Date of Issue: 4th February, 2013

Closing date: 24th February, 2013

(Reference No: RfP/SHRC/ODR-2013)

Request for Proposal (RfP)

For

Selection of Technical Support Agency for Organizational Development Review andRe-structuring of the Department of Health and Family (including Directorate of

Medical Education)

Agencies having skills, capacities and experience in organisational development review andfacilitating follow up action and interested in undertaking a similar exercise for theDepartments of health, family welfare and medical education, are invited to submit theirproposals. The terms of reference for the assignment is given below.

Proposals must reach the following address by or before the deadline indicated above:Executive Director,State Health Resource Centres, Chhattisgarh1st Floor, State Health Training Centre,Kalibadi, RAIPUR-492001.

Terms of Reference

Organizational Development Review and Re-structuring of the Department of Healthand Family (including Directorate of Medical Education)

1 State Health Resource Centre

State Health Resource Centre, Chhattisgarh, is an autonomous organization dedicated tosupport implementation of State's flagship community health volunteer programme called theMitanin and to provide technical assistance services to the State Health Department. Thetechnical support services include a variety of activities starting from organizing variouskinds of in-service training for staff to designing evaluation framework for assessment of on-going programmes and activities.

As part of its TA services, the SHRC is facilitating selection of a suitable agency for workingwith the office of Commissioner of Health Services in undertaking an organizationaldevelopment review of the Departments of Health, Family Welfare and Medical Education.

2 Scope of work

The agency selected through this RfP will be designated "Technical Support Agency - OD(TSA-OD)'. Its overall scope of work is to review the current structure of the threeDepartments, including at the district and block levels, and provide post review support for

SHRC. Chhattisgarh : February, 2013

the implementation of the recommendations after these are agreed / approved. The tasksare foreseen to be divided into three phases:

• Review the current structure of the public health system in the state at the state,district and block levels;

• Develop proposals for re-organization at the various levels;

• Provide handholding support for implementation through a full time team based atRaipur.

Among others, the OD review has to address / factor-in the following issues:

• Need to integrate staff positions created under National Rural Health Mission atvarious levels.

• Need to improve career progression opportunities for medical officers and specialiststo bring them at par with progressive states like Tamil Nadu.

• Need to create a public health management cadre in the state.

• Need to provide appropriate career progression opportunities to the Rural MedicalAssistants, paramedical staff and non-medical staff.

• Implications of outsourcing of certain support functions to private service providers inaccordance with the State PPP Policy.

• Pathways for implementing provisions of 73rd and 74th Constitutional Amendments fordeepening devolution and decentralization.

The Agency will be required to position a core team at Raipur which will be supported by off-site experts from time to time. The Raipur based team will report to the Commissioner,Health Sen/ices.

Note: The State Health Resource Centre will facilitate the work of the team in terms oforganizing consultation meetings at various levels and participating in the review andimplementation phases.

3 Time frame

The review and implementation is to be completed in 12 months' time with the following timeframe for the three phases:

• Phase-1 (Review) : 3 months

• Phase-2 (Development of proposals): 2 months

• Phase-3 (Implementation): 7 months

SHRC. Chhattissarh : February, 2013

4 Eligibility Criteria

The applicant should be a legal entity - a sole proprietorship / partnership firm, a company,a trust or a society, fulfilling the following conditions:

• Should have at least 5 years' experience in undertaking similar exercises;

• Should have had an average annual turnover of Rs 200 lakh in the last three years;and

• Should be registered with the Income Tax authority and other statutory bodies asrelevant for entities engaged in providing similar services.

5 Technical proposal

The applicant is required to prepare and submit a technical proposal indicating the following:

• Proof of incorporation of the legal entity.

• Proof of turn over: Copies of audited balance sheets / Income-Expenditure statementor a letter of certificate issued by the auditors of the applicant indicating the annualturn over in the last 3 years.

• Details of the experience [ letter of certificate issued by the client(s) must beattached in support of experience].

• Methodology proposed for implementing the assignment.

• Size of the core team proposed to be placed at Raipur together with the skill sets foreach members of the team.

• CV of the person proposed as the Team Leader of the Core Team.

• CVs the at least 2 experts who will provide back-office / off-site support (they wouldbe expected to attend key consultations to be held in the state).

6 Financial proposal

The financial proposal is required to be submitted in the attached Form-F.

7 Evaluation Procedure

The proposals shall be evaluated by an Evaluation Committee, to be constituted for thepurpose. The evaluation shall be a 3-step process as outlined below:

rhhattisffarh : February, 2013

Step-1: Assessment of capacity and experience on the basis of documentary evidencesubmitted

The technical proposal shall be evaluated and marks assigned on the basis of documentaryproof provided therein. The parameters and the marks to be assigned will be as shown inthe table below.

Parameter

Registration papers indicate that the organization has been inexistence for 5-7 yearsRegistration papers indicate that organization has been inexistence for 8-10 yearsRegistration papers indicate that the organization has been inexistence for more than 10 yearsAudited Balance Sheet indicates that the average budget ofthe organization in the last three financial years has been Rs500-600 lakhAudited Balance Sheet indicates that the average budget ofthe organization in the last three financial years has been morethan Rs 601 -1000 lakhAudited Balance Sheet indicates that the average budget ofthe organization in the last three financial years has been morethan Rs 1000 lakhEvidence that similar work has been done by the Agency for atleast 1 client [ a letter of certificate issued by the client shouldbe included in technical proposal] in the last 5 yearsEvidence that similar work has been done by the Agency for 2or more clients [letters of certificate issued by the clients shouldbe included in technical proposal] in the last 5 yearsEvidence that the agency has experience of having donesimilar work for a government organization at the national /state level in the last 3 yearsCV of the proposed Team Leader indicates that s/he has beenpart of similar OD review exercises in the last 5-7 yearsCV of the proposed Team Leader indicates that s/he has beenpart of similar OD review exercises in the health sector in thelast 5-7 yearsTotal

Marks

5

10

15

5

10

15

5

10

10

10

15

Maximummarks

15

15

10

10

15

65

Step-2: Assessment of presentation

Bidders scoring 40 marks or above shall be invited to make a presentation before theselection committee explaining the methodology proposed for implementing the assignment.Each presentation shall be assigned a score on a scale of 0-35.

The total marks for the technical proposal shall be decided by adding the marks obtained instep 1 plus the marks assigned to the agency after its presentation.

SHRC. Chhattisearh : Februarv. 2013 4

Step-3: Opening of financial proposals and determination of overall winner through QCBSmethod

The financial bids of only those bidders shall be opened who have score at least 60 marks atthe end of step-2.

Final score for an applicant would be weighted average of technical and financial bids,where the technical and financial proposals will be assigned a weight of 70 and 30 percentrespectively. The scoring system of this 'Quality-Cum-Cost-Based' to be used for obtainingfinal scores is illustrated below.

Technical proposal

Score

d)

50

60

70

80

Weightedscore=(score/maxscore)* 100

(2)

62.50

75

87

100

Financial proposal

Bidamount

(3)

4.00

5.00

6.00

7.00

Weightedscore = (miniamount /amount)*100

(4)

100

80

67

57

Combined score

Technical

(5)=(2) *0.70

43.75

52

61

70

Financial

(6)=(4) *0.30

30

24

20

17

Total

(7)= (5) +(6)

73.75

76

81

87

9 Procedure for submitting the proposals

9.1 The proposals are required to be submitted in three separate envelopes, onecontaining the technical proposal, another containing the financial proposal and the thirdcontaining bank drafts for bid fee and bid security. Each of the envelopes must indicate itscontents. The three envelopes should be placed in an outer envelope and sent to theaddress indicated under the cover letter as per the attached Form-T.

10 Other terms and conditions

Last Date : The deadline for submission of the bids is 1700 hours, 24th February, 2013.The date and venue for presentations by short-listed bidders shall be communicatedseparately.

Single Proposal: An applicant should submit only one proposal. If an applicant submits orparticipates in more than one proposal, all such proposals shall be disqualified.

cuor rhhatHcoarh • Fphruarv. 2013

A Bid fee of Rs. 10,000 (Rupees ten thousand only) in the form of Demand Draft from anycommercial bank in favour of "State Health Resource Centre" should accompany theProposal. Bid fee is not refundable.

A Bid Security of Rs. 1,00,000 (Rupees one lakh only) in the form of Demand Draft fromany commercial bank in favour of "State Health Resource Centre" should also accompanythe Proposal. Bid Securities of unsuccessful bidders will be returned to them within 30 daysof the award of contract.

Each page, Form, Annexure and Appendices of the Technical Proposal must be signed bythe Authorised signatory of the firm /legal entity. The SHRC reserves the right to accept orreject one or all applications without giving any explanation.

rhhattisparh •_ Fphruarv. 2013

Form T

Letter of Transmittal

To,Executive Director,

State Health Resource Centre,1st Floor, Health Training Centre Building,Kalibari, RAIPUR-492 001

Sir,

We, the undersigned, offer to provide the technical services for the proposed OD review of

Departments of Health, Family Welfare and Medical Education, Government of Chhattisgarhin accordance with your Request for Proposal dated

We are hereby submitting our Proposal for the assignment. The proposal is placed in theattached envelope which three envelopes as follows:

• Envelope-1 containing Technical Proposal

• Envelope-2 containing Financial Proposal

• Envelope-3 containing bank drafts for bid fee and bid security

We hereby declare that all the information and statements made in this Proposal are true andwe accept that any misrepresentation of facts may lead to our disqualification and /or black-listing and /or forfeiture of bid security.

The offer made by us in the Financial Proposal (Form F) are valid till six months from the dateof submission of the proposal. We confirm that this proposal will remain binding upon us and

may be accepted by you at any time before the expiry date.

We agree to bear all costs incurred by us in connection with the preparation and submission

of the proposal and to bear any further pre-contract costs.

We understand that the State Govt / SHRC is not bound to accept the lowest financial bid orany proposal or to give any reason for award, or for the rejection of any proposal.

We confirm that we have the authority of [Insert Name of the Agency/Firm] to submit the

proposal and to negotiate on its behalf.

Yours faithfully,

[ Signature of authorised person(s)]

<;WRP rhhattkparh • Fphruarv. 2013

Form F

FINANCIAL BID

Name of the agency

Description of work Price offered

Turn-key consultancy and implementation

support services as detailed in the RfP

document

Rupees

numbers)

Rupees ..

words)

Exclusive of taxes and levies

(in

in

Signature :

These must be the signed by the same person(s) who have signed the letter of transmittal].

SHRC Chhattisgarh : February. 2013