proposal; and
(c) a description of any effect(s) of the change on performance/functionality.
The Purchaser may accept the value engineering proposal if the proposal demonstrates benefits that:
(a) accelerates the delivery period; or
(b) reduces the Contract Price or the life cycle costs to the Purchaser; or
(c) improves the quality, efficiency, safety or sustainability of the systems; or
(d) yields any other benefits to the Purchaser,
without compromising the necessary functions of the systems.
If the value engineering proposal is approved by the Purchaser and results in:
(a) a reduction of the Contract Price; the amount to be paid to the Supplier shall be the percentage specified in the SCC of the reduction in the Contract Price; or
(b) an increase in the Contract Price; but results in a reduction in life cycle costs due to any benefit described in (a) to (d) above, the amount to be paid to the Supplier shall be the full increase in the Contract Price.
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40. Extension of Time 40.1 The time(s) for achieving Operational Acceptance specified in for Achieving the Schedule of Implementation shall be extended if the Operational Supplier is delayed or impeded in the performance of any of Acceptance its obligations under the Contract by reason of any of the following:
(a) any Change in the System as provided in GCC Clause 39 (Change in the Information System);
(b) any occurrence of Force Majeure as provided in GCC Clause 38 (Force Majeure);
(c) default of the Purchaser; or
(d) any other matter specifically mentioned in the Contract;
by such period as shall be fair and reasonable in all the circumstances and as shall fairly reflect the delay or impediment sustained by the Supplier.
40.2 Except where otherwise specifically provided in the Contract, the Supplier shall submit to the Project Manager a notice of a claim for an extension of the time for achieving Operational Acceptance, together with particulars of the event or circumstance justifying such extension as soon as reasonably practicable after the commencement of such event or circumstance. As soon as reasonably practicable after receipt of such notice and supporting particulars of the claim, the Purchaser and the Supplier shall agree upon the period of such extension. In the event that the Supplier does not accept the Purchaser’s estimate of a fair and reasonable time extension, the Supplier shall be entitled to refer the matter to the provisions for the Settlement of Disputes pursuant to GCC Clause 43.
40.3 The Supplier shall at all times use its reasonable efforts to minimize any delay in the performance of its obligations under the Contract.
41. Termination 41.1 Termination for Purchaser’s Convenience
41.1.1 The Purchaser may at any time terminate the Contract for any reason by giving the Supplier a notice of termination that refers to this GCC Clause 41.1.
41.1.2 Upon receipt of the notice of termination under GCC Clause 41.1.1, the Supplier shall either as soon as reasonably practical or upon the date specified in the notice of termination
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(a) cease all further work, except for such work as the Purchaser may specify in the notice of termination for the sole purpose of protecting that part of the System already executed, or any work required to leave the site in a clean and safe condition;
(b) terminate all subcontracts, except those to be assigned to the Purchaser pursuant to GCC Clause 41.1.2 (d) (ii) below;
(c) remove all Supplier’s Equipment from the site, repatriate the Supplier’s and its Subcontractors’ personnel from the site, remove from the site any wreckage, rubbish, and debris of any kind;
(d) in addition, the Supplier, subject to the payment specified in GCC Clause 41.1.3, shall
(i) deliver to the Purchaser the parts of the System executed by the Supplier up to the date of termination;
(ii) to the extent legally possible, assign to the Purchaser all right, title, and benefit of the Supplier to the System, or Subsystem, as at the date of termination, and, as may be required by the Purchaser, in any subcontracts concluded between the Supplier and its Subcontractors;
(iii) deliver to the Purchaser all nonproprietary drawings, specifications, and other documents prepared by the Supplier or its Subcontractors as of the date of termination in connection with the System.
41.1.3 In the event of termination of the Contract under GCC Clause 41.1.1, the Purchaser shall pay to the Supplier the following amounts:
(a) the Contract Price, properly attributable to the parts of the System executed by the Supplier as of the date of termination;
(b) the costs reasonably incurred by the Supplier in the removal of the Supplier’s Equipment from the site and in the repatriation of the Supplier’s and its Subcontractors’ personnel;
(c) any amount to be paid by the Supplier to its
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Subcontractors in connection with the termination of any subcontracts, including any cancellation charges;
(d) costs incurred by the Supplier in protecting the System and leaving the site in a clean and safe condition pursuant to GCC Clause 41.1.2 (a); and
(e) the cost of satisfying all other obligations, commitments, and claims that the Supplier may in good faith have undertaken with third parties in connection with the Contract and that are not covered by GCC Clauses 41.1.3 (a) through (d) above.
41.2 Termination for Supplier’s Default
41.2.1 The Purchaser, without prejudice to any other rights or remedies it may possess, may terminate the Contract forthwith in the following circumstances by giving a notice of termination and its reasons therefore to the Supplier, referring to this GCC Clause 41.2:
(a) if the Supplier becomes bankrupt or insolvent, has a receiving order issued against it, compounds with its creditors, or, if the Supplier is a corporation, a resolution is passed or order is made for its winding up (other than a voluntary liquidation for the purposes of amalgamation or reconstruction), a receiver is appointed over any part of its undertaking or assets, or if the Supplier takes or suffers any other analogous action in consequence of debt;
(b) if the Supplier assigns or transfers the Contract or any right or interest therein in violation of the provision of GCC Clause 42 (Assignment); or
(c) if the Supplier, in the judgment of the Purchaser has engaged in Fraud and Corruption, as defined in paragraph 2.2 a. of the Appendix to the GCC, in competing for or in executing the Contract, including but not limited to willful misrepresentation of facts concerning ownership of Intellectual Property Rights in, or proper authorization and/or licenses from the owner to offer, the hardware, software, or materials
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provided under this Contract.
41.2.2 If the Supplier:
(a) has abandoned or repudiated the Contract;
(b) has without valid reason failed to commence work on the System promptly;
(c) persistently fails to execute the Contract in accordance with the Contract or persistently neglects to carry out its obligations under the Contract without just cause;
(d) refuses or is unable to provide sufficient Materials, Services, or labor to execute and complete the System in the manner specified in the Agreed Project Plan furnished under GCC Clause 19 at rates of progress that give reasonable assurance to the Purchaser that the Supplier can attain Operational Acceptance of the System by the Time for Achieving Operational Acceptance as extended;
then the Purchaser may, without prejudice to any other rights it may possess under the Contract, give a notice to the Supplier stating the nature of the default and requiring the Supplier to remedy the same. If the Supplier fails to remedy or to take steps to remedy the same within fourteen (14) days of its receipt of such notice, then the Purchaser may terminate the Contract forthwith by giving a notice of termination to the Supplier that refers to this GCC Clause 41.2.
41.2.3 Upon receipt of the notice of termination under GCC Clauses 41.2.1 or 41.2.2, the Supplier shall, either immediately or upon such date as is specified in the notice of termination:
(a) cease all further work, except for such work as the Purchaser may specify in the notice of termination for the sole purpose of protecting that part of the System already executed or any work required to leave the site in a clean and safe condition;
(b) terminate all subcontracts, except those to be assigned to the Purchaser pursuant to GCC Clause 41.2.3 (d) below;
(c) deliver to the Purchaser the parts of the System
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executed by the Supplier up to the date of termination;
(d) to the extent legally possible, assign to the Purchaser all right, title and benefit of the Supplier to the System or Subsystems as at the date of termination, and, as may be required by the Purchaser, in any subcontracts concluded between the Supplier and its Subcontractors;
(e) deliver to the Purchaser all drawings, specifications, and other documents prepared by the Supplier or its Subcontractors as at the date of termination in connection with the System.
41.2.4 The Purchaser may enter upon the site, expel the Supplier, and complete the System itself or by employing any third party. Upon completion of the System or at such earlier date as the Purchaser thinks appropriate, the Purchaser shall give notice to the Supplier that such Supplier’s Equipment will be returned to the Supplier at or near the site and shall return such Supplier’s Equipment to the Supplier in accordance with such notice. The Supplier shall thereafter without delay and at its cost remove or arrange removal of the same from the site.
41.2.5 Subject to GCC Clause 41.2.6, the Supplier shall be entitled to be paid the Contract Price attributable to the portion of the System executed as at the date of termination and the costs, if any, incurred in protecting the System and in leaving the site in a clean and safe condition pursuant to GCC Clause 41.2.3 (a). Any sums due the Purchaser from the Supplier accruing prior to the date of termination shall be deducted from the amount to be paid to the Supplier under this Contract.
41.2.6 If the Purchaser completes the System, the cost of completing the System by the Purchaser shall be determined. If the sum that the Supplier is entitled to be paid, pursuant to GCC Clause 41.2.5, plus the reasonable costs incurred by the Purchaser in completing the System, exceeds the Contract Price, the Supplier shall be liable for such excess. If such excess is greater than the sums due the Supplier under GCC Clause 41.2.5, the Supplier shall pay the balance to the Purchaser, and if such excess is less than the sums due
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the Supplier under GCC Clause 41.2.5, the Purchaser shall pay the balance to the Supplier. The Purchaser and the Supplier shall agree, in writing, on the computation described above and the manner in which any sums shall be paid.
41.3 Termination by Supplier
41.3.1 If:
(a) the Purchaser has failed to pay the Supplier any sum due under the Contract within the specified period, has failed to approve any invoice or supporting documents without just cause pursuant to the SCC, or commits a substantial breach of the Contract, the Supplier may give a notice to the Purchaser that requires payment of such sum, with interest on this sum as stipulated in GCC Clause 12.3, requires approval of such invoice or supporting documents, or specifies the breach and requires the Purchaser to remedy the same, as the case may be. If the Purchaser fails to pay such sum together with such interest, fails to approve such invoice or supporting documents or give its reasons for withholding such approval, fails to remedy the breach or take steps to remedy the breach within fourteen (14) days after receipt of the Supplier’s notice; or
(b) the Supplier is unable to carry out any of its obligations under the Contract for any reason attributable to the Purchaser, including but not limited to the Purchaser’s failure to provide possession of or access to the site or other areas or failure to obtain any governmental permit necessary for the execution and/or completion of the System;
then the Supplier may give a notice to the Purchaser of such events, and if the Purchaser has failed to pay the outstanding sum, to approve the invoice or supporting documents, to give its reasons for withholding such approval, or to remedy the breach within twenty-eight (28) days of such notice, or if the Supplier is still unable to carry out any of its obligations under the Contract for any reason attributable to the Purchaser within twenty-eight (28) days of the said notice, the Supplier may by a further
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notice to the Purchaser referring to this GCC Clause 41.3.1, forthwith terminate the Contract.
41.3.2 The Supplier may terminate the Contract immediately by giving a notice to the Purchaser to that effect, referring to this GCC Clause 41.3.2, if the Purchaser becomes bankrupt or insolvent, has a receiving order issued against it, compounds with its creditors, or, being a corporation, if a resolution is passed or order is made for its winding up (other than a voluntary liquidation for the purposes of amalgamation or reconstruction), a receiver is appointed over any part of its undertaking or assets, or if the Purchaser takes or suffers any other analogous action in consequence of debt.
41.3.3 If the Contract is terminated under GCC Clauses 41.3.1 or 41.3.2, then the Supplier shall immediately:
(a) cease all further work, except for such work as may be necessary for the purpose of protecting that part of the System already executed, or any work required to leave the site in a clean and safe condition;
(b) terminate all subcontracts, except those to be assigned to the Purchaser pursuant to Clause 41.3.3 (d) (ii);
(c) remove all Supplier’s Equipment from the site and repatriate the Supplier’s and its Subcontractor’s personnel from the site.
(d) In addition, the Supplier, subject to the payment specified in GCC Clause 41.3.4, shall:
(i) deliver to the Purchaser the parts of the System executed by the Supplier up to the date of termination;
(ii) to the extent legally possible, assign to the Purchaser all right, title, and benefit of the Supplier to the System, or Subsystems, as of the date of termination, and, as may be required by the Purchaser, in any subcontracts concluded between the Supplier and its Subcontractors;
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(iii) to the extent legally possible, deliver to the Purchaser all drawings, specifications, and other documents prepared by the Supplier or its Subcontractors as of the date of termination in connection with the System.
41.3.4 If the Contract is terminated under GCC Clauses 41.3.1 or 41.3.2, the Purchaser shall pay to the Supplier all payments specified in GCC Clause 41.1.3 and reasonable compensation for all loss, except for loss of profit, or damage sustained by the Supplier arising out of, in connection with, or in consequence of such termination.
41.3.5 Termination by the Supplier pursuant to this GCC Clause 41.3 is without prejudice to any other rights or remedies of the Supplier that may be exercised in lieu of or in addition to rights conferred by GCC Clause 41.3.
41.4 In this GCC Clause 41, the expression “portion of the System executed” shall include all work executed, Services provided, and all Information Technologies, or other Goods acquired (or subject to a legally binding obligation to purchase) by the Supplier and used or intended to be used for the purpose of the System, up to and including the date of termination.
41.5 In this GCC Clause 41, in calculating any monies due from the Purchaser to the Supplier, account shall be taken of any sum previously paid by the Purchaser to the Supplier under the Contract, including any advance payment paid pursuant to the SCC.
42. Assignment 42.l Neither the Purchaser nor the Supplier shall, without the express prior written consent of the other, assign to any third party the Contract or any part thereof, or any right, benefit, obligation, or interest therein or thereunder, except that the Supplier shall be entitled to assign either absolutely or by way of charge any monies due and payable to it or that may become due and payable to it under the Contract.
I. SETTLEMENT OF DISPUTES
43. Settlement of 43.1 Adjudication Disputes 43.1.1 If any dispute of any kind whatsoever shall arise between the Purchaser and the Supplier in connection
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with or arising out of the Contract, including without prejudice to the generality of the foregoing, any question regarding its existence, validity, or termination, or the operation of the System (whether during the progress of implementation or after its achieving Operational Acceptance and whether before or after the termination, abandonment, or breach of the Contract), the parties shall seek to resolve any such dispute by mutual consultation. If the parties fail to resolve such a dispute by mutual consultation within fourteen (14) days after one party has notified the other in writing of the dispute, then, if the Contract Agreement in Appendix 2 includes and names an Adjudicator, the dispute shall, within another fourteen (14) days, be referred in writing by either party to the Adjudicator, with a copy to the other party. If there is no Adjudicator specified in the Contract Agreement, the mutual consultation period stated above shall last twenty-eight (28) days (instead of fourteen), upon expiry of which either party may move to the notification of arbitration pursuant to GCC Clause 43.2.1.
43.1.2 The Adjudicator shall give his or her decision in writing to both parties within twenty-eight (28) days of the dispute being referred to the Adjudicator. If the Adjudicator has done so, and no notice of intention to commence arbitration has been given by either the Purchaser or the Supplier within fifty-six (56) days of such reference, the decision shall become final and binding upon the Purchaser and the Supplier. Any decision that has become final and binding shall be implemented by the parties forthwith.
43.1.3 The Adjudicator shall be paid an hourly fee at the rate specified in the Contract Agreement plus reasonable expenditures incurred in the execution of duties as Adjudicator, and these costs shall be divided equally between the Purchaser and the Supplier.
43.1.4 Should the Adjudicator resign or die, or should the Purchaser and the Supplier agree that the Adjudicator is not fulfilling his or her functions in accordance with the provisions of the Contract, a new Adjudicator shall be jointly appointed by the Purchaser and the Supplier. Failing agreement between the two within twenty-eight (28) days, the new Adjudicator shall be appointed at the request of either party by the Appointing Authority specified in the SCC, or, if no Appointing Authority is specified in SCC, the Contract shall, from this point
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onward and until the parties may otherwise agree on an Adjudicator or an Appointing Authority, be implemented as if there is no Adjudicator.
43.2 Arbitration
43.2.1 If
(a) the Purchaser or the Supplier is dissatisfied with the Adjudicator’s decision and acts before this decision has become final and binding pursuant to GCC Clause 43.1.2, or
(b) the Adjudicator fails to give a decision within the allotted time from referral of the dispute pursuant to GCC Clause 43.1.2, and the Purchaser or the Supplier acts within the following fourteen (14) days, or
(c) in the absence of an Adjudicator from the Contract Agreement, the mutual consultation pursuant to GCC Clause 43.1.1 expires without resolution of the dispute and the Purchaser or the Supplier acts within the following fourteen (14) days,
then either the Purchaser or the Supplier may act to give notice to the other party, with a copy for information to the Adjudicator in case an Adjudicator had been involved, of its intention to commence arbitration, as provided below, as to the matter in dispute, and no arbitration in respect of this matter may be commenced unless such notice is given.
43.2.2 Any dispute in respect of which a notice of intention to commence arbitration has been given, in accordance with GCC Clause 43.2.1, shall be finally settled by arbitration. Arbitration may be commenced prior to or after Installation of the Information System.
43.2.3 Arbitration proceedings shall be conducted in accordance with the rules of procedure specified in the SCC.
43.3 Notwithstanding any reference to the Adjudicator or arbitration in this clause,
(a) the parties shall continue to perform their respective obligations under the Contract unless they otherwise agree;
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(b) the Purchaser shall pay the Supplier any monies due the Supplier.
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APPENDIX
Fraud and Corruption (Text in this Appendix shall not be modified)
1. Purpose 1.1 The Bank’s Anti-Corruption Guidelines and this annex apply with respect to procurement under Bank Investment Project Financing operations. 2. Requirements 2.1 The Bank requires that Borrowers (including beneficiaries of Bank financing); bidders (applicants/proposers), consultants, contractors and suppliers; any sub-contractors, sub- consultants, service providers or suppliers; any agents (whether declared or not); and any of their personnel, observe the highest standard of ethics during the procurement process, selection and contract execution of Bank-financed contracts, and refrain from Fraud and Corruption. 2.2 To this end, the Bank: a. Defines, for the purposes of this provision, the terms set forth below as follows: i. “corrupt practice” is the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party; ii. “fraudulent practice” is any act or omission, including misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain financial or other benefit or to avoid an obligation; iii. “collusive practice” is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party; iv. “coercive practice” is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party; v. “obstructive practice” is: (a) deliberately destroying, falsifying, altering, or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede a Bank investigation into allegations of a corrupt, fraudulent, coercive, or collusive practice; and/or threatening, harassing, or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or (b) acts intended to materially impede the exercise of the Bank’s inspection and audit rights provided for under paragraph 2.2 e. below. b. Rejects a proposal for award if the Bank determines that the firm or individual recommended for award, any of its personnel, or its agents, or its sub-consultants, sub- contractors, service providers, suppliers and/ or their employees, has, directly or
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indirectly, engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices in competing for the contract in question; c. In addition to the legal remedies set out in the relevant Legal Agreement, may take other appropriate actions, including declaring misprocurement, if the Bank determines at any time that representatives of the Borrower or of a recipient of any part of the proceeds of the loan engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices during the procurement process, selection and/or execution of the contract in question, without the Borrower having taken timely and appropriate action satisfactory to the Bank to address such practices when they occur, including by failing to inform the Bank in a timely manner at the time they knew of the practices; d. Pursuant to the Bank’s Anti-Corruption Guidelines, and in accordance with the Bank’s prevailing sanctions policies and procedures, may sanction a firm or individual, either indefinitely or for a stated period of time, including by publicly declaring such firm or individual ineligible (i) to be awarded or otherwise benefit from a Bank-financed contract, financially or in any other manner;1 (ii) to be a nominated2 sub-contractor, consultant, manufacturer or supplier, or service provider of an otherwise eligible firm being awarded a Bank-financed contract; and (iii) to receive the proceeds of any loan made by the Bank or otherwise to participate further in the preparation or implementation of any Bank-financed project; e. Requires that a clause be included in bidding/request for proposals documents and in contracts financed by a Bank loan, requiring (i) bidders (applicants/proposers), consultants, contractors, and suppliers, and their sub-contractors, sub-consultants, service providers, suppliers, agents personnel, permit the Bank to inspect3 all accounts, records and other documents relating to the procurement process, selection and/or contract execution, and to have them audited by auditors appointed by the Bank.
1 For the avoidance of doubt, a sanctioned party’s ineligibility to be awarded a contract shall include, without limitation, (i) applying for pre-qualification, expressing interest in a consultancy, and bidding, either directly or as a nominated sub- contractor, nominated consultant, nominated manufacturer or supplier, or nominated service provider, in respect of such contract, and (ii) entering into an addendum or amendment introducing a material modification to any existing contract. 2 A nominated sub-contractor, nominated consultant, nominated manufacturer or supplier, or nominated service provider (different names are used depending on the particular bidding document) is one which has been: (i) included by the bidder in its pre-qualification application or bid because it brings specific and critical experience and know-how that allow the bidder to meet the qualification requirements for the particular bid; or (ii) appointed by the Borrower. 3 Inspections in this context usually are investigative (i.e., forensic) in nature. They involve fact-finding activities undertaken by the Bank or persons appointed by the Bank to address specific matters related to investigations/audits, such as evaluating the veracity of an allegation of possible Fraud and Corruption, through the appropriate mechanisms. Such activity includes but is not limited to: accessing and examining a firm's or individual's financial records and information, and making copies thereof as relevant; accessing and examining any other documents, data and information (whether in hard copy or electronic format) deemed relevant for the investigation/audit, and making copies thereof as relevant; interviewing staff and other relevant individuals; performing physical inspections and site visits; and obtaining third party verification of information.
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SECTION IX - SPECIAL CONDITIONS OF CONTRACT
Table of Clauses
A. Contract and Interpretation ...... 365 1. Definitions (GCC Clause 1) ...... 365 2. Interpretation ( GCC Clause 3) ...... 365 3. Notices ( GCC Clause 4) ...... 365 4. Governing Law ( GCC Clause 5) ...... 365 B. Subject Matter of Contract ...... 365 5. Scope of the System ( GCC Clause 7) ...... 366 6. Time for Commencement and Operational Acceptance ( GCC Clause 8) ...... 366 7. Supplier’s Responsibilities ( GCC Clause 9) ...... 366 8. Purchaser’s Responsibilities ( GCC Clause 10) ...... 366 C. Payment ...... 367 9. Contract Price ( GCC Clause 11) ...... 369 10. Terms of Payment ( GCC Clause 12) ...... 369 11. Securities ( GCC Clause 13) ...... 370 D. Intellectual Property...... 370 12. Copyright ( GCC Clause 15)...... 370 13. Software License Agreements ( GCC Clause 16) ...... 371 14. Confidential Information ( GCC Clause 17) ...... 371 E. Supply, Installation, Testing, Commissioning, and Acceptance of the System ...... 371 15. Representatives ( GCC Clause 18) ...... 371 16. Project Plan ( GCC Clause 19) ...... 372 17. Design and Engineering ( GCC Clause 21) ...... 373 18. Product Upgrades ( GCC Clause 23) ...... 373 19. Inspections and Tests ( GCC Clause 25) ...... 373 20. Commissioning and Operational Acceptance ( GCC Clause 27) ...... 374 F. Guarantees and Liabilities ...... 374 21. Operational Acceptance Time Guarantee ( GCC Clause 28) ...... 374 22. Defect Liability ( GCC Clause 29) ...... 374 23. Functional Guarantees ( GCC Clause 30) ...... 374 G. Risk Distribution ...... 375 24. Transfer of Ownership ( GCC Clause 34) ...... 375 25. Care of the System ( GCC Clause 35) ...... 375 26. Insurances ( GCC Clause 37) ...... 375 H. Change in Contract Elements ...... 375 27. Changes to the System ( GCC Clause 39) ...... 375
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28. Extension of Time for Achieving Operational Acceptance ( GCC Clause 40) ...... 375
I. Settlement of Disputes ...... 376 29. Settlement of Disputes (GCC Clause 43) ...... 376
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Special Conditions of Contract The following Special Conditions of Contract (SCC) shall supplement or amend the General Conditions of Contract (GCC). Whenever there is a conflict, the provisions of the SCC shall prevail over those in the General Conditions of Contract. For the purposes of clarity, any referenced GCC clause numbers are indicated in the left column of the SCC.
A. CONTRACT AND INTERPRETATION
1. Definitions (GCC Clause 1) GCC 1.1 (a) (ix) The applicable edition of the Procurement Regulation is dated: July 2016
GCC 1.1 (b) (i) The Purchaser is: Commissionerate and Directorate of Health Department, Andhra Pradesh. However, SI shall sign contract as stipulated by the concerned authority as per the “The Andhra Pradesh Reorganisation Act, 2014
GCC 1.1 (b) (ii) The Project Manager is: Project Director, Andhra Pradesh Health Department Project
GCC 1.1 (e) (i) The Purchaser’s Country is: India.
GCC 1.1 (e) (x) The contract period is six-years and shall continue in force until the Information system and all other services as per the Technical Requirements have been provided unless the contract is terminated earlier in accordance with the terms set out in the GCC.
GCC 1.1 (e) (xiii) There is no Post-Warranty Services Period for the contract after the completion of the Warranty Period.
2. Interpretation(GCC Clause 3) GCC 3.1.1 The Contract's governing language is English
3. Notices (GCC Clause 4) GCC 4.3 Address of the Project Manager: As specified above Fallback address of the Purchaser: As specified above
4. Governing Law (GCC Clause 5) GCC 5.1 The Contract shall be interpreted in accordance with the laws of India
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B. SUBJECT MATTER OF CONTRACT
5. Scope of the System (GCC Clause 7) GCC 7.3 The Supplier shall supply spare parts required for the operation and maintenance of the System for the contract duration, and in case of anyextension thereof.
6. Time for Commencement and Operational Acceptance (GCC Clause 8) GCC 8.1 The Supplier shall commence work on the System within 1(one)day from the Effective Date of the Contract.
7. Supplier’s Responsibilities (GCC Clause 9) GCC 9.9 The Supplier shall conform to the sustainable procurement contractual provisions mentioned under SCC 1.1 (a) (ix) GCC 9.10 The Supplier shall have the following additional responsibilities: a. Preparation of Detailed Project Plan in line with the overall plan provided in the RFB. The same should be revised once prepared in consultation with the Project Manager, once project is awarded. b. Propose COTS solution & Customize and maintain the requisiteSoftware Solution as per the requirements of the RFB at appropriatelocations. c. Provide necessary support for the resolution of bugs, patches &upgrades of the software solution. d. Provide computer basic skills training and advanced training onapplication modules to the staff members and stakeholders. e. The Supplier shall setup and operate a technical helpdeskduring the Contract period. The central ticketing system shall beoperational to register the breakdown calls and their closure. Theuptime / down time will be computed from logs and from EMStool. f. The Supplier shall bring their own man-power, computers,printers, stationary any other computer peripherals requiredfor the support operations of the project. g. The Supplier will be responsible for preparing the referencemap for the dashboard of the hospitals for the review purpose. h. Insurance to the deployed manpower, machine, equipment etc. isthe responsibility of the Supplier. i. Training on the application software as applicable and mentioned in the
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RFB. j. The Facility management / support team shall have to maintaindecorum while carrying out their day-to-day activities, departmentstaff and keeping citizen’s convenience at prime. k. Any complaints related to access to premises will not be entertainedby the purchaser. Any such events shall have to resolvewithout hampering the project implementation. Any suchdelay will not be attributable to contracting authority. l. Uniform/ aprons and Identity Cards are to be provided to thefield staff by Supplier while there on duty. m. Supplier is fully responsible for any damage of hospitaltenement or any complaint during the survey work. n. Delivery of User Manuals, Design Documents and OperationalManuals of the software modules to the Purchaser. o. Integration with Information Kiosks p. Ensuring the SLAs for downtime of system, software development/customization, Management and quality control of all services and meet the defined SLAs for the performance of the system. q. Security of the solution, Ensure the business continuity r. Regular Backup and Backup Management as per the schedule ofMeity.(Ministry of Electronics & Information Technology) s. Generation of MIS reports as per the requirements of the Purchaser t. Generation of the report for monitoring the SLAs. u. Raise all invoices for payment as per the agreed payment scheduleand submit the same to the Project Manager/Program ManagementUnit (PMU). v. Ensure that all cases of noncompliance (if any) reported in thefirst round of TPA security audit are closed so that approval is receivedat least by the second round of TPA security audit andtimelines are not violated. w. Meet the defined Technical Specifications for the IT Infrastructurekeeping in mind the application and future requirements of the Purchaser. x. Any other services which are required for the successful executionof the project
8. Purchaser’s Responsibilities (GCC Clause 10) GCC 10.6 The supplier is responsible for provisioning of resources.Any Delay by the
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purchaser, the time for operational acceptance will beextended by the delay period. GCC 10.7 The responsibility of purchaser is limited to only coordination GCC 10.10 The Supplier is responsible for regular backups and backup managementduring the contract period. The backup copies will be stored withpurchaser as per data management principles. GCC 10.12 The Purchaser shall have the following additional responsibilities: a) Coordinate with ITE&C Department for installation of Hardwareinfrastructure at SDC. d) Create PMU to oversee the project e) Appoint a dedicated SPOC for each location for implementation andoperations of the EHR project, District Hospitals, Area Hospitals,Community Health Centers and Teaching Hospitals f) Acceptance test /certification of the work & releasing the payments asper the contract terms in the RFB. g) Acceptance of the Software solution, a technical expert panel shall be created by the Purchaser. h) Issuing the Acceptance Certificate on successful deployment of thecustomized application and for other components as per the Scope ofWork. i) Change management and communication and awareness for citizens l) Shall support, cooperate and facilitate with the procuring in procuringApplicable Permits and Approvals and their renewals, if any, fromvarious Government Authorities and utilities while implementing theproject; m) Ensure that the existing Service providers to cooperate to share therequired interface, data, and help SP etc., for integration n) Monitoring of overall timelines, SLAs and calculation of penaltiesaccordingly. o) Facilitate existing service providers to integrate their existingapplications for data integration. p) Owning the project and critical assets of the Project and Modules q) Periodic project progress review with the project committees r) Issue contract amendments as required based on the directions of the purchaser s) Act as the single point of contact for various reviews with theGovernment t) Assist PMU & Coordinate with the Supplier to finalize theupdated
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functional requirements (FRS) of the respective projectparticipant departments. u) Assist PMU & Coordinate with the Supplier to finalize trainingschedules for the employees of the respective departments who wouldbe using the solution. v) Assist PMU & Provide the Supplier all availabledocumentation on business processes and forms that are used by the Purchaser. w) Participate in the UAT of the project solution & application andprovide inputs for enhancements with PMU. x) Office Consumables (such as cartridges, papers, ink, etc.,) supply is theresponsibility of the department for the PMU. y) Define the clear roles of the hospital staff for the operation of the newsolution z) The purchaser will provision raw power at mains for connecting toUPS and further distribution to the Supplier. Purchaser is responsiblefor paying the current bills. aa) During the O&M period: i. The Purchaser has to train all the village staff & officers onthe applications for day-to-day operations. ii. Making a request for the changes in application process.
C. PAYMENT
9. Contract Price (GCC Clause 11) GCC 11.2 Adjustments to the Contract Price shall be as follows: not applicable
10. Terms of Payment (GCC Clause 12) GCC 12.1 Subject to the provisions of GCC Clause 12 (Terms of Payment), the Purchaser shall pay the Contract Price to the Supplier according to the manner specified below.
Except as otherwise noted, all payments shall be made for the portion of the Contract Price corresponding to the goods or services actually Delivered, Installed, or Operationally Accepted, per the Contract Implementation Schedule, at unit prices for each bed as quoted and, in the currencies, specified in the Price Schedules of the Contract Agreement.
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GCC 12.3 The Purchaser shall pay to the Supplier interest on the delayed payments at a rate of: 10% per annum (for INR)..
GCC 12.4 The Supplier will invoice the Purchaser in the currency used in the Contract Agreement and the Price Schedules it refers to, for Goods and Services supplied locally, and the conversion between this currency and Indian Rupees (INR) for payment purposes - in case the two currencies are different - will be made as of the actual payment date using the exchange rate found in BC selling rate of State Bank of India, Vijayawada as on the same day of invoice receipt date acknowledged by the purchaser. For goods or services sourced from India, payments shall be made in Indian Rupees (INR)
GCC 12.5 The contract payment of the foreign currency portion of the Contract Price for Goods supplied from outside the Purchaser’s Country shall be made to the Supplier through an irrevocable letter of credit opened by an authorized bank in the Supplier’s Country stands and will be payable on presentation of the appropriate documentsstands deleted or not applicable for the contract.
11. Securities (GCC Clause 13) GCC 13.2.1 The Supplier shall provide within ten (10) days of the notification of Contractaward an Advance Payment Security for an amount equal to 10% of the totalcost mentioned in Supply and Installation Cost Summary Table in the currencyof the bid.
GCC 13.3.1 The Performance Security shall be denominated in Indian Rupees (INR)for an amount equal to 10percent of the Contract Price, excluding any Recurrent Costs.
GCC 13.3.4 There shall be no reduction or percentage reduction to the amount of Performance Security as a percentage of the contract price during the Warranty Period (i.e. after the Operational Acceptance of the System)
D. INTELLECTUAL PROPERTY
12. Copyright (GCC Clause 15) GCC 15.3 The purchaser holds all the rights to use any of the software, products, documents or any artifacts prepared or developed under this contract. The Purchaser shall not assign, license, or otherwise voluntarily transfer itscontractual rights to use the Standard Software or elements of theStandard Software to other third party outside the contract.
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GCC 15.4 All rightsare reserved with the Purchaser with respect toCustom Software or elements of the Custom Software. Supplier is required to share the source code with thePurchaser andshouldn’t retain a copy for commercial use at any other places / clientswithout prior consent of the purchaser.
GCC 15.5 No software escrow contract is required for the execution of the Contract
13. Software License Agreements (GCC Clause 16) GCC There are no Special Conditions of Contract applicable to GCC Clause 16.1 (a) (iv) 16.1 (a) (iv) GCC 16.1 (b) (ii) The Purchaser has unlimited rights whichenables and permit it that the Software can be used or copied foruse or transferred to a replacement computer.
GCC 16.1 (b) The Purchaser shall not disclose to and reproduced for use by any third (vi) party the Software and the Software license.
GCC 16.1 (b) The Purchaser shall disclose to and reproduced for use by any Agencies (vii) approved bythe Purchaser, the Software and the Software license,subject to the same restrictions as are set forth in the contract. GCC 16.2 There are no Special Conditions of Contract applicable to GCC Clause 16.2
14. Confidential Information (GCC Clause 17) GCC 17.1 There are no Special Conditions of Contract applicable to GCC Clause 17.1
GCC 17.7 The provisions of this GCC Clause 17 shall survive the termination, forwhatever reason, of the Contract for the period specified in the GCC for contract period as specified in the SCC clause 1. e (x).
E. SUPPLY, INSTALLATION, TESTING, COMMISSIONING, AND ACCEPTANCE OF THE SYSTEM
15. Representatives (GCC Clause 18) GCC 18.1 The Purchaser’s Project Manager shall have the following additional powers and / or limitations to his or her authority to represent the Purchaser in matters relating to the Contract no additional powers or limitations
GCC 18.2.2 The Supplier’s Representative shall have the following additional powers and / or limitations to his or her authority to represent the Supplier in
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matters relating to the Contract no additional powers or limitations
16. Project Plan (GCC Clause 19) GCC 19.1 Chapters in the Project Plan shall address the following subject:
(a) Project Organization and Management Sub-Plan, including management authorities, responsibilities, and contacts, as well as task, time and resource-bound schedules (in GANTT format);
(b) Implementation Sub-Plan;
(c) Training Sub-Plan;
(d) Testing and Quality Assurance Sub-Plan; (e) Warranty Defect Repair and Technical Support Service Sub-Plan Further details regarding the required contents of each of the above chapters are contained in the Technical Requirements, Section
GCC 19.2 Within Seven (7) days from the Date of notification of award, the Suppliershall present a Project Plan to the Purchaser. The Purchaser shall, within fourteen(14) days of receipt of the Project Plan, notify the Supplier of any respectsin which it considers that the Project Plan does not adequately ensure that theproposed program of work, proposed methods, and/or proposed InformationTechnologies will satisfy the Technical Requirements and/or the SCC (inthis Clause 19.2 called ―nonconformities below). The Supplier shall, withinfive (5) days of receipt of such notification, correct the Project Plan and resubmitto the Purchaser. The Purchaser shall, within five (5) days of resubmissionof the Project Plan, notify the Supplier of any remaining non-conformities.This procedure shall be repeated as necessary until the Project Plan is freefrom non- conformities. When the Project Plan is free from nonconformities,the Purchaser shall provide confirmation in writing to the Supplier. This approvedProject Plan (―the Agreed and Finalized Project Plan) shall be contractuallybinding on the Purchaser and the Supplier
GCC 19.5 The Supplier shall submit to the Purchaser the Monthly progress reports, summarizing:
(i) results accomplished during the prior period;
(ii) cumulative deviations to date from schedule of progressmilestones as specified in the Agreed ProjectPlan;
(iii) corrective actions to be taken to return to planned schedule
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ofprogress; proposed revisions to planned schedule;
(iv) other issues and outstanding problems; proposed actions to betaken;
(v) resources that the Supplier expects to be provided by the Purchaser and/or actions to be taken by the Purchaser in the next reporting period;
(vi) other issues or potential problems the Supplier foresees thatcould impact on project progress and/or effectiveness
GCC 19.6 The Supplier shall submit to the Purchaser: - monthly inspection and quality assurance reports - monthly training participants test results - monthly log of service calls and problem resolutions
17. Design and Engineering (GCC Clause 21) GCC 21.3.1 There are no Special Conditions of Contract applicable to GCC Clause 21.3.1
18. Product Upgrades (GCC Clause 23) GCC 23.4 The Supplier shall provide the Purchaser: with all new versions, releases, and updates to all Standard Software during the entire Contract Period, for free, as specified in the GCC.
19. Inspections and Tests (GCC Clause 25) GCC 25 Inspection and tests prior to installation of services and final acceptanceare as follows: 1. The inspection of installation of services shall be carried out to checkwhether the services are in conformity with the technical specificationsattached with the inspection/test procedures laid down in technicalspecifications and the general / special conditions of the contract.The supplier will test all operations and accomplish all adjustments(tuning) necessary for successful and continuous operation of the systemsat all the installation sites to the satisfaction of the purchaser. 2. The acceptance test will be conducted by the purchaser or any otherperson nominated by the purchaser, at its option. There shall not beany additional charges for conducting acceptance tests. All softwareshould be complete. The supplier shall maintain necessary log in respectsof results of the tests to establish to the entire satisfaction of
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thepurchaser, the successful completion of the test specified. 3. In the event of software failing to pass the acceptance tests, a mutuallyagreed period (not exceeding one month) will be given to rectify thedefects and clear the acceptance test, failing which the purchaser reservesthe rights to get the product replaced by the supplier at no extracost to purchaser. 4. The purchaser shall appoint TPA for Security audit of the Applicationand the supplier shall facilitate the Audit and close noncompliance (ifany) as reported by the TPA.
20. Commissioning and Operational Acceptance (GCC Clause 27) GCC 27.2.1 Operational Acceptance Testing shall be conducted in accordance with Details given in Technical Requirements Section.
F. GUARANTEES AND LIABILITIES
21. Operational Acceptance Time Guarantee (GCC Clause 28) GCC 28.2 Liquidated damages shall be assessed at 0.25% percent per week. The maximum liquidated damages are 10 % percent of the Contract Price. The purchaser has the right to terminate the contract in case of anyadditional delays. GCC 28.3 Liquidated damages shall be assessed with respect to achieving individual Milestones and on Operational Acceptance of the System.
22. Defect Liability (GCC Clause 29) GCC 29.1 There are no Special Conditions of Contract applicable to GCC Clause 29.1.
GCC 29.4 The warranty shall be for the entire contract period. GCC 29.6 The Supplier shall maintain the systems in working condition during the contractperiod irrespective of wear and tear and should adhere as per SLA. GCC 29.10 During the Warranty Period, the Supplier must commence the work necessaryto remedy defects or damage as per the SLA.
23. Functional Guarantees (GCC Clause 30) GCC 30 There are no Special Conditions of Contract applicable to GCC Clause 30.
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G. RISK DISTRIBUTION
24. Transfer of Ownership (GCC Clause 34) GCC 34.1 The Purchaser shall buy back the assets installed at Data Center andDisaster Recovery along with the licenses owned by the Supplier as partof this contract at INR 100 at time of exit.
25. Care of the System (GCC Clause 35) GCC 35.1 The supplier is responsible for the care of the system till theinstallation of systems. The supplier would be provided with securedplace for the storage of the systems by the purchaser till they areinstalled and achieve acceptance.
26. Insurances(GCC Clause 37) GCC 37.1 (c) The Supplier shall obtain Third-Party Liability Insurance in the amount of Contract Value with deductible limits of no more than 1% of thecontract value.The insured Parties shall be the Purchaser. The Insurance shall cover the period fromthe Effective Date of the Contract untilthe Effective Date of its completion. GCC 37.1 (e) There are no Special Conditions of Contract applicable to GCC Clause 37.1 (e).
H. CHANGE IN CONTRACT ELEMENTS
27. Changes to the System (GCC Clause 39) GCC 39.4 Value Engineering
The value engineering clause is not applicable for the contract.
28. Extension of Time for Achieving Operational Acceptance (GCC Clause40) GCC 40.1 The extension of time is subject to the discretion of the Purchaser basedon the written request on the same by the Supplier.
Section IX – Special Conditions of Contract 376
I. SETTLEMENT OF DISPUTES
29. Settlement of Disputes (GCC Clause 43) GCC 43.1.4 The Appointing Authority for the Adjudicator is: Principal Secretary, ITE&C Department, Government of Andhra Pradesh GCC 43.2.3 If the Supplier is from outside the Purchaser’s Country arbitration proceedings shall be conducted in accordance with the rules of arbitration ofUNCITRAL. These rules, in the version in force at the time of the request for arbitration, will be deemed to form part of this Contract. If the Supplier is a national of the Purchaser’s Country, any dispute between the Purchaser and a Supplier arising in connection with the present Contract shall be referred to arbitration in accordance with the laws of the Purchaser’s country. Arbitration proceedings shall be conducted in accordance with the rules of arbitration of Arbitration and Conciliation Act 1996.Arbitration proceedings shall be held in High Court of Judicature at Hyderabad for theStates of Telangana and Andhra Pradesh or the High Court which may be establishedin the State of Andhra Pradesh and the language of the arbitration proceedings andthat of all documents and communications between the parties shall be English
Section X – Contract Forms 377
SECTION X - CONTRACT FORMS
Notes to the Purchaser on preparing the Contract Forms
Performance Security: Pursuant to GCC Clause 13.3, the successful Bidder is required to provide the Performance Security within twenty-eight (28) days of notification of Contract award. Advance Payment Security: Pursuant to Clause 13.2, the successful Bidder is required to provide a bank guarantee securing the Advance Payment, if the SCC related to GCC Clause 12.1 provides for an Advance Payment. Installation and Operational Acceptance Certificates: Recommended formats for these certificates are included in this SPD. Unless the Purchaser has good reason to require procedures that differ from those recommended, or to require different wording in the certificates, the procedures and forms shall be included unchanged. If the Purchaser wishes to amend the recommended procedures and/or certificates, it may propose alternatives for the approval of the World Bank before release of the bidding document to potential Bidders. Change Order Procedures and Forms: Similar to the Installation and Operational Acceptance Certificates, the Change Estimate Proposal, Estimate Acceptance, Change Proposal, Change Order, and related Forms should be included in the bidding document unaltered. If the Purchaser wishes to amend the recommended procedures and/or certificates, it may propose alternatives for the approval of the World Bank before release of the bidding document.
Notes to Bidders on working with the Sample Contractual Forms
The following forms are to be completed and submitted by the successful Bidder following receipt of the Letter of Acceptance from the Purchaser: (i) Contract Agreement, with all Appendices; (ii) Performance Security; and (iii) Advance Payment Security. • Contract Agreement: In addition to specifying the parties and the Contract Price, the Contract Agreement is where the: (i) Supplier Representative; (ii) if applicable, agreed Adjudicator and his/her compensation; and (iii) the List of Approved Subcontractors are specified. In addition, modifications to the successful Bidder’s Bid Price Schedules are attached to the Agreement. These contain corrections and adjustments to the Supplier’s bid prices to correct errors, adjust the Contract Price to reflect – if applicable - any extensions to bid validity beyond the last day of original bid validity plus 56 days, etc. • Performance Security: Pursuant to GCC Clause 13.3, the successful Bidder is required to provide the Performance Security in the form contained in this section of these bidding documents and in the amount specified in accordance with the SCC. • Advance Payment Security: Pursuant to GCC Clause 13.2, the successful Bidder is required to provide a bank guarantee for the full amount of the Advance Payment - if an Advance Payment is specified in the SCC for GCC Clause 12.1 -
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in the form contained in this section of these bidding documents or another form acceptable to the Purchaser. If a Bidder wishes to propose a different Advance Payment Security form, it should submit a copy to the Purchaser promptly for review and confirmation of acceptability before the bid submission deadline. The Purchaser and Supplier will use the following additional forms during Contract implementation to formalize or certify important Contract events: (i) the Installation and Operational Acceptance Certificates; and (ii) the various Change Order forms. These and the procedures for their use during performance of the Contract are included in the bidding documents for the information of Bidders.
Section X – Contract Forms 379
Table of Contract Forms
Notification of Intention to Award ...... 380 Beneficial Ownership Disclosure Form...... 384 Letter of Acceptance ...... 386 1. Contract Agreement ...... 387 Appendix 1. Supplier’s Representative ...... 391 Appendix 2. Adjudicator ...... 392 Appendix 3. List of Approved Subcontractors ...... 393 Appendix 4. Categories of Software ...... 394 Appendix 5. Custom Materials ...... 395 Appendix 6. Revised Price Schedules ...... 396 Appendix 7. Minutes of Contract Finalization Discussions and Agreed-to Contract Amendments ...... 397 2. Performance and Advance Payment Security Forms ...... 398 2.1 Performance Security Form (Bank Guarantee) ...... 398 2.2 Advance Payment Security ...... 400 Bank Guarantee ...... 400 3. Installation and Acceptance Certificates...... 402 3. Installation and Acceptance Certificates ...... 402 3.1 Installation Certificate ...... 402 3.2 Operational Acceptance Certificate ...... 403 4. Change Order Procedures and Forms ...... 404 4.1 Request for Change Proposal Form ...... 405 4.2 Change Estimate Proposal Form ...... 407 4.3 Estimate Acceptance Form ...... 409 4.4 Change Proposal Form ...... 411 4.5 Change Order Form ...... 413 4.6 Application for Change Proposal Form ...... 415
Section X – Contract Forms 380
NOTIFICATION OF INTENTION TO AWARD
[This Notification of Intention to Award shall be sent to each Bidder that submitted a Bid.]
[Send this Notification to the Bidder’s Authorized Representative named in the Bidder Information Form]
For the attention of Bidder’s Authorized Representative Name: [insert Authorized Representative’s name] Address: [insert Authorized Representative’s Address] Telephone/Fax numbers: [insert Authorized Representative’s telephone/fax numbers] Email Address: [insert Authorized Representative’s email address]
[IMPORTANT: insert the date that this Notification is transmitted to all participating Bidders. The Notification must be sent to all Bidders simultaneously. This means on the same date and as close to the same time as possible.]
DATE OF TRANSMISSION: This Notification is sent by: [email/fax] on [date] (local time)
Notification of Intention to Award [Purchaser]: [insert the name of the Purchaser] Project:[insert name of project] Contract title: [insert the name of the contract] Country: [insert country where RFB is issued] Loan No. /Credit No. / Grant No.: [insert reference number for loan/credit/grant] RFB No: [insert RFB reference number from Procurement Plan]
This Notification of Intention to Award (Notification) notifies you of our decision to award the above contract. The transmission of this Notification begins the Standstill Period. During the Standstill Period you may:
a) request a debriefing in relation to the evaluation of your Bid, and/or
b) submit a Procurement-related Complaint in relation to the decision to award the contract.
1. The successful Bidder
Name: [insert nameof successful Bidder] Section X – Contract Forms 381
Address: [insert addressof the successful Bidder]
Contract price: [insert contract priceof the successful Bidder]
Total combined score: [insert the total combined score of the successful Bidder]
2. Other Bidders [INSTRUCTIONS: insert names of all Bidders that submitted a Bid. If the Bid’s price was evaluated include the evaluated price as well as the Bid price as read out.]
Name of Technical Score Evaluated Bid Combined Score Bid price Bidder (If applicable) Cost (if applicable)
[insert name] [insert Technical [insert Bid [insert evaluated [insert combined score] price] cost] score]
[insert Technical [insert name] [insert Bid [insert evaluated [insert combined score] price] cost] score]
[insert Technical [insert name] [insert Bid [insert evaluated [insert combined score] price] cost] score]
[insert Technical [insert name] [insert Bid [insert evaluated [insert combined score] price] cost] score]
[insert Technical [insert name] [insert Bid [insert evaluated [insert combined score] price] cost] score]
3. Reason/s why your Bid was unsuccessful [Delete if the combined score already reveals the reason]
[INSTRUCTIONS; State the reason/s why this Bidder’s Bid was unsuccessful. Do NOT include: (a) a point by point comparison with another Bidder’s Bid or (b) information that is marked confidential by the Bidder in its Bid.]
4. How to request a debriefing
DEADLINE: The deadline to request a debriefing expires at midnight on [insert date] (local time). You may request a debriefing in relation to the results of the evaluation of your Bid. If you decide to request a debriefing your written request must be made within three (3) Business Days of receipt of this Notification of Intention to Award. Provide the contract name, reference number, name of the Bidder, contact details; and address the request for debriefing as follows:
Section X – Contract Forms 382
Attention: [insert full name of person, if applicable] Title/position: [insert title/position] Agency: [insert name of Purchaser] Email address: [insert email address] Fax number: [insert fax number] delete if not used If your request for a debriefing is received within the 3 Business Days deadline, we will provide the debriefing within five (5) Business Days of receipt of your request. If we are unable to provide the debriefing within this period, the Standstill Period shall be extended by five (5) Business Days after the date that the debriefing is provided. If this happens, we will notify you and confirm the date that the extended Standstill Period will end. The debriefing may be in writing, by phone, video conference call or in person. We shall promptly advise you in writing how the debriefing will take place and confirm the date and time. If the deadline to request a debriefing has expired, you may still request a debriefing. In this case, we will provide the debriefing as soon as practicable, and normally no later than fifteen (15) Business Days from the date of publication of the Contract Award Notice.
5. How to make a complaint
DEADLINE: The deadline for submitting a Procurement-related Complaint challenging the decision to award the contract expires on midnight, [insert date] (local time). Provide the contract name, reference number, name of the Bidder, contact details; and address the Procurement-related Complaint as follows: Attention: [insert full name of person, if applicable] Title/position: [insert title/position] Agency: [insert name of Purchaser] Email address: [insert email address] Fax number: [insert fax number] delete if not used At this point in the procurement process, you may submit a Procurement-related Complaint challenging the decision to award the contract. You do not need to have requested, or received, a debriefing before making this complaint. Your complaint must be submitted within the Standstill Period and received by us before the Standstill Period ends. Further information: For more information see the “Procurement Regulations for IPF Borrowers (Procurement Regulations) (Annex III).” You should read these provisions before preparing and submitting your complaint. In addition, the World Bank’s Guidance
Section X – Contract Forms 383
“How to make a Procurement-related Complaint” provides a useful explanation of the process, as well as a sample letter of complaint. In summary, there are four essential requirements: 1. You must be an ‘interested party’. In this case, that means a Bidder who submitted a Bid in this procurement and is the recipient of a Notification of Intention to Award. 2. The complaint can only challenge the decision to award the contract. 3. You must submit the complaint within the deadline stated above. 4. You must include, in your complaint, all of the information required by the Procurement Regulations (as described in Annex III).
6. Standstill Period
DEADLINE: The Standstill Period is due to end at midnight on [insert date] (local time). The Standstill Period lasts ten (10) Business Days after the date of transmission of this Notification of Intention to Award. The Standstill Period may be extended. This may happen where we are unable to provide a debriefing within the five (5) Business Day deadline. If this happens we will notify you of the extension.
If you have any questions regarding this Notification, please do not hesitate to contact us.
On behalf of the Purchaser:
Signature: ______
Name: ______
Title/position: ______
Telephone: ______
Email: ______
Section X – Contract Forms 384
BENEFICIAL OWNERSHIP DISCLOSURE FORM
INSTRUCTIONS TO BIDDERS: DELETE THIS BOX ONCE YOU HAVE COMPLETED THE FORM
This Beneficial Ownership Disclosure Form (“Form”) is to be completed by the successful Bidder1. In case of joint venture, the Bidder must submit a separate Form for each member. The beneficial ownership information to be submitted in this Form shall be current as of the date of its submission.
For the purposes of this Form, a Beneficial Owner of a Bidder is any natural person who ultimately owns or controls the Bidder by meeting one or more of the following conditions:
directly or indirectly holding 25% or more of the shares directly or indirectly holding 25% or more of the voting rights directly or indirectly having the right to appoint a majority of the board of directors or equivalent governing body of the Bidder
RFB No.: [insert number of RFB process] Request for Bid No.: [insert identification]
To: [insert complete name of Purchaser]
In response to your request in the Letter of Acceptance dated [insert date of letter of Acceptance] to furnish additional information on beneficial ownership: [select one option as applicable and delete the options that are not applicable]
(i) we hereby provide the following beneficial ownership information.
Details of beneficial ownership
Identity of Beneficial Directly or indirectly Directly or Directly or Owner holding 25% or more indirectly holding indirectly having the of the shares 25 % or more of the right to appoint a
Voting Rights majority of the (Yes / No) board of the (Yes / No) directors or an equivalent governing body of the Bidder (Yes / No)
Section X – Contract Forms 385
[include full name (last, middle, first), nationality, country of residence]
OR
(ii) We declare that there is no Beneficial Owner meeting one or more of the following conditions:
directly or indirectly holding 25% or more of the shares directly or indirectly holding 25% or more of the voting rights directly or indirectly having the right to appoint a majority of the board of directors or equivalent governing body of the Bidder
OR
(iii) We declare that we are unable to identify any Beneficial Owner meeting one or more of the following conditions. [If this option is selected, the Bidder shall provide explanation on why it is unable to identify any Beneficial Owner] directly or indirectly holding 25% or more of the shares directly or indirectly holding 25% or more of the voting rights directly or indirectly having the right to appoint a majority of the board of directors or equivalent governing body of the Bidder]”
Name of the Bidder: *[insert complete name of the Bidder]______
Name of the person duly authorized to sign the Bid on behalf of the Bidder: **[insert complete name of person duly authorized to sign the Bid]______
Title of the person signing the Bid: [insert complete title of the person signing the Bid]______
Signature of the person named above: [insert signature of person whose name and capacity are shown above]_____
Date signed[insert date of signing]day of[insert month], [insert year]_____
* In the case of the Bid submitted by a Joint Venture specify the name of the Joint Venture as Bidder. In the event that the Bidder is a joint venture, each reference to “Bidder” in the Beneficial Ownership Disclosure Form (including this Introduction thereto) shall be read to refer to the joint venture member. ** Person signing the Bid shall have the power of attorney given by the Bidder. The power of attorney shall be attached with the Bid Schedules.
Section X – Contract Forms 386
LETTER OF ACCEPTANCE
______
To: ______
This is to notify you that your Bid dated ______for execution of the ______for the Contract Price in the aggregate of ______, as corrected and modified in accordance with the Instructions to Bidders is hereby accepted by our Agency.
You are requested to furnish (i) the Performance Security within 28 days in accordance with the Conditions of Contract, using for that purpose one of the Performance Security Forms and (ii) the additional information on beneficial ownership in accordance with BDS ITB 47.1 within eight (8) Business days using the Beneficial Ownership Disclosure Form, included in Section X, - Contract Forms, of the Bidding Document.
Authorized Signature: Name and Title of Signatory: Name of Agency:
Attachment: Contract Agreement
Section X – Contract Forms 387
1. CONTRACT AGREEMENT
THIS CONTRACT AGREEMENT is made the [ insert: ordinal ] day of [ insert: month ], [ insert: year ].
BETWEEN (1) [ insert: Name of Purchaser ], a [ insert: description of type of legal entity, for example, an agency of the Ministry of . . . ] of the Government of [ insert: country of Purchaser ], or corporation incorporated under the laws of [ insert: country of Purchaser ] and having its principal place of business at [ insert: address of Purchaser ] (hereinafter called “the Purchaser”), and (2) [ insert: name of Supplier], a corporation incorporated under the laws of [ insert: country of Supplier] and having its principal place of business at [ insert: address of Supplier ] (hereinafter called “the Supplier”).
WHEREAS the Purchaser desires to engage the Supplier to supply, install, achieve Operational Acceptance of, and support the following Information System [ insert: brief description of the Information System ](“the System”), and the Supplier has agreed to such engagement upon and subject to the terms and conditions appearing below in this Contract Agreement.
NOW IT IS HEREBY AGREED as follows:
Article 1. 1.1 Contract Documents (Reference GCC Clause 1.1 (a) (ii))
Contract The following documents shall constitute the Contract between Documents the Purchaser and the Supplier, and each shall be read and construed as an integral part of the Contract:
(a) This Contract Agreement and the Appendices attached to the Contract Agreement (b) Special Conditions of Contract (c) General Conditions of Contract (d) Technical Requirements (including Implementation Schedule) (e) The Supplier’s bid and original Price Schedules (f) [ Add here: any other documents ]
Section X – Contract Forms 388
1.2 Order of Precedence (Reference GCC Clause 2) In the event of any ambiguity or conflict between the Contract Documents listed above, the order of precedence shall be the order in which the Contract Documents are listed in Article 1.1 (Contract Documents) above, provided that Appendix 7 shall prevail over all provisions of the Contract Agreement and the other Appendices attached to the Contract Agreement and all the other Contract Documents listed in Article 1.1 above. 1.3 Definitions (Reference GCC Clause 1) Capitalized words and phrases used in this Contract Agreement shall have the same meanings as are ascribed to them in the General Conditions of Contract. Article 2. 2.1 Contract Price (Reference GCC Clause 1.1(a)(viii) and GCC Clause 11) Contract Price and The Purchaser hereby agrees to pay to the Supplier the Contract Terms of Payment Price in consideration of the performance by the Supplier of its obligations under the Contract. The Contract Price shall be the aggregate of [ insert: amount of local currency in words ], [ insert: amount in figures ], as specified in the Grand Summary Price Schedule. The Contract Price shall be understood to reflect the terms and conditions used in the specification of prices in the detailed price schedules, including the terms and conditions of the associated Incoterms, and the taxes, duties and related levies if and as identified. Article 3. 3.1 Effective Date (Reference GCC Clause 1.1 (e) (ix))
The time allowed for supply, installation, and achieving Effective Date for Operational Acceptance of the System shall be determined from Determining Time the date when all of the following conditions have been for Operational fulfilled: Acceptance (a) This Contract Agreement has been duly executed for and on behalf of the Purchaser and the Supplier; (b) The Supplier has submitted to the Purchaser the performance security and the advance payment security, in accordance with GCC Clause 13.2 and GCC Clause 13.3; (c) The Purchaser has paid the Supplier the advance payment, in accordance with GCC Clause 12; Each party shall use its best efforts to fulfill the above conditions for which it is responsible as soon as practicable. 3.2 If the conditions listed under 3.1 are not fulfilled within two (2) months from the date of this Contract Agreement because of
Section X – Contract Forms 389
reasons not attributable to the Supplier, the parties shall discuss and agree on an equitable adjustment to the Contract Price and the Time for Achieving Operational Acceptance and/or other relevant conditions of the Contract. Article 4. 4.1 The Appendixes listed below shall be deemed to form an integral part of this Contract Agreement. Appendixes 4.2 Reference in the Contract to any Appendix shall mean the Appendixes listed below and attached to this Contract Agreement, and the Contract shall be read and construed accordingly.
APPENDIXES Appendix 1. Supplier’s Representative Appendix 2. Adjudicator [if there is no Adjudicator, state “not applicable”] Appendix 3. List of Approved Subcontractors Appendix 4. Categories of Software Appendix 5. Custom Materials Appendix 6. Revised Price Schedules (if any) Appendix 7. Minutes of Contract Finalization Discussions and Agreed-to Contract Amendments
IN WITNESS WHEREOF the Purchaser and the Supplier have caused this Agreement to be duly executed by their duly authorized representatives the day and year first above written.
For and on behalf of the Purchaser
Signed: in the capacity of [ insert: title or other appropriate designation ] in the presence of
For and on behalf of the Supplier
Signed: in the capacity of [ insert: title or other appropriate designation ]
Section X – Contract Forms 390 in the presence of
CONTRACT AGREEMENT dated the [ insert: number ]day of [ insert: month ], [ insert: year ] BETWEEN [ insert: name of Purchaser ],“the Purchaser” and [ insert: name of Supplier ], “the Supplier”
Section X – Contract Forms 391
Appendix 1. Supplier’s Representative
In accordance with GCC Clause 1.1 (b) (iv), the Supplier’s Representative is:
Name: [ insert: name and provide title and address further below, or state “to be nominated within fourteen (14) days of the Effective Date” ]
Title: [ if appropriate, insert: title ]
In accordance with GCC Clause 4.3, the Supplier's addresses for notices under the Contract are:
Address of the Supplier's Representative: [ as appropriate, insert: personal delivery, postal, cable, facsimile, electronic mail, and/or EDI addresses. ]
Fallback address of the Supplier: [ as appropriate, insert: personal delivery, postal, cable, facsimile, electronic mail, and/or EDI addresses. ]
Section X – Contract Forms 392
Appendix 2. Adjudicator
In accordance with GCC Clause 1.1 (b) (vi), the agreed-upon Adjudicator is:
Name: [ insert: name ]
Title: [ insert: title ]
Address: [ insert: postal address ]
Telephone: [ insert: telephone ]
In accordance with GCC Clause 43.1.3, the agreed-upon fees and reimbursable expenses are:
Hourly Fees: [ insert: hourly fees ]
Reimbursable Expenses: [ list: reimbursables ]
Pursuant to GCC Clause 43.1.4, if at the time of Contract signing, agreement has not been reached between the Purchaser and the Supplier, an Adjudicator will be appointed by the Appointing Authority named in the SCC.
Section X – Contract Forms 393
Appendix 3. List of Approved Subcontractors
The Purchaser has approved use of the following Subcontractors nominated by the Supplier for carrying out the item or component of the System indicated. Where more than one Subcontractor is listed, the Supplier is free to choose between them, but it must notify the Purchaser of its choice sufficiently in advance of the time when the subcontracted work needs to commence to give the Purchaser reasonable time for review. In accordance with GCC Clause 20.1, the Supplier is free to submit proposals for Subcontractors for additional items from time to time. No subcontracts shall be placed with any such Subcontractors for additional items until the Subcontractors have been approved in writing by the Purchaser and their names have been added to this list of Approved Subcontractors, subject to GCC Clause 20.3.
[ specify: item, approved Subcontractors, and their place of registration that the Supplier proposed in the corresponding attachment to its bid and that the Purchaser approves that the Supplier engage during the performance of the Contract. Add additional pages as necessary. ]
Item Approved Subcontractors Place of Registration
Section X – Contract Forms 394
Appendix 4. Categories of Software The following table assigns each item of Software supplied and installed under the Contract to one of the three categories: (i) System Software, (ii) General-Purpose Software, or (iii) Application Software; and to one of the two categories: (i) Standard Software or (ii) Custom Software.
(select one per item) (select one per item)
General- System Purpose Application Standard Custom Software Item Software Software Software Software Software
Section X – Contract Forms 395
Appendix 5. Custom Materials
The follow table specifies the Custom Materials the Supplier will provide under the Contract.
Custom Materials
Section X – Contract Forms 396
Appendix 6. Revised Price Schedules
The attached Revised Price Schedules (if any) shall form part of this Contract Agreement and, where differences exist, shall supersede the Price Schedules contained in the Supplier’s Bid. These Revised Price Schedules reflect any corrections or adjustments to the Supplier’s bid price, pursuant to the ITB Clauses 30.3 and 38.2.
Section X – Contract Forms 397
Appendix 7. Minutes of Contract Finalization Discussions and Agreed-to Contract Amendments
The attached Contract amendments (if any) shall form part of this Contract Agreement and, where differences exist, shall supersede the relevant clauses in the GCC, SCC, Technical Requirements, or other parts of this Contract as defined in GCC Clause 1.1 (a) (ii).
Section X – Contract Forms 398
2. PERFORMANCE AND ADVANCE PAYMENT SECURITY FORMS
2.1 Performance Security Form (Bank Guarantee) (Bank Guarantee)
[The bank, as requested by the successful Bidder, shall fill in this form in accordance with the instructions indicated]
[Guarantor letterhead or SWIFT identifier code]
______[insert: Bank’s Name, and Address of Issuing Branch or Office]
Beneficiary:[insert: Name and Address of Purchaser]
Date:[insert: date]
PERFORMANCE GUARANTEE No.:[insert: Performance Guarantee Number]
Guarantor: [Insert name and address of place of issue, unless indicated in the letterhead
We have been informed that on [insert: date of award] you awarded Contract No. [insert: Contract number] for [insert: title and/or brief description of the Contract] (hereinafter called "the Contract") to [insert: complete name of Supplier which in the case of a joint venture shall be in the name of the joint venture] (hereinafter called "the Applicant"). Furthermore, we understand that, according to the conditions of the Contract, a performance guarantee is required. At the request of the Applicant , we as Guarantor hereby irrevocably undertake to pay you any sum(s) not exceeding [insert: amount(s)11 in figures and words] such sum being payable in the types and proportions of currencies which the Contract Price is payableupon receipt by us of the Beneficiary’s statement, whether in the demand itself or in a separate signed document accompanying or identifying the demand, stating that the Applicant is in breach of its obligation(s) under the contract without the Beneficiary needing to prove or to show grounds or reasons for their demand or the sum specified therein.
11 The bank shall insert the amount(s) specified and denominated in the SCC for GCC Clauses 13.3.1 and 13.3.4 respectively, either in the currency(ies) of the Contract or a freely convertible currency acceptable to the Purchaser.
Section X – Contract Forms 399
This guarantee shall not be no reduced or there shall not be any percentage reduction to the amount of Performance Security as a percentage of the contract price during the Warranty Period (i.e. after the Operational Acceptance of the System). This guarantee is subject to the Uniform Rules for Demand Guarantees, (URDG) 2010 Revision, ICC Publication No. 758, except that the supporting statement under 15 (a) is hereby excluded. ______[Signature(s)]
Note: All italicized text (including footnotes) is for use in preparing this form and shall be deleted from the final product.
Section X – Contract Forms 400
2.2 Advance Payment Security Bank Guarantee
______
[Guarantor letterhead or SWIFT identifier code]
Beneficiary:[insert: Name and Address of Purchaser]
Date:[insert date of issue]
ADVANCE PAYMENT GUARANTEE No.:[insert: Advance Payment Guarantee Number]
Guarantor: [Insert name and address of place of issue, unless indicated in the letterhead]
We have been informed that on [insert: date of award] you awarded Contract No. [insert: Contract number] for [insert: title and/or brief description of the Contract] (hereinafter called "the Contract") to [insert: complete name of Supplier, which in the case of a joint venture shall be the name of the joint venture] (hereinafter called "the Applicant"). Furthermore, we understand that, according to the conditions of the Contract, an advance payment in the sum of [insert: amount in numbers and words, for each currency of the advance payment] is to be made to the Supplier against an advance payment guarantee.
At the request of the Applicant, we as Guarantor, hereby irrevocably undertake to pay the Beneficiary any sum or sums not exceeding in total an amount of [insert amount in figures] () [insert amount in words]1 upon receipt by us of the Beneficiary’s complying demand supported by the Beneficiary’s statement, whether in the demand itself or in a separate signed document accompanying or identifying the demand, stating either that the Applicant:
(a) has used the advance payment for purposes other than toward delivery of Goods; or (b) has failed to repay the advance payment in accordance with the Contract conditions, specifying the amount which the Applicant has failed to repay.
A demand under this guarantee may be presented as from the presentation to the Guarantor of a certificate from the Beneficiary’s bank stating that the advance payment referred to above has
1 The Guarantor shall insert an amount representing the amount of the advance payment and denominated either in the currency(ies) of the advance payment as specified in the Contract, or in a freely convertible currency acceptable to the Purchaser.
Section X – Contract Forms 401 been credited to the Applicant on its account number [insert number] at [insert name and address of Applicant’s bank].
The maximum amount of this guarantee shall be progressively reduced by the amount of the advance payment repaid by the Applicant as specified in copies of interim statements or payment certificates which shall be presented to us. This guarantee shall expire, at the latest, upon our receipt of a copy of the interim payment certificate indicating that ninety (90) percent of the Accepted Contract Amount, has been certified for payment, or on the [insert day] day of [insert month], 2 [insert year], whichever is earlier. Consequently, any demand for payment under this guarantee must be received by us at this office on or before that date.
This guarantee is subject to the Uniform Rules for Demand Guarantees (URDG) 2010 Revision, ICC Publication No.758, except that the supporting statement under Article 15(a) is hereby excluded.
.
______[signature(s)]
Note: All italicized text (including footnotes) is for use in preparing this form and shall be deleted from the final product.
Section X – Contract Forms 402
3. INSTALLATION AND ACCEPTANCE CERTIFICATES
3. Installation and Acceptance Certificates 3.1 Installation Certificate Date: [ insert: date ] Loan/Credit Number: [ insert: loan or credit number from RFB ] RFB: [ insert: title and number of RFB ] Contract: [ insert: name and number of Contract ]
To: [ insert: name and address of Supplier ] Dear Sir or Madam: Pursuant to GCC Clause 26 (Installation of the System) of the Contract entered into between yourselves and the [ insert: name of Purchaser ](hereinafter the “Purchaser”) dated [ insert: date of Contract ], relating to the [ insert: brief description of the Information System ], we hereby notify you that the System (or a Subsystem or major component thereof) was deemed to have been correctly installed on the date specified below. 1. Description of the System (or relevant Subsystem or major component: [ insert: description ] 2. Date of Installation: [ insert: date ] Notwithstanding the above, you are required to complete the outstanding items listed in the attachment to this certificate as soon as practicable. This letter shall not relieve you of your obligation to achieve Operational Acceptance of the System in accordance with the Contract nor of your obligations during the Warranty Period.
For and on behalf of the Purchaser
Signed: Date: in the capacity of: [ state: “Project Manager” or state the title of a higher level authority in the Purchaser’s organization ]
Section X – Contract Forms 403
3.2 Operational Acceptance Certificate
Date: [ insert: date ] Loan/Credit Number: [ insert: loan or credit number from RFB ] RFB: [ insert: title and number of RFB ] Contract: [ insert: name of System or Subsystem and number of Contract ]
To: [ insert: name and address of Supplier ]
Dear Sir or Madam:
Pursuant to GCC Clause 27 (Commissioning and Operational Acceptance) of the Contract entered into between yourselves and the [ insert: name of Purchaser ] (hereinafter the “Purchaser”) dated [ insert: date of Contract ], relating to the [ insert: brief description of the Information System ], we hereby notify you the System (or the Subsystem or major component identified below) successfully completed the Operational Acceptance Tests specified in the Contract. In accordance with the terms of the Contract, the Purchaser hereby takes over the System (or the Subsystem or major component identified below) mentioned below. 1. Description of the System (or Subsystem or major component): [ insert: description ] 2. Date of Operational Acceptance: [ insert: date ] This letter shall not relieve you of your remaining performance obligations under the Contract nor of your obligations during the Warranty Period.
For and on behalf of the Purchaser
Signed: Date: in the capacity of: [ state: “Project Manager” or higher level authority in the Purchaser’s organization ]
Section X – Contract Forms 404
4. CHANGE ORDER PROCEDURES AND FORMS
Date: [ insert: date ] Loan/Credit Number: [ insert: loan or credit number from RFB ] RFB: [ insert: title and number of RFB ] Contract: [ insert: name or System or Subsystem and number of Contract ] General This section provides samples of procedures and forms for carrying out changes to the System during the performance of the Contract in accordance with GCC Clause 39 (Changes to the System) of the Contract. Change Order Log The Supplier shall keep an up-to-date Change Order Log to show the current status of Requests for Change and Change Orders authorized or pending. Changes shall be entered regularly in the Change Order Log to ensure that the log is kept up-to-date. The Supplier shall attach a copy of the current Change Order Log in the monthly progress report to be submitted to the Purchaser. References to Changes (1) Request for Change Proposals (including Application for Change Proposals) shall be serially numbered CR-nnn. (2) Change Estimate Proposals shall be numbered CN-nnn. (3) Estimate Acceptances shall be numbered CA-nnn. (4) Change Proposals shall be numbered CP-nnn. (5) Change Orders shall be numbered CO-nnn. On all forms, the numbering shall be determined by the original CR-nnn. Annexes 4.1 Request for Change Proposal Form 4.2 Change Estimate Proposal Form 4.3 Estimate Acceptance Form 4.4 Change Proposal Form 4.5 Change Order Form 4.6 Application for Change Proposal Form
Section X – Contract Forms 405
4.1 Request for Change Proposal Form (Purchaser’s Letterhead)
Date: [ insert: date ] Loan/Credit Number: [ insert: loan or credit number from RFB ] RFB: [ insert: title and number of RFB ] Contract: [ insert: name of System or Subsystem or number of Contract ]
To: [ insert: name of Supplier and address ] Attention: [ insert: name and title ]
Dear Sir or Madam:
With reference to the above-referenced Contract, you are requested to prepare and submit a Change Proposal for the Change noted below in accordance with the following instructions within [ insert: number ] days of the date of this letter.
1. Title of Change: [ insert: title ]
2. Request for Change No./Rev.: [ insert: number ]
3. Originator of Change: [ select Purchaser / Supplier (by Application for Change Proposal), and add: name of originator ]
4. Brief Description of Change: [ insert: description ]
5. System (or Subsystem or major component affected by requested Change): [ insert: description ]
6. Technical documents and/or drawings for the request of Change:
Document or Drawing No. Description
Section X – Contract Forms 406
7. Detailed conditions or special requirements of the requested Change: [ insert: description ]
8. Procedures to be followed: (a) Your Change Proposal will have to show what effect the requested Change will have on the Contract Price. (b) Your Change Proposal shall explain the time it will take to complete the requested Change and the impact, if any, it will have on the date when Operational Acceptance of the entire System agreed in the Contract. (c) If you believe implementation of the requested Change will have a negative impact on the quality, operability, or integrity of the System, please provide a detailed explanation, including other approaches that might achieve the same impact as the requested Change. (d) You should also indicate what impact the Change will have on the number and mix of staff needed by the Supplier to perform the Contract. (e) You shall not proceed with the execution of work related to the requested Change until we have accepted and confirmed the impact it will have on the Contract Price and the Implementation Schedule in writing. 9. As next step, please respond using the Change Estimate Proposal form, indicating how much it will cost you to prepare a concrete Change Proposal that will describe the proposed approach for implementing the Change, all its elements, and will also address the points in paragraph 8 above pursuant to GCC Clause 39.2.1. Your Change Estimate Proposal should contain a first approximation of the proposed approach, and implications for schedule and cost, of the Change.
For and on behalf of the Purchaser
Signed: Date: in the capacity of: [ state: “Project Manager” or higher level authority in the Purchaser’s organization ]
Section X – Contract Forms 407
4.2 Change Estimate Proposal Form (Supplier’s Letterhead)
Date: [ insert: date ] Loan/Credit Number: [ insert: loan or credit number from RFB ] RFB: [ insert: title and number of RFB ] Contract: [ insert: name of System or Subsystem and number of Contract ]
To: [ insert: name of Purchaser and address ] Attention: [ insert: name and title ]
Dear Sir or Madam:
With reference to your Request for Change Proposal, we are pleased to notify you of the approximate cost of preparing the below-referenced Change in accordance with GCC Clause 39.2.1 of the Contract. We acknowledge that your agreement to the cost of preparing the Change Proposal, in accordance with GCC Clause 39.2.2, is required before we proceed to prepare the actual Change Proposal including a detailed estimate of the cost of implementing the Change itself.
1. Title of Change: [ insert: title ]
2. Request for Change No./Rev.: [ insert: number ]
3. Brief Description of Change (including proposed implementation approach): [ insert: description ]
4. Schedule Impact of Change (initial estimate): [ insert: description ]
5. Initial Cost Estimate for Implementing the Change: [insert: initial cost estimate]
6. Cost for Preparation of Change Proposal: [ insert: cost in the currencies of the Contract ], as detailed below in the breakdown of prices, rates, and quantities.
Section X – Contract Forms 408
For and on behalf of the Supplier
Signed: Date: in the capacity of: [ state: “Supplier’s Representative” or other higher level authority in the Supplier’s organization ]
Section X – Contract Forms 409
4.3 Estimate Acceptance Form (Purchaser’s Letterhead)
Date: [ insert: date ] Loan/Credit Number: [ insert: loan or credit number from RFB ] RFB: [ insert: title and number of RFB ] Contract: [ insert: name of System or Subsystem and number of Contract ]
To: [ insert: name of Supplier and address ]
Attention:[ insert: name and title ]
Dear Sir or Madam:
We hereby accept your Change Estimate and agree that you should proceed with the preparation of a formal Change Proposal.
1. Title of Change: [ insert: title ]
2. Request for Change No./Rev.: [ insert: request number / revision ]
3. Change Estimate Proposal No./Rev.: [ insert: proposal number / revision ]
4. Estimate Acceptance No./Rev.: [ insert: estimate number / revision ]
5. Brief Description of Change: [ insert: description ]
6. Other Terms and Conditions:
In the event that we decide not to order the Change referenced above, you shall be entitled to compensation for the cost of preparing the Change Proposal up to the amount estimated for this purpose in the Change Estimate Proposal, in accordance with GCC Clause 39 of the General Conditions of Contract.
Section X – Contract Forms 410
For and on behalf of the Purchaser
Signed: Date: in the capacity of: [ state: “Project Manager” or higher level authority in the Purchaser’s organization ]
Section X – Contract Forms 411
4.4 Change Proposal Form (Supplier’s Letterhead)
Date: [ insert: date ] Loan/Credit Number: [ insert: loan or credit number from RFB ] RFB: [ insert: title and number of RFB ] Contract: [ insert: name of System or Subsystem and number of Contract ]
To: [ insert: name of Purchaser and address ]
Attention: [ insert: name and title ]
Dear Sir or Madam:
In response to your Request for Change Proposal No. [ insert: number ],we hereby submit our proposal as follows:
1. Title of Change: [ insert: name ]
2. Change Proposal No./Rev.: [ insert: proposal number/revision ]
3. Originator of Change: [ select: Purchaser / Supplier; and add: name]
4. Brief Description of Change: [ insert: description ]
5. Reasons for Change: [ insert: reason ]
6. The System Subsystem, major component, or equipment that will be affected by the requested Change: [ insert: description ]
7. Technical documents and/or drawings for the requested Change: Document or Drawing No. Description
Section X – Contract Forms 412
8. Estimate of the increase/decrease to the Contract Price resulting from the proposed Change: [ insert: amount in currencies of Contract ], as detailed below in the breakdown of prices, rates, and quantities. Total lump sum cost of the Change: Cost to prepare this Change Proposal (i.e., the amount payable if the Change is not accepted, limited as provided by GCC Clause 39.2.6):
9. Additional Time for Achieving Operational Acceptance required due to the Change: [ insert: amount in days / weeks ]
10. Effect on the Functional Guarantees: [ insert: description ]
11. Effect on the other terms and conditions of the Contract: [ insert: description ]
12. Validity of this Proposal: for a period of [ insert: number ] days after receipt of this Proposal by the Purchaser
13. Procedures to be followed: (a) You are requested to notify us of your acceptance, comments, or rejection of this detailed Change Proposal within [ insert: number ] days from your receipt of this Proposal. (b) The amount of any increase and/or decrease shall be taken into account in the adjustment of the Contract Price.
For and on behalf of the Supplier
Signed: Date: in the capacity of: [ state: “Supplier’s Representative” or other higher level authority in the Supplier’s organization ]
Section X – Contract Forms 413
4.5 Change Order Form (Purchaser’s Letterhead)
Date: [ insert: date ] Loan/Credit Number: [ insert: loan or credit number from RFB ] RFB: [ insert: title and number of RFB ] Contract: [ insert: name of System or Subsystem and number of Contract ]
To: [ insert: name of Supplier and address ]
Attention: [ insert: name and title ]
Dear Sir or Madam:
We hereby approve the Change Order for the work specified in Change Proposal No. [ insert: number ], and agree to adjust the Contract Price, Time for Completion, and/or other conditions of the Contract in accordance with GCC Clause 39 of the Contract.
1. Title of Change: [ insert: name ]
2. Request for Change No./Rev.: [ insert: request number / revision ]
3. Change Order No./Rev.: [ insert: order number / revision ]
4. Originator of Change: [ select: Purchaser / Supplier; and add: name ]
5. Authorized Price for the Change: Ref. No.: [ insert: number ] Date: [ insert: date ]
[ insert: amount in local currency ]
6. Adjustment of Time for Achieving Operational Acceptance: [ insert: amount and description of adjustment ]
Section X – Contract Forms 414
7. Other effects, if any: [ state: “none” or insert description ]
For and on behalf of the Purchaser Signed: Date: in the capacity of: [ state: “Project Manager” or higher level authority in the Purchaser’s organization ]
For and on behalf of the Supplier
Signed: Date: in the capacity of: [ state “Supplier’s Representative” or higher level authority in the Supplier’s organization ]
Section X – Contract Forms 415
4.6 Application for Change Proposal Form (Supplier’s Letterhead)
Date: [ insert: date ] Loan/Credit Number: [ insert: loan or credit number from RFB ] RFB: [ insert: title and number of RFB ] Contract: [ insert: name of System or Subsystem and number of Contract ]
To: [ insert: name of Purchaser and address ]
Attention: [ insert: name and title ]
Dear Sir or Madam:
We hereby propose that the below-mentioned work be treated as a Change to the System.
1. Title of Change: [ insert: name ]
2. Application for Change Proposal No./Rev.: [ insert: number / revision] dated: [ insert: date ]
3. Brief Description of Change: [ insert: description ]
4. Reasons for Change: [ insert: description ]
5. Order of Magnitude Estimation: [ insert: amount in currencies of the Contract ]
6. Schedule Impact of Change: [ insert: description ]
7. Effect on Functional Guarantees, if any: [ insert: description ]
8. Appendix: [ insert: titles (if any); otherwise state “none” ]
Section X – Contract Forms 416
For and on behalf of the Supplier
Signed: Date: in the capacity of: [ state: “Supplier’s Representative” or higher level authority in the Supplier’s organization ]