BMW Revised PDF

Preface
With the launch of National Rural Health Mission in 2005, and then the National Health Mission,
substantial investments have been made to strengthen Public Health System in the country. This
strengthening has included procurement of hospital equipment in keeping with the needs of healthcare
delivery systems that has become increasingly technology intensive. However, keeping equipment
functional with minimal 'down-time' has been a challenge especially in remote locations. Available
evidence indicates that 30%-60% of medical equipment is non-functional in different states. It is thus
important to devise mechanisms to keep medical equipment functional to ensure delivery of quality
healthcare. It is proposed to engage one or more maintenance service providers in each state to maintain
biomedical equipment, who would receive payment based on the uptime provided for the medical
equipment. Many states have requested Government of India to provide mdel 'Request For Proposal
(RFP)' document. It is in this context that Ministry with support from NHSRC has developed the model
RFP. States are requested to contextualise the same as may be necessary to be in accordance with states'
financial rules and needs.
(C.K. Mishra)
Additional Secretary & Mission Director (NHM)
Foreword
It is necessary to have well functioning equipment for smooth delivery of quality health services.
However, engaging trained engineering human resources adequate to provide maintenance for all the
equipment across a state covering all districts and procurement of hundreds of spare parts & associated
inventory is a challenge, both in terms of availability and feasibility. To address this, MoHFW organized
consultations with officials from states to devise appropriate mechanisms to ensure that medical
equipment remain functional. Based on best practices, it was felt that outsourcing of this activity with
payment linked to uptime of equipment would improve time bound deliery of maintenance service.
The comprehensive program including provision of toll free number for equipment fault registration,
preventive and corrective maintenance, supply of spares, providing for trained engineering human
resource and training of users on equipment, the comprehensive equipment maintenance program
could be ideal solution when correctly operationalised. To facilitate this activity, model document has
been prepared. This document is illustrative and states may contextualize this to suit their specific needs.
We would be happy to receive feedback and comments from states after usage of this document.
(Manoj Jhalani)
Joint Secretary (Policy)
Inputs from Following Experts are Gratefully Acknowledged:
Ministry of Health & Family Welfare & NHSRC

Shri C K Mishra, AS & MD (NHM), MOHFW
Shri Gautam Guha, AS & FA, MOHFW
Shri Manoj Jhalani, IAS, Joint Secretary (Policy), MoHFW
Ms. Limatula Yaden, Director (NHM), MOHFW
Ms. Bindu Sharma, Director, IFD, MOHFW
Dr. Sanjiv Kumar, Executive Director
Dr. Jitendar Sharma
Mr. Mohammad Ameel
Ms. Swati Barwala
Mr. Prabhat Arora
Mr. Shagun Malhotra
Dr. Kavita Kachroo
Ms. Akriti Chahar
Mr. Sahil Chopra
Mr. Anurag
Engineering Services Experts

Dr. Avinash Sonawane, AERB
Dr. T. Sundararaman
Dr. Koruthu Varghese, SCTIMST, Trivandrum
Dr. G.V.Ramana Rao, EMRI
Dr. Jayakumar, HLL
Mr. Bal Singh Chauhan, HLL
Mr. T. Sree Krishna
Mr. Manish Gangal
Mr. Y. Arvind
Mr. Sundar
Mr. Krishna Seshadri
Dr. Niranjan Khambate
Mr. S. Chakraborty
Dr. Munindra Srivastava
Mr. Neelratna Chowbal
Biomedical Equipment Management and Maintenance Program vii

State officials
Shri Amit Kumar Ghosh, IAS Mission Director, NHM(UP)
Shri. Ashish Singhmar, IAS Mission Director, NHM (Jharkhand)
Dr Hoshiar Singh RMSCL, Rajasthan
Dr. Rajesh Sharma Chhattisgarh
Dr. (Mrs.) P. Nongrum Meghalaya
Mr. D Diengdoh Meghalaya
Mr. J Sohklet Meghalaya
Dr D Padung Arunachal Pradesh
Mr. Waikhom Tejendra Manipur
Mr. Vinayak Mahajan Maharashtra
Mr. D.K.Deshmukh Maharashtra
Dr. Reena Thakur Himachal Pradesh
Dr. Utam Singh Mehta Uttarakhand
Mr. Anirban Talukdar Assam
Mr. R. Sundas Sikkim
T. Ch. Seshu Babu Andhra Pradesh
Dr. C. Mahipal Reddy Telangana
Mr. Vikas N. Patil Uttar Pradesh
Dr. M.H. Usmani Uttar Pradesh
Dr. Rupa Naik, Goa
Mr. Jolly Chaudhuri West Bengal
Dr. V.A. Ralph Selvin Tamil Nadu
Mr. K. Anandan Tamil Nadu
Mr. P. John Basha Tamil Nadu
Mrs.Rossa Zonunmawii Mizoram
Dr. Srinivas, Karnataka
Mr. Alok Kumar Yadav Delhi
Ms. Sakshi Malhotra Delhi
Mr. Tushar Saini Haryana
Dr. Beena Kerala
Dr Rajesh Punjab
Sri Prakash Mallick Odisha
viii Biomedical Equipment Management and Maintenance Program

LIST OF CONTENTS
Chapter-01: Introduction 1
Chapter-02: Rationale for PPP in Medical Equipment Maintenance 3
Chapter-03: Needs Assessment 7
Chapter-04: Benefits of Partnerships & Outsourcing 9
Chapter-05: Components of the PPP model for Medical Equipment Maintenance 11
Chapter-06: Structure and Stage of Partnership Contract 21
Chapter-07: Request for Proposal 23
Chapter-08: Biomedical Inventory Mapping - Model Work Order 69

Definitions: activities to achieve pre-specified results based on
a mutually agreed form of reporting, monitoring,
Recognizing that there are multiple interpretations evaluation and performance.
that exist for the terms listed below, they are defined
as follows for the purposes of this technical series. Preventive Maintenance: It is an action to
eliminate the cause of a potential non-conformity.
Health technology: The application of organized The care and servicing by personnel for the
knowledge and skills in the form of equipment, purpose of maintaining equipment and facilities in
medicines, vaccines, procedures and systems satisfactory operating condition by providing for
developed to solve a health problem and improve systematic inspection, detection, and correction
quality of life. It is used interchangeably with health- of incipient failures either before they occur or
care technology. before they develop into major defects, including
tests, measurements, adjustments, and parts
Medical device: An article, instrument, apparatus replacement, performed specifically to prevent
or machine that is used in the prevention, diagnosis faults from occurring.
or treatment of illness or disease, or for detecting,
measuring, restoring, correcting or modifying the Corrective Maintenance: It is an action to eliminate
structure or function of the body for some health the cause of a detected non-conformity. It is a
purpose. Typically, the purpose of a medical device maintenance task performed to identify, isolate, and
is not achieved by pharmacological, immunological rectify a fault so that the failed equipment, machine,
or metabolic means. or system can be restored to an operational
condition within the tolerances or limits established
Medical equipment: Medical equipment requiring for in-service operations.
calibration, maintenance, repair, user training, and
decommissioning – activities usually managed by Equipment Breakdown Rate: Also known as failure
clinical engineers. Medical equipment is used for rate it is the frequency with which an engineered
the specific purposes of diagnosis and treatment system or component fails. It is expressed in failure
of disease or rehabilitation following disease or per equipment per hour /shift/day.
injury; it can be used either alone or in combination
with any accessory, consumable, or other piece of Upkeep time: It is the measure of the time a
medical equipment/equipment. Medical equipment machine has been working or available.
excludes implantable, disposable or single-use
medical equipment. Downtime: It is the period of time that a
maintenance system fails to provide or perform its
Public Private Partnership: A long term contract primary function in other words the time for which
whereby a public body associates a private sector the dysfunctional equipment remains dysfunctional.
enterprise in the financing, design, construction and
operation of a public structure. The public structure Maintenance Contracts: It is the legal agreement
could be provision of a service, maintenance normally conducted between two parties wherein
of a system or creation of a new system and/or the latter agrees to render the maintenance service
infrastructure. annually to the formal in the exchange of a nominal
amount. It ensures that the latter promises to provide
Outsourcing: A form of contracting with pre- maintenance services to the former all throughout
specified terms of financing, monitoring and the year on a regular basis. It includes service
supervision. Generally engaged over a longer time charges only. When charges include spare parts
period, outsourcing is delegation of responsibility also it is termed as Comprehensive Maintenance
partially or wholly towards performance of a set of Contract.
Biomedical Equipment Management and Maintenance Program xi

Chapter
Introduction
01
Public Private Partnerships are forms of different from Privatization since property rights
association or commercial relation between a and ownership rights are not transferred to the
public entity (generally meaning governmental private agency. The staff deployed for providing
bodies/ministries/public sector undertaking/ the service are not those employed by the
nationalized institutions) and a ‘for profit’ or ‘not government, the finance and accounts of the details
–for- profit’ commercial or private organization. of the delegated service are maintained at the
The form of relationship envisaged, shapes the transactional level by the private agency although
roles and responsibilities or each partner. The the disbursement accounts are maintained also by
goal is to achieve a set of mutually agreed results the public body, the assignee is not subjected to
at specific intervals for a certain period of time. the government rules of procurement of inputs
The partnerships of this nature are brought into required to deliver the service and has complete
existence to satisfy provisioning of certain public influence on the management methods involved
services. Public services are those services that with the services that are to be delivered. This
are marked by continuity of operation, equality does not mean withdrawal of public entity from
towards all classes of recipients and adaptability to outcomes of the services. The contractual relation
cater the needs of the population. It is however, is best described by the following diagram:
PUBLIC SERVICE ENTITY

(PURCHASER)
Private Service
Provider
Labour Market for Suppliers of inputs Intermediate Service

hiring of staff Providers
Biomedical Equipment Management and Maintenance Program 1

Rationale for a PPP in Medical Equipment Chapter
Maintenance 02
The vast number of medical equipment The frequency and type of planned preventive
available complicates prioritization, selection maintenance should be specified, taking account
and procurement. National guidelines, policies of the manufacturer’s instructions, the expected
or recommendations on the procurement of usage and the environment in which it is to be used.
medical equipment are not used in a majority of Specific training on particular medical equipment
countries either because they are not available or should be based on the manufacturer’s instructions.
because there is no one recognized to implement Staff carrying out maintenance, repair, and/or
them. Approximately a third of all countries lack decontamination will require additional technical
a designated unit responsible for managing information or training.
medical equipment. This creates challenges to
establish priorities in the selection of medical Biomedical equipment maintenance thus presents
equipment on the basis of their impact on the a challenge for many countries, especially those
burden of disease. with low technical resources- both human and
infrastructural. These challenges could broadly be
Almost 2/3 of all low-income countries do not have classified into four categories:
a national health technology policy which could
ensure the effective use of resources through proper High rates of dysfunctional medical
1.
planning, assessment, acquisition and management equipment: specially in regions that are in
of medical equipment. rough geography and climate conditions:
Medical equipment may become and remain
The organization’s medical equipment management dysfunctional due to several reasons including
policy must cover the provision of maintenance but not limited to- spare part failure, electrical
and repair of all medical equipment, including supply failures, design failures, improper use,
reconditioning and refurbishment. wrong diagnosis of equipment errors, use of
wrong/incorrect accessories and failure to
This includes: procure spare parts and/or accessories on
How each equipment should be maintained and time. Due to complexity of equipment and
repaired, and by whom involvement of a large number of spare parts at
Arrangements for maintenance and repair to be component level, such barriers have played an
included as part of the assessment process obstructive role in denying or delaying access
to medical equipment in many countries. As

Arrangements for the most suitable persons/
per a study done by National Health Systems
providers to carry out the work
Resource Center, the dysfunctional rate in
The timescale for planned maintenance equipment could be as high as 60% in many
The timescale for repairs to be completed areas of the world with dysfunctional rate in

equipment averaging about 20%-30% even in medical equipment within the health-care
areas with a fair medical equipment industry facility. Update points include initial data
presence. The reason for the later, being in collection; as information is updated, such as
the fact that not all medical equipment at when a new piece of equipment arrives or is
facility level remains or is kept in warranty retired; and during annual inventory audits.
period/maintenance contract period (AMC/ The inventory of medical equipment is used
CMC). Only a handful of expensive and in conjunction with inventories of additional
complex equipment are preferred for an AMC supportive assets, such as consumables,
or CMC, thereby excluding a large proportion spare parts, and testing and safety tools and
of equipment from receiving any form of equipment. Inclusion of equipment in an
maintenance. inventory is decided through a risk-based
analysis in order to ensure appropriate time
2.
Low density of biomedical engineering and resource allocation, and to eliminate
workforce especially in public sector unnecessary work. The health-care facility
health facilities: External service providers decides on the level of detail of data to be
may perform servicing on site or may remove included in its inventory, in order to satisfy its
equipment from the health-care facility to own requirements and according to its own
a workshop off site. It is important for the capabilities. Once established, the inventory
clinical engineering department to track serves as the foundation for moving forward
all activity performed by external service within the system and ensuring safe and
providers and to ensure that all records of effective medical equipment. The inventory
service performed are added to the equipment may be used to develop budgets for capital
history fi le to maintain an accurate inventory purchases, maintenance and running costs;
record. A prudent health-care facility clinical to build and support an effective clinical
engineering department is vigilant in engineering department, by allowing for
requiring service reports from external service workshop planning, hiring and training of
providers detailing, for example, all work technical support staff, and establishing and
performed and spare parts replaced. 85% of maintaining service contracts; to support an
52 hospitals in Africa surveyed about their effective medical equipment management
medical equipment maintenance services programme, such as planning preventive
had trouble finding qualified engineers maintenance activities and tracking work
locally . The scenario is not different in other orders; and to plan the stock of spare parts
countries where trained biomedical engineers and consumables. A medical equipment
are not adequately placed especially within inventory can help identify the spare parts and
the public health system. Even when placed, consumables required to keep the equipment
the engineering work force gets involved with running. Spare parts and consumables
mere ‘management’ of maintenance contract inventories alert the team to order stock so
and not active repair by themselves, mainly that current reserves are not depleted and
due to lack of adequate training and absence service is not stopped. The main functions
of required tools for testing and calibration of here are to determine usage rates (number
equipment at field level. of parts/time) and to establish a reorder level
that is sufficient to maintain service during
Difficulty in procurement of spare and
3. the time required to order and obtain the
inventory management: Equipment new parts. When managed correctly, item
inventory is an essential part of an effective stock levels are never depleted and service
health-care technology management (HTM) continues uninterrupted.
system. In order to be effective in assisting with
various HTM activities, the inventory must be Since adequate break-down trends are not
updated continually so that it provides at any recorded and forecasted adequately at field level,
given moment a correct look at the status of it becomes impossible for healthcare facilities to
4 Biomedical Equipment Management and Maintenance Program

procure spare parts in advance to meet futuristic The cost of medical equipment maintenance
needs. Even when procured, these are in small services generally depends upon the following:
quantities that do not add to efficiency of the
system. The costs of running idle inventory makes a. Asset list of devices in public health facilities, i.e.
maintenance done for individual facilities – non equipment density
cost effective.
b. Geographic location of the facilities
Difficulty in budget estimation for
4. c. Cost of biomedical engineering human resource
maintenance: The procurement norms and
financial rules of procurement in public health d. Life of the equipment
systems in many countries do not provide
e. Cost of spares
enough flexibility to make on-site purchase of
spares and accessories. Most countries still do f. Origin (domestic/import) of spares
not have a budget line for medical equipment
maintenance thereby making maintenance g. Break down time limits acceptable
activities being budgeted on post-expenditure
or ad-hoc basis. The accounting and audit To arrive at robust periodic estimates of medical
restrictions on ad-hoc purchases, makes equipment maintenance services, all of them
decision making on spare parts/accessories requires to be measured, without which the budget
procurement difficult. of maintenance could be misleading.

Chapter
Needs Assessment
03
Medical equipment management and maintenance required for such an undertaking and to develop
has remained a challenge and in many regions – a operational guidelines to establish best-practices
failure. It has been understood by the experience in this domain; it is suggested that situational
of several countries that ‘self-maintenance’ of analysis/evaluation studies could be undertaken
equipment by users or a pool of government/ in various regions within a country. These studies
organization employed engineering staff can no should be designed to generate the following
longer be considered as the only component of a data sets:
sustainable solution.
The Biomedical Equipment Maintenance Model
To address the gap in technology management and
would generate the following data sources:
maintenance in regional/district and sub-district
hospitals in the country, a model has been conceived 1. Empirical Data (from site)
on the lines of public-private partnership. The model
in principle suggested “outsourcing” of equipment ata 1: Line listing of Medical Equipment or
D
management and maintenance functions which Mapping Technologies in regional/district &
includes but is not limited to: sub- district centers
a. Assessment (periodic and on continuous basis) ata 2: Functional Status of every medical
D
of all equipment available in regional/district equipment
and sub-district public healthcare facilities
2. Secondary Data (from market research)
b.
Responsibility of calibration, configuration
and undertaking “settings” pertaining to all ata 3: Cost involved (C1) to make the
D
equipment redundant technology (obtained from
c.
Preventive and corrective maintenance of Data 2) functional
equipment on a schedule and on-call basis ata 4: Cost involved per annum (C2) in
D
d. Submission of quarterly report on functional Comprehensive maintenance of all the
status of equipment medical Equipment (obtained from Data 1)
e. Supportive role in site-preparation, installation
and commissioning, user-training and overall It is essential that the decision makes review the
maintenance of equipment. results of the pilot and have a clear pictures of
current status of medical equipment as well as
To understand the principles mentioned above, financial requirements if an outsourced model for
to undertake research to speculate “fiscal space” maintenance is to be envisaged.

Chapter
Benefits of Partnerships and Outsourcing
04
A decision to engage in contractual relationships the public entity could be estimated, at least to
with private agencies for maintenance of medical an extent of approximation.
equipment in public health facilities should c. R
eduction in administrative constraints:
ideally result from a detailed analysis in order to A public entity generally follows a set of
ensure that the outsourcing of a service is the commercial code of conduct to encourage
best possible solution among a set of alternatives transparency, encourage fair competition
such as employing engineering within public among private stake holders and comply with
system, undertaking ad-hoc maintenance; dealing standing orders on financial and operational
independently with manufactures and suppliers laws and by-laws. These codes of conduct are
on a need basis individually for all necessary specific to public entities since such entities deal
equipment, or paying for AMC/CMC for individual with public funds. The private agencies however
machinery. The criteria based on which this decision may have their own model codes of conduct
could be taken would comprise of the following: and rules that are morally right, however,
a. I mprovement in Key Performance Indicators: keeps the priority of maximizing revenue.
The private agency receiving a fixed amount Thus limitations to encourage competition
of funding for the maintenance, generally tries in the market and reduce monopoly do not
to reduce breakdown and cost on spares by apply to private agencies although engaging
good preventive maintenance. The proportion in fair play should never be compromised. A
of breakdown, downtimes and extent of function of outsourcing gives the public entity
dysfunctional equipment in the health facilities to thus reduce administrative hold backs and
are key indicators that indicates the status of constraints by brining operational functions out
equipment that are in use and also the access to of the preview of the public entity.
healthcare technologies that a health system is Reduction in Risk: The risk arising due to non-
d.
able to offer to patients at large. delivery of a service is transferred to the private
Cost benefit analysis: Intermediary service
b. partner by virtue of a commercial partnership
costs may get reduced due to convergence of engagement. The extent of this reduction in risk
cost factors such as procurement of spares, hiring to the public agency however depends on the
of trained, appropriate and adequate human terms and conditions detailed in the contract. In
resources, costs on communication and indirect equipment maintenance for example, the extent
cost due to delay in getting the equipment to of risk arising due to non-functional equipment
a functional state. Since a lump sum amount would depend upon whether obligation to
given to private entity would incorporate all of provide controls, or accessories was given to
these and would keep the onus of managing the private agency or not. Or whether, any
costs on private entity, the net cost savings to process of maintenance depended on the users

of equipment themselves and that become the other context specific criteria to come to evidence
reason for error or breakdown. based decision of contracting out the equipment
e. Improved focus on actual activities of the maintenance. The extent of contracting may
public entity: Since the non-core activity of vary between outsourcing of procuring spares
the health service provider, such as equipment and accessories; training of users of equipment;
maintenance gets outsourced, the service preventive maintenance and/or corrective
provider (in this case public health department) maintenance; hiring of a certain number of
can actually direct its resources and efforts into biomedical/clinical engineering human resource or
actual patient care, which is the core activity of complete outsourcing of all equipment maintenance
the health service provider. A fully functional functions and responsibilities for a certain number
equipment system not only improves the of facilities or all facilities in a certain region. The
efficiency of the health service provider towards extent of outsourcing should ideally depend upon
provision of its core activities, it also strengthens existing capacities in public health system and the
the credibility of the health system and good costs of substitute functions in the market. In a
will among the recipients of care. complex service such as equipment maintenance
which utilizes several inputs, it is always easier to
Each public entity should therefore measure the test and implement a comprehensive all inclusive
benefits on the factors mentioned above and contracting arrangement.

Components of the PPP Model for Medical Chapter
Equipment Maintenance 05
The following components could be taken as a (vi) The maintenance service provider shall
suggested pathway for executing the public-private not be including cost of maintaining
partnership model for the purpose of medical any equipment which is under any
equipment maintenance. kind of AMC/CMC/warranty in its first
proposal and cost of such equipment
1. S
cope of work: The following could be
shall not be included till the time existing
considered as scope of work for the suggested
contract(s) with other service provider(s)
model:
is valid for the respective equipment.
(i) To maintain Biomedical Equipment in all The maintenance service provider may
public healthcare facilities up to the PHC choose to take authorization for doing
level supported by 24 X 7 call centre ; maintenance such equipment from
(ii)
To provide 24x7, 365 days uptime of existing AMC/CMC contract holder(s).
95% for all medical equipment in District
(vii)
Maintenance costs for equipment that
Hospitals, . 90%for CHCs and 80% for PHCs.
are currently in any AMC/CMC/warranty
At no point of time in a single breakdown
contract shall be added by the service
the breakdown should not be more than 7
provider only after the expiry of contracts
days from the date and time of registration
for the respective equipment.
of fault.
(iii)
Medical Equipment that are already in (viii) The sole service provider shall however
AMC or CMC. The service provider shall be liable to ensure upkeep time declared
administer the contract on behalf of state in the bid for all equipment irrespective
health department. For this purpose, the of any AMC/CMC/warranty status for any
service provider shall take authorization equipment.
from services providers for the respective
equipment for which AMC/CMC may be in (ix)
The maintenance service provider
existence. shall be identifying and responding to
requests seeking maintenance of all
(iv) For Medical Equipment that is currently
Biomedical Equipment available in the
under warranty. The service provider shall
district/sub district/state up to the level
administer all maintenance activities on
of Primary Health Center(PHC) through
behalf of the state health department for
the Maintenance Process Tracking
the entire duration.
Identification Number (MPT-IDs).
(v) For all medical equipment that is under
any form of AMC/CMC/Spares agreement (x)
Maintenance service provider shall
or under warranty, the state health establish and operate an exclusive
department shall not be renewing 24x7-customer care centre for accepting
the equipment specific maintenance calls and managing the maintenance
contracts services.

For purposes of clarity, operationalization will be Components Public Private
regarded as: entity agency
(a)
Setting up of maintenance workshop for Forecasting of Inventory No Yes
maintenance of medical equipment, and Forecasting of Budget Yes Yes
(b) Setting up Customer Care Centre to accept user Training of Users Yes Yes
calls Monitoring of services Yes Yes
(c)
Appointment and recruitment of trained Evaluation of services Yes Yes
engineering and administrative human resource
and
Costs of engagement: Representation of
2.
(d) To provide Equipment Management Information
costs of rolling out maintenance program in a
System and
partnership model is crucial to understanding
(e)
To provide categorization of all equipment, the feasibility of it as well as budget estimation.
clearly identifying critical equipment along with The cost of Maintenance contract in absence
their clinical functions of such a model, is reflected in terms of gross
(f ) To maintain biomedical equipment in all public value in a certain currency per equipment. The
healthcare facilities in an entire district/ region/ costs of a large number of equipment across
state; and certain number of public health facilities or
(g) To furnish the format of equipment identification for all facilities in an entire region could be
code system best reflected in terms of percentage of total
medical equipment asset value at the time of
The Contracting Authority (Usually a government purchase. If the time of purchase is not known,
body/agency) shall have the right to increase the the value of all medical equipment assets
number of equipment beyond the present number is suggested to be taken at current market
from the date of execution of the Agreement. value. Depreciated value is not very much
In the event of any such increase in the number useful, since depreciated value would be lesser
and density of equipment by the Authority, the than the value of a new piece of equipment
Operator shall operate and maintain the additional while maintenance costs would be higher in
equipment till the remaining term/duration of the older equipment than in a new one. Taking a
Agreement in the given year and the monetary proportion of depreciated value would thus
value for the maintenance of the added equipment make it financially unattractive for private
shall be included in the subsequent years; as part of agencies to come forth to deliver the service.
the existing scope of work and upon the same terms However, in terms of net asset value at the
and condition specified in the Agreement. time of purchase or at current market prices for
those equipment whose actual procurement
The potential scope of work in a comprehensive value is not known, the comprehensive
equipment maintenance outsourced model has maintenance value varies from about 2% to
been tabulated below: 5% in case of technologically less complicated
equipment to about 7% to 12% for highly
Components Public Private
complex equipment. Thus for a mixed group of
entity agency
equipment across several facilities this may be
Formulation and agreement Yes Yes average out to 5% to 10% of the asset value.
of the contract These values depends upon several factors
Hiring of the trained human No Yes such as extent of import for spare parts, costs
resource of highly skilled engineering human resources,
Purchase of inputs for No Yes cost of associated software of equipment
service delivery and competition among similar maintenance
Actual provisioning of No Yes service providers. The actual cost as percentage
maintenance services of total asset value can be arrived at only

after the bidding process is over. However, Fault registration systems such as Toll free
4.
a public entity may choose to reflect costs of number: The Service Provider shall establish
maintenance also in the form of ‘Cost per bed a well- equipped service network and
per day’ or ‘Cost per facility’. Although such adequately staffed centralized call centre that
representations could be useful for estimating is accessible through means such as a toll free
budget required to outsource maintenance number. The selected service provider shall
services, keeping costs dependent on number be responsible to operate the Centralized Call
of beds, may disadvantage the private service Centre with toll free number, 24 hours in a day,
providers in cases where number of beds 365 (complete year) days in a year to register
remains the same and equipment density and make documentation logs for all calls of
increases and could disadvantage the public fault detection. A toll free number shall relive
entity when the number of beds increases the caller from any expenditure in reaching out
but equipment density largely remains the to the provider. The call centre would register
same. Representing of maintenance as cost per the fault, create details as per a format mutually
facility may not be a very useful method if the agreed by the engaging agency and service
facilities vary greatly and a striking equipment provider, capture relevant fields pertaining
density is apparent between facilities in rural to equipment for which call has been made
and urban setting or within each of these and give the caller and ‘maintenance process
separately. tracking identification number (MPT-ID)’
through which the maintenance call history and

Even if outsourced, there would remain a action taken could be viewed in at any point of
specific element of cost- the ‘supervisory costs’ time. For each facility, there should ideally be
apart from the cost of purchasing the service three nodal officers to whom a confirmation
itself. This includes cost of drawing contracts call may be given by the maintenance service
between the public entity and the private provider after acceptance of a breakdown call
agency, cost of conducting pilot studies, of from any user in the facility. Resolving/fixing
undertaking situational analysis, of tendering of the fault must be followed by the closure
and bidding process, of periodic audit of the of communication loop (call closure) via
performance of the private service provider telephonic guidance to any of the three nodal
and cost of appraisals and renewals of the officers identified or facility on a case to case
contracts. basis...In cases, where the engaging agency
Laws & Rules governing equipment
3. desires so, the link to view this process, could
maintenance: The Service Provider (Private be provide to selected authorities within the
agency selected for providing maintenance agency. The engaging agency as well as the
services) shall at all times comply and ensure service provider therefore, at the start of the
compliance by its agents with applicable laws contact would identify and document the
and regulations pertaining to biomedical levels of users who would be authorized to
equipment especially those pertaining to make a ‘fault registration call (FRC)’. In some
radiation, safety, security, environment, all countries the head of the facility may alone be
public general and national laws and the responsible for making an FRC while in other
requirements of competent and/or regulatory cases the contract may any user at any level,
authority whose jurisdiction applies in the eligible to make the FRC. The service provider
area where services are being provided. The could bring to the notice of the engaging
Service Provider shall at its own expense agency on a quarterly basis, the burden of false
obtain, renew and maintain in full force calls based on which the authorization to make
and effect where appropriate, all approvals, calls could be modified after the pilot phase.
permits, licenses and authorizations necessary Time frame for engagement: The time frame
5.
to provide the Services including, licenses for engaging into a PPP model for maintenance
pertaining to actions specified above. of medical equipment would depend upon the

results of pilot (if conducted), the equipment the period of its downtime could be a good
density, the current costs of maintenance and reverse incentive to ensure that equipment are
the estimated costs via a PPP model. A small maintained in the desired manner.
time frame such as one year may be too small to Provision of substitute equipment: Uptime
7.
understand comprehensively the advantages of up to 95% across 24 hours x 365 days
and barriers of such a model. It is therefore translates as 18 days in a year. However, 18
suggested that the time frame for engagement days at a stretch down time for life saving
be taken as 3 to 5 years extendable to 7 years. equipment could be catastrophic to patient
The payments however in lieu of the said care. Hence the service provider must consider
contract could be made on a periodicity as this download to be 95%, factored as maximum
mutually decided by the engaging agency permissible downtime of 1.5 days per month.
and the service provider, which may be from a If the equipment maintenance provider does
minimum of one month to a one time annual not maintain to this threshold, it would be
fee. The Request for Proposal (RFP) could be expected to replace the faulty equipment
therefore made for a period of 60 months from with a substitute equipment providing same
the Commencement Date or as specified in functions within a period of 12 hours after
the Contract Agreement. This may be termed expiry of 1.5 days, till the faulty equipment
as the “Agreement Period”. The partners is repaired This would protect patients from
should also document the date/time frame being denied critical and life-saving access to
for the start of the active service contract from medical technology and would also encourage
the date of signing of the agreement, which is the service provider to have adequate buffer
suggested to be a maximum of three months. inventory and replacement equipment in cases
Uptime and downtime limits: Uptime is
6. where repair within a justified time period is
a measure of the time a machine, has been not possible due to geographical limitations
working and available. Uptime is the opposite or other reasons. This is much required since
of downtime, which means the measure of time many of complex life-saving equipment do
a equipment is unavailable due to breakdown/ not have spares readily available and many
failures etc. Breakdown of an equipment spares needs to be procured from international
would denote disruption in any of the declared markets, the logistical time for which could be
functions of the equipment. There are various long and unpredictable.
thresholds desirable and practiced in various 8. R
ole in life cycle maintenance including
parts of the world, however, an uptime of 95% condemnation: Whenever a capital or
over a one year period is considered to be a inventory asset whether large or small is
reflection of good systems efficiency. However, disposed of, a condemnation/disposal form
the criticality of equipment and hours for which should be completed by the user and counter
a health facility functions at various levels in signed by the head of the healthcare facility.
India public health systems projects varied One copy should be sent to Finance and one
needs for upkeep time. To provide 24x7, 365 copy retained for departmental records. The
days uptime of 95% for all medical equipment engaging agency and healthcare facility
in District Hospitals, 90% for CHCs and 80% for should consult the maintenance agency about
PHCs. At no point of time in a single breakdown safe disposal of obsolete equipment and such
the breakdown should not be more than 7 days disposals must have a clear-off by the service
from the date and time of registration of fault.. provider of maintenance. Medical equipment
The penalty clauses in case of service provider may be considered for disposal as a result
not confirming to threshold as declared in the of its natural obsolescence, failure to meet
contract agreement, must be clearly defined. current treatment standards, uneconomic
In such cases, a deduction of fees equivalent or poor serviceability etc. Decommissioning
to double the amount of comprehensive and decontamination should be carried
maintenance cost of that equipment over out prior to final disposal. The purpose of

decommissioning is to make sure that the concluded, the service provider should furnish
equipment is electrically and environmentally the list of equipment that requires calibration
safe. A suitably qualified person must carry and testing. The periodicity of calibration,
out decommissioning in presence of a periodicity of testing of equipment, standard
representative of the maintenance service operating protocols for both calibration and
provider for which maintenance agency testing, criteria for submission of test reports,
should give a documented standard operating necessity of in-house calibration (if any) by the
protocol. Since maintenance prolongs the life user and its SOP, hierarchy to furnish test results
of a equipment, it is essential that the agency and means to undertake correction actions in
responsible for this prolongation of equipment case of test results not found to be appropriate
life cycle is a party to the consultation that are to be specified by the service provider in
recommends termination of equipment’ life- concurrence with the engaging agency. During
condemnation. testing and generation of testing reports,
9. I nventory mapping of equipment: The service special care should be given to ascertain the
agency should analyze and report medical functionality of alarm systems within the
equipment inventory and map the entire equipment and electrical safety. Annual third
equipment inventory in all health facilities for party audit by a third party NABL or ILAC
which the contract has been proposed for. This accredited laboratory must also be carried out
mapping would include: for calibration processes of the maintenance
service provider which would look into issues
a) Providing an asset identification number
such as calibration of calibrating tools.
to all the equipment
11. Equipment audit: An audit of all equipment
b)
Manage documents such as invoices,
under the service contract gives objective
warranties/guarantees or safety reports
evidence into the nature of faults, cause of
pertaining to all the equipment
faults, correction time, any lapses during use
c)
Transfer inventory data to other after fault correction, loss of efficiency due to
information systems as and when required repair/maintenance and measure of upkeep
by the customer time specific to various categories of all the
d) Link office with field staff equipment. It sets information on use of device
e) Record equipment maintenance activities as well as quality of maintenance services
being provided by the service provider. It is
f ) Generate status report of all the equipment
therefore necessary to develop a standard
at a pre-defined periodicity.
template for conduct of equipment audit. Few
g)
Provide a list of consumables (such suggested templates are given below, however
as tubing for analyzers, electrodes for the engaging agency may with consultation of
ECG) before the start of the contract service provider accept any other equipment
that it agrees to provide as part of the audit sheet formats based on needs and
maintenance contract. context:
h)
Provide a list of consumables used in 12. User training: User training is obviously
recurring basis (such as regents for important for effective and safe use of
analyzers, gel for ECG) that it would be medical equipment, more importantly
providing as part of the maintenance since a fair proportion of errors and faults
contract. generated in a medical device could be due
10. Performance Evaluation, Safety Testing to user errors. Provision of user training by
and Calibration of equipment: Testing and the maintenance service provider could thus,
calibration of equipment is an important reduce the fault density, improve the life of
element of maintenance and any service the device and the cost incurred by provision
contract made towards procuring maintenance of training could be potentially lesser than
services. Once the inventory mapping has been extra cost on maintenance and change of

History Sheet
Name Of Equipment :- Asset. Code :-
Name of Company/Supplier :- Location :-
Model :- Frequency of Calibration:-
Date of Installation :- Frequency of PM :-
Sr. No :- Warranty Expiry Date :-
Maintaince Record
SL. Date of Date of Time take Breakdown Fault Action Taken
No. Complaint Completion for PM(Hr) Time (Hr)
1
2
3
4
5
Monthly Breakdown Analysis of All Equiments

Month:
Type of Breakdown
User Technical
SL. No. Equipment Nurses Doctors Electrical Mother I/O Other Mechanical
Board Device
Main Internal
Power Power
Supply Supply
Weekly Analysis on the Breakdown of Critical Equiments

Week:
Type of Breakdown
User Technical
Nurses Doctors Power Supply Mother I/O Other Mechanical
Board Device
Main Internal
Power Power
Supply Supply
1 Ventilator
2 Cath Lab
3 Anesthesia
4 Iabp
5 Defibrillator
6 Dialysis
7 Cr Reader

Weekly Analysis on the Breakdown of Critical Equiments
Week:
Type of Breakdown
User Technical
Nurses Doctors Power Supply Mother I/O Other Mechanical
Board Device
Main Internal
Power Power
Supply Supply
8 Mammography
9 Ot Table
10 Patient Monitor
11 Echo/Ultrasound
M/C
12 Heart Lung M/C
13 Mri
14 Ct Scan
15 C-Arm
16 Eto/Steam
Sterlizer
17 Scopes
18 Incubator
19 Tmt/Holter
20 Cautry
spares, thus increasing the profitability of the

understand the known pitfalls in the use of
service provider. The engaging agency and the device, including those identified in safety
maintenance service provider should agree for advice from the regulators, manufacturers and
the maintenance service provider to provide other relevant bodies
users training on old and new equipment at a Understand the importance of reporting device-
pre-defined periodicity. This would promote related adverse incidents
safe intended use and normal functioning of the
13. Competencies of the maintenance service
device thereby enhancing its efficacy and safety.
provider: The eligibility, competency
This training should be considered as a pre-
requirements and expected size of a
requisite for the new users and as a refreshers
maintenance service provider will largely
course for the others. Where relevant, training
depend upon the requirements of the engaging
should cover:
agency, the equipment density and the age of
At least
two on site trainings a year for the critical the devices that are available in health facilities
equipment in the region/state/district for which the contract
Any limitations on use is being envisaged. However, to be generic, the
How to fit accessories and to be aware of how following criteria could be taken as a modest
they may increase or limit the use of the device guideline for engaging and selecting suppliers
of maintenance services:
How to use controls appropriately
a)
The maintenance service provider may
The meaning of any displays, indicators, alarms
etc., and how to respond to them be a sole Provider (Company/Society/
Trust) or a maximum of three providers
Requirements for any in house maintenance and
as Consortium to implement the
decontamination, including cleaning
maintenance Project. This would promote

recognize when the device is not working small providers to come together in form
properly and know what to do about it of partnerships that would improve their

technical capacity as well as credibility. as this could disturb patient care and
In many countries, a single large provider planning.
of maintenance services may not exist; g) The Provider should have robust financial
partnerships would thus be a suggested capacity ( a minimum of 3 times the value
solution. It would also encourage providers of the proposed contract in each of the
that specialize in select services such as previous two financial years) and have an
Radiology equipment maintenance and average annual turnover/ gross receipts
laboratory equipment maintenance to of a minimum amount as desired by the
part with other maintenance providers engaging agency. The financial credibility
to give a comprehensive set of services at must be expressed by the service provider
district and state level. and the Provider could be expected to
b) The Provider cannot be an individual or have deposited 10% of the contract value
group of individuals. The Provider should (may be changed as per state government/
be registered as a legal entity such as corporation/society procurement rules) in
company registered under Companies the form of Bank Guarantee prior to the
Act, Societies Registration Act, Trust Act or commencement of the contact.
an equivalent law applicable in the region/ h) In case of a consortium seeking to be a
state/country. provider of maintenance services, the lead
c) The Lead partner Provider should have at member shall have at least 51% ownership
least two (2) financial years of experience of the financial capital for the entire
of (till the date of bidding) maintaining duration of the contract.
Biomedical Equipment a minimum of 14. Adverse event Reporting: The service
10 Hospitals (public/private) with each agency will have the overall responsibility of
hospital having a minimum of 100 beds or implementing and managing the hospital’s
a minimum of 2 hosptials with 500 beds or medical device reporting program. This
a total of 1000 beds. The bidder may also be includes establishing and maintaining a
a Government enterprise which provides facility wide system for documenting medical
engineering and/or health services. device incidents, reviewing and analyzing
d)
The Provider should be able to give all reportable incidents, and completing and
evidence of existence of a centralized call submitting appropriate reports to appropriate
center of capacity adequate to meet the legal/regulatory authority responsible for
complaints from the number of facilities adverse event reporting program in the state/
as expressed in the contract agreement. region/country. Following an incident, Clinical/
e)
The Provider should have adequate paramedical staff will attend to the injured
(numbers if required may be inserted patient or employee as appropriate and
by state governments) skill biomedical/ information on all equipment involved in the
clinical engineering human resource to incident including accessories, packaging, etc.
meet the work load. This may be expressed would be given by the staff/user to the service
as minimum number of engineers per agency through their immediate supervisor for
facility/zone/district/state. reporting in the adverse event program.
f )
The Provider must equip the trained 15. Radiation Safety & Disaster Management:
biomedical/clinical engineering human In many countries, radiological equipment
resource with required vehicles to reach is within the jurisdiction of a separate entity
out to sites as well as vehicles to carry outside Ministry/Department of Health or even
tools and equipment to and from the site. the regulator of health products. In such cases,
The Provider must also ensure that no usually type approval certification awarded to
equipment is transferred across health manufacturers of radiological devices with an
facilities to meet requirements at random undertaking that they would be responsible for

safety and good maintenance of the devices, 17. Quality systems and accreditation: Although
installed by them or their subsidiaries in medical devices follow quality systems mostly
various healthcare facilities. In such cases it is under national regulatory agencies, the private
advisable that radiological medical equipment providers of maintenance services could be
could be kept out of purview of any third considered as providers of a specialized set of
party maintenance contract. However, the ‘services’. Hence it would be desirable that such
nuclear medicine and diagnostic radiological providers follow a set of best practices that
equipment (e.g. general/fluoroscopy x-ray, CT undergo a third party audit at specified time
scan, mammography, dental, BMD etc.) which intervals. Quality systems for process such as ISO
are in an existing maintenance contract with 9001:2008 are examples of some certifications
the authorized supplier/manufacturer, the that help providers display conformity to series
third party would be permitted to “administer of requirements aimed to reduce error and
the contract only” for and on behalf of the promote excellence. Third part audit must be
concerned hospital/health facility/engaging carried out to assess the quality system of the
agency. In such contracts, the third party company and to not only prove it’s consistency
maintenance service provider must obtain but also improvement in it’s performance over
necessary authorization from the concerned time. The service provider must also submit
health facility/engaging agency stating that monthly performance reports to the District
the manufacturer/supplier who is holder of an Health Authority.
existing maintenance continue to be responsible 18. Monitoring Mechanisms: Audits are only
for upkeep and safely of the equipment, for the one of the methods for monitoring. Other
full period of the valid maintenance contract. For monitoring tools and checklists are desirable
diagnostic radiological equipment and nuclear based on contexts where these models are
medicine equipment that are not in an existing practiced. They have even include qualitative
maintenance contract with the authorized methods such as focused group discussions
supplier/manufacturer: in these cases, third party with the users, surprise visits, monthly/
maintenance provider could be permitted to quarterly reports from facility supervisors, and
undertake maintenance services. The eligibility periodic visits to facilities where breakdown
for this function would be gained by the third rates are high. The constant tool is however an
party maintenance agency only if the agency automatically generated E-report (provided
obtains authorization from the Atomic Energy by the service providers maintenance systems
Regulatory Board or appropriate radiological software) on the number of breakdowns,
safety authority in the state/region/country. time taken for rectification, upkeep time and
For complex high end radiological equipment, extension achieved in the life of the equipment,
it is suggested that the accountability of on a periodic basis for the entire inventory for
manufacturers be retained and the service which an outsourced model has been brought
provider only administers the contract on behalf in existence. It is also recommended that
of the health facility/engaging agency. the health administration, particularly at the
central but also at the regional level, establish
16. Code for uniforms, vehicles and other a structure to monitor the main contractual
administration issues: The maintenance arrangements, and which can also make
service provider shall establish codes for evaluations for the purpose of reporting to
uniform, vehicles including service vehicles as the decision making authorities, The ongoing
administrative protocols inn consensus with the contracting process will cause changes in
engaging agency and would have it approved some of the procedures habitually followed by
by the engaging agency. A compliance report to administration, which must take into account
these standard operating protocols is suggested the legal and administrative implications
to be submitted to the engaging agency on a induced by contracting, and implement the
periodic basis. necessary acts that support this process .

Chapter
Structure and Stages of Partnership Contract
06
Generally a review meeting with interested parties e. Duration of the contracts with details on terms
also called as a pre-bid meeting is desirable prior to and conditions of extension, dissolution and
the formulation of a contract. This helps the public termination.
entity to understand the extent to which market f.
Details of all financial and administrative
competencies could satisfy a proposed need and resources that either partner would be
also helps public service providers to understand committed to contribute for the successful
and get answers to technical queries regarding operation of the contractual relationship.
a proposed contract. Such a process encourages
g.
Key performance indicators based on which
transparency and competition.
performance of the service provider would be
A contract is a framework elaborating the measured.
essential and non-negotiable elements of a
h.
Periodicity and methodology for monitoring
professional relationship detailing the roles
and evaluation.
and responsibilities of each partner. It also
helps answer operational questions that may i. Mechanisms for monitoring of the contract.
arise during the fulfillment of the professional j. Eligibility criteria for the bidder to qualify for
relationship during the time period for which the selection as maintenance service provider.
contract is deemed valid. These may include legal
k.
Framework for prevention and resolution
disputes, financial clarifications, scope of dispute
of disputes with details of regulatory/legal
resolution and arbitration, as well as modalities
jurisdiction for appeals and conditions for
for termination of professional relationship due
arbitration.
to any seen or unforeseen events in the structure
of either partner or in the region at large. l. Identification of persons/entities responsible for
Although, the content of such a contract should commencement and functioning of the contract
ideally be prepared by domain experts, vetted i.e. authorized signatories of the contract.
by legal experts and approved by at least three
layers of administrative authority, for equipment Partnerships are marked by certain specific stages.
maintenance contract, the content should Life cycle of a contractual partnership is fairly
generally include: predictable and each stage has certain specific
outcomes expected to be achieved. Each stage
a. Preamble detailing the object of the contract.
however, must comply with the regulations and
b. Process for registration of the contract. rules as desired by appropriate national/regional
c. All components as given in this document under authority. The stages are summarized below:
the theme ‘ Components of a PPP’ a. P
reparation of the Contract: This includes
d.
Obligations, roles and responsibilities of all discussion amongst the technical, financial,
partners involved with the contract. legal and administrative teams of the inviting

public entity on the scope and structure of the stakeholder from both parties with various
contract. The draft contract along with time user and service provider teams. Reviewing of
lines for implementation of the partnership are existing condition at sites where services are
the primary outcomes of this stage. It is also to be ensured as part of the contract is the first
desirable results of needs assessment, pilot step. This would include visits of sites where
studies if any, user experiences from any similar services are to be provided, assessment of
existing practice are considered as important initial work, submission of details short-term
inputs at this stage. Criteria for eligibility of and long term work plans as well as visit of
competitive bidders and pre-qualification public entity officials to various service sites
requirements must be clearly stated to avoid such as concerned health facilities as well as
any delay or difficulty in progressing towards service centers of the service providers.
the later stages of the contract process.
Tendering Process: This stage is executed
b. Donors and multilateral organizations can play
usually under the rules of the concerned public an important role in nurturing public sector
entity and usually consists of advertisement, engagement of the private sector. A donor policy
receipt of technical and financial bids, that includes strengthening health systems by
technical bid opening to identify qualifying supporting maintenance of medical equipment
agencies and financial bid opening to identify – that being a necessary element for access to
appropriate bidders. healthcare could be an encouraging approach.
The principles of engagement detailed above
Formalization of ‘Contractual Relation’:
c.
should be considered only as a suggestive broad
Authorizing the commencement of a contract
framework and must be contextualized based
and dissemination of the contract amongst
on engineering, regulatory and occupational
various stake holders are primary components
requirements of the contexts where this model
of this stage. Approval of the terms and
is piloted or practiced. There should be relevant
conditions of the contract by technical teams of
documents explaining the terms of reference
both parties (the public entity and the private
of the proposed contract along with a Tender/
agency) are necessary elements in the task
Bid document that should ideally be brought
for formalization. It is also advisable that the
out by the engaging agency to encourage
legal experts check the consistency in contract
a competitive and cost-effective process for
document from the bidding stage to the signing
selection the maintenance provider with
stage.
adequate competencies and financial credibility.
d. R
egistration of the Contract: Registration The decision to hold a pre-bid conference of
is formal processes of letting an appropriate proposed service providers/bidders could help in
authority know of the commencement of the identifying bottlenecks and to resolve queries of
contract. This stage ensures that a neutral proposed service providers. There could be more
third party has registered the existence of a areas where specific guidance could help, however,
professional contractual relationship between the fifteen domains mentioned in this report only
the ‘receiver of service- the public entity’ and lays a roadmap to envisage a partnership model
‘provider of service- the private agency’. for maintenance of medical devices with the sole
e. C
ommencement of the Contract: The aim to improve access to medical equipment that
contract begins with a formal introduction of are safe, accurate and effective.
i. WHO Medical Equipment Homepage, accessed on 7th April, 2014

ii. MHRA Equipment Bulletin, Managing Medical Equipment, Nov, 2006
iii. Medical equipment - managing the mismatch, 2010
iv. Introduction to Medical Equipment Inventory Management, WHO, 2011
v. Perrot and Roodenbeke, Strategic Contracting for health systems and services, 2009

Chapter
Request for Proposal
07
REQUEST FOR PROPOSAL

FOR
HIRING OF SERVICE PROVIDER FOR BIOMEDICAL
EQUIPMENT MAINTENANCE
TENDER NO._________________________________
ADDRESS: ___________________________________
PHONE: _____________________________________
URL: ________________________________________
EMAIL: ______________________________________

LIST OF CONTENTS
Section-01: Notice Inviting Proposals Department of Health & Family Welfare

Government of 27
Section-02: Disclaimer 31
Section-03: General Instructions to Bidders 33
Section-04: Evaluation Process 47
Section-05: Miscellaneous 49
Section-06: Appendices: Formats for Proposal Submission 51

Format 1: Covering Letter for Proposal Submission 51
Format 2: Power of Attorney for Signing of Proposal 54
Format 3: Power of Attorney for Lead Member of Consortium 55
Format 4: Affidavit 57
Format 5: Anti-Collusion Certificate 58
Format 6 : Project Undertaking 59
Format 7 : Memorandum of Understanding (MoU) 60
Format 8 : Board Resolutions for Bidding Entities 62
Format 9: Undertaking for Individual Members 63
Format 10 : Information Regarding Bidder 64
Format 11 : Details of Eligible Experience 65
Section-07: Checklist for the Bidders 67

Notice Inviting Proposals Department of SECTION
Health & Family Welfare Government of 01
(Insert: Name of State)
ADDRESS: ___________________________________
PHONE: _____________________________________
URL: ________________________________________
EMAIL: ______________________________________
Tender Enquiry No.___________________________ Dated:_____/_____/____________
1.1 Data Sheet

Name of the Project Biomedical Equipment Maintenance in (insert: name of state).
Project Objectives
Required Proposals i. Technical Bid (as per details in 3.6.2).
ii. Financial Bid (as per details in 3.6.3).
Pre-Bid conference A pre-bid conference is proposed on (insert: date) at (insert: time) in the
(insert: address).
Queries for the Pre Bid The prospective Bidders shall submit their queries on or before (insert:
Conference time) (insert: date).
Contact details for all queries (Insert: Address, phone no., email, fax)
Language in which proposals Language- English or any one local/regional language)
should be submitted
Currency of Quote Specify Currency

Eligibility to bid i. T he Bidder may be a sole Bidder or a group (maximum 3) coming
together as Consortium to implement the Project.
ii. T he Bidder cannot be an individual or group of individuals. The Bidder
should be registered as a legal entity.
iii. Technical Capacity:
a. The Lead partner/sole bidder should have at least two (2) financial
years of experience of (till the date of bidding) maintaining
Biomedical Equipment at a minimum of 10 hospitals (including
public/private) with each hospital having a minimum of 100 beds
or a minimum of 2 hospitals with 500 beds or a total of 1000 beds.
The bidder may also be a Government enterprise which provides
engineering and/or health services.
b. The Bidder should be able to give evidence of existence of
a centralized call center of capacity adequate to meet the
complaints from the number of facilities as expressed in the
contract agreement.
c. The Bidder should have adequate (numbers if required may
be inserted by state governments) skilled Biomedical/Clinical
engineering human resource to meet the work load. This may be
expressed as minimum number of engineers per facility/zone/
district/state.
d. The Bidder must give an undertaken to equip its trained
Biomedical/Clinical engineering human resource with
required vehicles to reach out to sites as well as vehicles to
carry tools and equipment to and from the site. The bidder
must also ensure that no equipment is transferred across
health facilities to meet requirements at random as this could
disturb patient care and planning at a given facility.
iv. F
inancial Capacity: The Provider should have robust financial
capacity (a minimum of 3 times the value of the proposed contract in
each of the previous two financial years) and have an average annual
turnover/gross receipts of a minimum amount as desired by the
government. The financial credibility must be expressed by the service
provider and the provider would be expected to have deposited 5%
of the contract value/as desired by the state government in the form
of Bank Guarantee prior to the commencement of the contract.
Bid Security Rs. 5 lakhs/as desired by the state government The Bid Security shall be
kept valid for 180 days from the date of submission of bids (the “Proposal
Due Date”).
Performance Security 1% of the value of proposed contract/as desired by the state government.
The performance security will be valid up till 6 months after the expiry of
agreement period.
Agreement Period 5 years extendable to a maximum of another term of 5 years subject to
annual performance appraisal
Address for Proposal (Insert: Address)
submission

1.2 Important Dates and Information
Si. No. Description Schedule
i. Date of sale of Proposal Documents _______to_____, during____Hrs. to______ Hrs. (IST)
ii. Place of sale of Proposal Documents Address________
iii. Cost of Proposal Document Rs.__________
iv. Issue of RFP to Prospective Bidders
v. Pre Bid Conference Date and Time Date____________,
_______ Hrs. (IST)
vi. Pre Bid Conference Meeting venue Same as mentioned in _____
vii. Closing Date and Time for receipt of Bids Date___________Hrs. (IST)
viii. Time and Date of opening of Technical Bid Date__________Hrs. (IST)
viii. Venue of opening of Technical Bid Same as mentioned in_______

SECTION
Disclaimer 02
The information contained in this Request for Proposal. The information contained in this RFP is
Proposal document (the “RFP”) or subsequently selective and is subject to updating, expansion,
provided to the Bidder(s), in documentary or any revision, and amendment. Each recipient must
other form by or on behalf of the Authority or any conduct its own analysis of the information
of its employees or advisors, is provided to Bidder(s) contained in this RFP or to correct any inaccuracies
on the terms and conditions set out in this RFP and therein that may be in this RFP and is advised to carry
such other terms and conditions subject to which out its own investigation into the proposed Project,
such information is provided to the Bidder. the legislative and regulatory regime which applies
thereto and by and all matters pertinent to the
Whilst the information in this RFP has been prepared proposed Project and to seek its own professional
in good faith and contains general information in advice on the legal, financial, regulatory and taxation
respect of the Proposed Project, the RFP is not and consequences of entering into any agreement or
does not purport to contain all the information arrangement relating to the proposed Project.
which the Bidder may require.
This RFP includes certain statements, estimates and
Neither the Authority, nor any of its officers or targets with respect to the Project. Such statements,
employees, nor any of their advisers nor consultants estimates and targets reflect various assumptions
accept any liability or responsibility for the accuracy, made by the management, officers, and employees
reasonableness or completeness of, or for any of the Authority, (and the base information on
errors, omissions or misstatements, negligent or which they are made) which may or may not prove
otherwise, relating to the proposed Project, or to be correct. No representation or warranty is
makes any representation or warranty, express or given as to the reasonableness of forecasts or the
implied, with respect to the information contained assumptions on which they may be based and
in this RFP or on which this RFP is based or with nothing in this RFP is, or should be relied on as, a
respect to any written or oral information made promise, representation, or warranty.
or to be made available to any of the recipients or
their professional advisers and liability therefore is RFP document and the information contained
hereby expressly disclaimed. therein is meant only for those applying for this
Project, it may not be copied or distributed by the
This RFP document is not an agreement and is recipient to third parties, or used as information
not an offer or invitation by the Government of source by the Bidder or any other in any context,
(insert: Name of State) (hereinafter referred to as other than applying for this proposal.
“Authority”) or its representatives to the prospective
Bidders or any other person. The purpose of this The Authority, its employees and advisors make no
RFP document is to provide interested parties representation or warranty and shall have no liability
with information to assist the formulation of their to any person, including any Bidder under any law,

statute, rules or regulations or tort, principles of incurred in connection with or relating to its Bid. All
restitution or unjust enrichment or otherwise for such costs and expenses will remain with the Bidder
any loss, damages, cost or expense which may and the Authority shall not be liable in any manner
arise from or be incurred or suffered on account whatsoever for the same or for any other costs or
of anything contained in this RFP or otherwise, other expenses incurred by a Bidder in preparation
including the accuracy, adequacy, correctness, or submission of the Bid, regardless of the conduct
completeness or reliability of the RFP and any or outcome of the Bidding process.
assessment, assumption, statement or information
contained therein or deemed to form part of this Any information/documents including information/
RFP or arising in any way for participation in this documents pertaining to this RFP or subsequently
Bidding process. provided to Bidder and/or Selected Bidder AND
information/ documents relating to the Bidding
The Authority also accepts no liability of any nature process; the disclosure of which is prejudicial and/or
whether resulting from negligence or otherwise detrimental to, or endangers, the implementation
howsoever caused arising from reliance of any of the Project IS NOT SUBJECT TO DISCLOSURE AS
Bidder upon the statements contained in this RFP. PUBLIC INFORMATION/ DOCUMENTS.
The Authority may in its absolute discretion, but

without being under any obligation to do so, update,
amend or supplement the information, assessment
or assumptions contained in this RFP.
The issue of this RFP does not imply that the

Authority is bound to select a Bidder or to appoint
the Selected Bidder or Bidder, as the case may be,
for the Project and the Authority reserves the right
to reject all or any of the Bidders or Bids at any point
of time without assigning any reason whatsoever.
The Bidder shall bear all its costs associated with or For and on behalf of
relating to the preparation and submission of its Bid
including but not limited to preparation, copying, Department Of Health and Family
postage, delivery fees, expenses associated with Welfare, Government Of (Insert: Name Of State)
any demonstrations or presentations which may
be required by the Authority or any other costs Address:___________________________

SECTION
General Instructions to Bidders 03
Si. No. Topic Page No.

A PREAMBLE
3.1 Definitions and Abbreviations
3.2 Language of Tender
3.3 Background information- Request for Proposal
3.4 Instructions to Bidders
B RFP DOCUMENTS
3.5 Contents of RFP Documents
C Bid Preparation and Submission
3.6 Documents Comprising Preparation and Submission of Bids
3.7 Preparation and Submission of Proposals
3.8 Additional Requirements for Proposals from a Consortium
3.9 Bid Security
3.10 Sealing and Signing of Proposal
3.11 Proposal Due Date and Time
3.12 Late Proposal
3.13 Modifications/Substitution/Withdrawal of Proposals
3.14 Clarifications and Pre-Bid Conference
3.15 Amendment of RFP
3.16 Proposal Validity period
3.17 Extension of Proposal Validity Period
3.18 Right to accept or Reject Proposal
3.19 Confidentiality
3.20 Acceptance of LOI and Execution of Agreement
3.21 Performance Security
3.22 Return of Proposal and Bid Security

A. PREAMBLE company or corporation, the power to direct
the management and policies of such person by
3.1 Definitions and abbreviations operation of law.
The following definitions and abbreviations, which xi. “Authority” means state governemnt or any
have been used in this RFP shall have the meanings agency authorized by state government.
as indicated below:
3.2.1 Abbreviations:
3.1.1 Definitions: i. “RFP” means Request for Proposal
i. “ Request for Proposal” means a solicitation made ii. “MoU” means Memorandum of Understanding
through a bidding process by the contracting
iii. “PHC” means Primary Health Centre
Authority ( Usually a government body/agency)
for procurement of a service. iv. “CCC” means Centralised Call Centre
ii. “Proposal/Bid” means Quotation/Tender v. “CHC” means Community Health Centre

received from a Sole Bidder/Consortium. vi. “LOI” means Letter of Intent
iii. “Bidder” means the Sole (Company/Society/

Trust) or Consortium (a group of 3) submitting 3.2 Language of Tender
Bids/Quotation/Tender. 3.2.1
The Bid submitted by the Bidder and all
iv. “ Supplier” means the sole individual/consortium subsequent correspondence and documents
supplying the services as incorporated in the relating to the tender exchanged between
RFP. the Bidder and the purchaser, shall be written
v. “Services” means services allied and incidental in the English language, unless otherwise
to the supply of goods and services, such as specified in the RFP. However, the language
transportation, installation, commissioning, of any printed literature furnished by the
provision of technical assistance, training, Bidder in connection with its Bid may be
maintenance service and other such obligations written in any other language provided the
of the supplier covered under the RFP. same is accompanied by a notarised English
translation and, for purposes of interpretation
vi. “Earnest Money Deposit” (EMD) means Bid
of the tender, the English translation shall
Security/ monetary or financial guarantee to be
prevail.
furnished by a Bidder along with its Bid
vii.
“Contract” means the written agreement 3.2.2
The Bid submitted by the Bidder and all
entered into between the purchaser and/or subsequent correspondence and documents
consignee and the supplier, together with all the relating to the tender exchanged between
documents mentioned therein and including all the Bidder and the “Contracting Authority”,
attachments, annexure etc. therein. may also be written in the Hindi language,
provided that the same are accompanied by
viii. “Day” means Calendar Day.
notarised English translation, in which case,
ix. A
ssociate means, in relation to the applicant/ for purpose of interpretation of the tender etc,
bidder / consortium member, a person who the English translations shall prevail.
controls, is controlled by, or is under the
common control with such applicant/bidder/
consortium member (the “Associate”). 3.3 Background Information
x. “ Control” means, with respect to a person which Request for Proposal
is a company or corporation, the ownership, 3.3.1 Background Information
directly or indirectly, of more than 50% (fifty
per cent) of the voting shares of such person, 3.3.1.1 Department of Health, Government of
and with respect to a person which is not a (insert: name of state), (the “Authority”)

seeks to engage supplier of services for the qualification and eligibility criteria. Those
maintenance of biomedical equipment in Bidders who meet the minimum eligibility
(insert: name of districts of name of state). criteria and are found to be responsive
shall be shortlisted and only their Financial
3.3.1.2
This Request for Proposal (RFP) is for Bids shall be opened for evaluation. The
“Medical Equipment Maintenance Services” Financial Bids of the Bidders not qualifying
(hereinafter referred to as “Project”) for a through the technical bid process shall not
period of 5 years. be opened.
3.3.1.3 This RFP consists of two Parts as listed below 3.3.1.8 The Authority will enter into an Agreement
and would include any Addenda issued in with the by the selected Bidder.
accordance with Clause 3.15 of this RFP: 3.3.1.9 Further, all the parts of the Proposal (PART
i. Instruction to Bidders. 1: Qualification Bid, PART 2: Financial Bid)
must be submitted in a hard bound form
i. Draft Agreement along with its schedule.
with all pages numbered serially, along
3.3.1.4
Interested parties may obtain the RFP with an index of submissions. The key
document from (insert: address), figures quoted in the Financial Bid should
on all working days between be mentioned in words also. In the event of
…………………………… by written any deviation from any of the instructions
request on submission of a non-refundable mentioned herein have not been adhered
fee of …………………. (insert fee value), to, the Authority may at its sole discretion
by way of …………………….in favour reject the bid.
of ………..(insert name of authority)… 3.3.1.10 RFP submissions by Bidders must be done
payable on any scheduled bank in (insert: positively by ………….. (insert: time and
name of city). The Authority will not be date) in the manner specified in the RFP
responsible for any delay, loss, or non- document at the address given in clause
receipt of RFP document sent by post / 3.3.1.12 and the Authority shall not be
courier. responsible for any delay in receiving the
3.3.1.5 The RFP document is also available on the Proposal.
website (insert: name of website). Bidders, 3.3.1.11 The dates and other particulars relating to
who download the RFP document from the the RFP are given in the Data Sheet attached
website, will be required to pay the non- at the beginning of the RFP document. The
refundable fee (insert fee value) by way Authority may at its sole discretion alter the
of …………………….in favour of ……….. schedule anytime during the process by
(insert name of authority)….. payable on giving due notice
any scheduled bank in (insert: name of 3.3.1.12 Address for Submission of Proposal:
city), at the time of the submission of the
Proposal.
3.3.1.6 The purchaser of the RFP document must (INSERT ADDRESS)
be the Bidder itself or a member of the
consortium submitting the Proposal, 3.4 Instructions to Bidders
authorized by the consortium. 3.4.1 General Terms of Bidding
3.3.1.7
A single stage bidding process will be
3.4.1.1 All the Bidders are required to submit their
followed to decide the Selected Bidder. There
Proposal in accordance with the terms set
shall not be any separate Pre-Qualification
forth in this RFP.
Stage for short-listing of Bidders. Bids will be
evaluated in two steps. In the first step, the 3.4.1.2
The Authority reserves the right to invite
bids will be assessed for responsiveness to fresh bids with or without amendment of

the RFP at any stage or to terminate at any 3.4.2 Scope of Work
time the entire bidding/selection process
3.4.2.1 Government of (insert: name of state) seeks
without any liability or any obligation to
to engage Service Provider for Maintenance
any of the Bidders and without assigning
of Biomedical Equipment with an aim:
any reason whatsoever.
(i) To maintain Biomedical Equipment in all
3.4.1.3 The Bidders shall enclose its Proposal,
public healthcare facilities up to the PHC
complete with its Formats, all the relevant
level supported by 24 X 7 call centre ;
documents to support information provided
in the Proposal. (ii) To provide 24x7, 365 days uptime of
95% for all medical equipment in District
3.4.1.4
The Bidder should submit a Power of Hospitals, . 90%for CHCs and 80% for PHCs.
Attorney as per the format mentioned in At no point of time in a single breakdown
FORMAT 2, authorizing the signatory of the the breakdown should not be more than 7
Proposal to commit the Bidder. In the case of days from the date and time of registration
a consortium, the Members should submit of fault.
a Power of Attorney in favour of the Lead (iii) Medical Equipment that are already in
Member as per FORMAT 3. AMC or CMC. The service provider shall
administer the contract on behalf of state
3.4.1.5 An individual Bidder cannot at the same time
health department. For this purpose, the
be member of a Consortium submitting a
service provider shall take authorization
bid for the Project. Further, a member of a
from services providers for the respective
particular Bidder consortium cannot be a equipment for which AMC/CMC may be in
member of any other Bidder consortium existence.
submitting a bid;
(iv) For Medical Equipment that is currently
3.4.1.6 M
embers of the Consortium shall enter into a under warranty. The service provider shall
binding Memorandum of Understanding, in administer all maintenance activities on
the form specified at FORMAT 7 (the “MoU”), behalf of the state health department for
for the purpose of submitting a bid. The the entire duration.
MoU, to be submitted along with the Bid, (v) For all medical equipment that is under
shall, inter alia: any form of AMC/CMC/Spares agreement
or under warranty, the state health
3.4.1.7 A
ny entity which has been barred/ department shall not be renewing
blacklisted by the Government of (insert: the equipment specific maintenance
state), any other State Government or contracts
Government of India from participating (vi) The maintenance service provider shall
in any project, and the bar/blacklisting not be including cost of maintaining
subsists as on the Proposal Due Date, the any equipment which is under any
concerned entity would not be eligible to kind of AMC/CMC/warranty in its first
submit the Proposal, either individually or proposal and cost of such equipment
as member of a Consortium. The Bidder shall not be included till the time existing
or each Consortium member, as the case contract(s) with other service provider(s)
may be, shall have to submit an affidavit to is valid for the respective equipment.
this effect as per FORMAT 4 as part of the The maintenance service provider may
Qualification Proposal. choose to take authorization for doing
maintenance such equipment from
3.4.1.8 While bid is open to bidders from any other
existing AMC/CMC contract holder(s).
country, the bidder shall work through a
subsidiary or a registered company based in (vii)
Maintenance costs for equipment that
India are currently in any AMC/CMC/warranty

contract shall be added by the service term/duration of the Agreement in the
provider only after the expiry of contracts given year and the monetary value for the
for the respective equipment. maintenance of the added equipment shall
be included in the subsequent years, as part
(viii) The sole service provider shall however
of the existing scope of work and upon the
be liable to ensure upkeep time declared
same terms and condition specified in the
in the bid for all equipment irrespective
Agreement.
of any AMC/CMC/warranty status for any
equipment. 3.4.2.2
The CMC Service Provider shall at all
(ix)
The maintenance service provider times comply with applicable laws and
shall be identifying and responding to regulations pertaining to the Biomedical
requests seeking maintenance of all equipment especially those pertaining to
Biomedical Equipment available in the radiation, safety, security, environment, all
district/sub district/state up to the level general public general and national laws
of Primary Health Center(PHC) through and the requirements of competent and/
the Maintenance Process Tracking or Regulatory Authority whose jurisdiction
Identification Number (MPT-IDs). applies in the area where the services are
being provided.
(x)
Maintenance service provider shall
establish and operate an exclusive 24x7- 3.4.2.3 The service provider shall establish a well-
customer care centre for accepting calls equipped service network and adequately
and managing the maintenance services. staffed Centralized Call Centre (CCC) that
is accessible through “Centralized toll free
Operationalisation of Maintenance services will be number”. For each facility, there would be a
regarded as: nodal officer(s) to whom a confirmation call
may be given by the maintenance service
(a)
Maintenance activities conducted on all provider after acceptance of a breakdown
Biomedical equipment. call from any user in the facility. Resolving/
(b) Setting up Customer Care Centre to accept fixing of the fault must be followed by the
calls for fault registration. closure of communication loop (call closure)
(c)
Recruitment of trained engineering and via telephonic guidance to nodal officer(s)
administrative human resource. identified on a case to case basis. Annual
third party audit NABL accredited laboratory
(d) Provide Equipment Management Information
be carried out for all calibration processes
System.
provided by the maintenance service
(e) To provide categorization of all equipment, provider
clearly identifying critical equipment.
3.4.2.4
The service provider shall be responsible
(f )
Provide preventive and corrective to operate the Centralised Call Centre with
maintenance for all biomedical equipment toll free number, 24 hours in a day, 365
in all public healthcare facilities in an entire (complete year) days in a year and to maintain
region/state up to the level of PHCs . all Biomedical Equipment in the public
(g)
To furnish the format of equipment Healthcare facilities upto the PHC level.
identification code system. The Authority
3.4.2.5 The Bidder shall be entitled to receive the
shall have the right to increase the number of
penalty charges from the Authority for not
Equipment beyond the present number from
confirming to the obligations and services as
the date of execution of the Agreement. In
per provisions of the Agreement.
the event of any such increase in the number
and density of equipment/ by the Authority, 3.4.2.6
The service provider will be responsible
the Bidder shall operate and maintain the for procuring all the necessary tools, spare
additional equipment/ till the remaining parts, manpower, vehicles and other services

required for the satisfactory completion of commissioning and associated trainings
the contract. The service provider shall be provided by the suppliers of new
responsible for the safety and occupational equipment during all new installations
health of it’s staff involved with performance and commissioning.
of various duties towards the fulfillment of
(b)
The service provider shall arrange
this contract. for periodic user trainings of all
3.4.2.7
The Authority will be responsible for equipment not less then twice times
providing all necessary support to provide a year irrespective of the equipment
the access to all the Biomedical equipment being within/outside the warranty
available in the healthcare facilities. period.
3.4.2.8
The bidder shall specify color codes and 3.4.2.11
The maintenance service provider shall
uniform for all it’s employees visiting the sites have no obligation to repair any equipment
for maintenance. Here, the word uniform damaged by the user either accidentally
includes identification badge, clothing, (such as falling of equipment on ground)
or willfully at the facility. If requisition for
protection gear, boots, cap and any other
repair of such equipment is made, the
item required for safe delivery of the devices.
maintenance service provider shall have
3.4.2.9 Condemnation of the Biomedical Equipment: the right to invoice it to the contracting
authority annually or on case to case basis
(a)
The condemnation committee
as mutually decided.
appointed by the authority at the
district/ state level from time to time for 3.4.4
Site visit and verification of
identification of equipment suitable for information
condemnation of the equipment shall
3.4.4.1
The Bidders are encouraged to submit
have a representative of the service
their respective bids after visiting the State
provider.
of (insert: name of state) (hereinafter
(b)
A report indemnifying equipment referred to as “State”) and ascertaining for
requiring condemnation should be themselves of the health profile, health
submitted by the Maintenance Service facilities in the State, the road conditions,
provider once every year preferably traffic, conditions affecting transportation,
before the renewal of the contract for access, applicable laws and regulations,
the subsequent year. and any other matter considered relevant
by them. For ascertaining the condition of
(c)
The maintenance Service Provider the existing equipment, the Authority may
should not under any circumstances permit the Bidder to inspect the position of
be the purchaser of spare part or the said equipment.
components of any equipment resulting
out of condemnation. 3.4.4.2 The Bidder is expected to examine carefully
the contents of all the documents provided.
(d)
For condemnation of Radiological
Failure of the proposal to comply with the
devices, approval from appropriate
requirements of Request For Proposal (RFP)
authority must be taken and will be at the Bidders’ own risk and make
condemnation be done as per the bid non-responsive.
guidelines issued by the appropriate
authority.
3.4.5 Acknowledgement by Bidder
3.4.2.10 User Training: 3.4.5.1 It shall be deemed that by submitting the
(a)
A trained representative of the bid, the Bidder has:
maintenance Service Provider shall (a)
made a complete and careful
be available during installation, examination of the RFP;

(b)
received all relevant information 3.4.6.2 The Authority reserves the right to reject any
requested from the Authority; bid if:
(c) satisfied itself about all matters, things (a) at any time, a material misrepresentation
and information required for submitting is made or uncovered,
an informed bid, execution of the
or
Project in accordance with the bidding
documents and performance of all of its (b) the Bidder does not provide, within
obligations there under; the time specified by the Authority,
the supplemental information sought
(d)
acknowledged and agreed that by the Authority for evaluation of the
inadequacy, lack of completeness or Bid.
incorrectness of information provided
in the RFP or ignorance of any of the 3.4.6.3 In case it is found during the evaluation
matters referred shall not be a basis for or at any time before signing of the
any claim for compensation, damages, Agreement or after its execution and
extension of time for performance of its during the period of subsistence thereof,
obligations, loss of profits etc. from the that one or more of the qualification
Authority, or a ground for termination conditions have not been met by the
of the Agreement; Bidder, or the Bidder has made material
misrepresentation or has given any
(e) acknowledged that it does not have a materially incorrect or false information,
Conflict of Interest; and the Bidder shall be disqualified forthwith
and notwithstanding anything to the
(f )
agreed to be bound by the
contrary contained in this RFP, be liable
undertakings provided by it under and
to be terminated, by a communication
in terms hereof
in writing by the Authority to the Bidder,
3.4.5.2 The Authority shall not be liable for any without the Authority being liable in any
omission, mistake or error in respect of any manner whatsoever to the Bidder and
of the above or on account of any matter without prejudice to any other right or
or thing arising out of or concerning or remedy which the Authority may have
relating to the RFP or the bidding process, under this RFP, the bidding documents,
including any error or mistake therein or the Agreement or under applicable law.
in any information or data given by the
Authority. 3.4.6.4 The Authority reserves the right to verify
all statements, information and documents
submitted by the Bidder in response to the
3.4.6 Right to accept or reject any or all RFP. Any such verification or lack of such
bids verification by the Authority shall not relieve
3.4.6.1 Notwithstanding anything contained in the Bidder of its obligations or liabilities
this RFP, the Authority reserves the right hereunder nor will it affect any rights of the
to accept or reject any Bid and to annul Authority there under.
the Bidding process and reject all bids,
at any time without any liability or any
obligation for such acceptance, rejection
B RFP DOCUMENTS
or annulment, and without assigning 3.5 Contents of RFP Documents
any reasons thereof. In the event that the
i. Data Sheet
Authority rejects or annuls all the bids, it
may, in its discretion, invite all bidders to ii. Disclaimer
submit fresh Bids hereunder. iii. Request for Proposal

iv. Instructions to Bidders
Information to be Provided Format No.
v. Evaluation Process
Power of Attorney for Lead Member Format 3
vi. Fraud and Corrupt Practices of Consortium (If Applicable)
vii. Pre-Bid Conference Affidavit Format 4
viii. Miscellaneous Formats for Proposal Anti- Collusion Certificate Format 5
ix. Draft Agreement along with Schedules Project Undertaking Format 6
Memorandum of Understanding Format 7
C BID PREPARATION AND Board Resolutions for Bidding

Entities
Format 8
SUBMISSION Undertaking for Individual Format 9

Members
3.6 Documents comprising Information Regarding Bidder Format 10
Preparation and Submission
Details of Eligible Experience Format 11
of Bids
Financial Capability of the Bidder/
3.6.1 The Proposal in response to the RFP should Member (to Be Submitted for Each
be in English and is to be submitted in two (2) Member in Case of Consortium)
parts: Financial Bid (on the Letter Head of
PART 1: Technical/ Bid the Bidder/ Lead Member)
PART 2: Financial Bid Letter of Comfort and Undertaking
from Associate (on the Letter Head
3.6.2 PART 1: Technical/ Bid of the Associate)
The Bidder is expected to provide details of Certificate from Statutory Auditor/
its registration as per FORMAT 10 and furnish Company Secretary Regarding
Associate
documents to support its claim. A summary of
relevant information should be provided as per Tor for Maintenance, Billing
FORMAT 10. Details of all information related to the Schedule and Warranty Policy
past experience and background should describe Copy of Draft Agreement Alongwith
the nature of work, name and address of client, date Schedules Initialed by the Bidder
of award of assignment, size of the project etc. as
per FORMAT 11. The Bidder should submit details 3.6.3 PART 2: Financial Bid
of financial capability for the last three (3) financial The Bidder should quote the rates as percentage
years (i.e. FY 2010-11, 2011-12 and 2012-2013) as per. of the Equipment Inventory for undertaking the
The Qualification bid should be accompanied with aforesaid Project across the State in accordance
the Audited Annual Reports including all financial with this Bidding Document and the Agreement.
statements of the Bidder. In case of a Consortium,
Audited Annual Reports of all the lead partner of the 3.7 Preparation and Submission
consortium should be submitted. of Proposals
The checklist for information to be submitted (in 3.7.1 All Proposals submitted must be duly signed
prescribed formats) for the Qualification Proposal is in blue ink and stamped by the Authorised
provided in the table below: representative of the Bidder.
3.7.2 The Bidder should submit a Power of Attorney

Information to be Provided Format No.
as per FORMAT 2, authorising the signatory of
Covering Letter for Proposal Format 1 the Proposal to execute the Proposal. In case
Submission
the Bidder is a Consortium, the Bidder must
Power of Attorney for Signing of Format 2 submit a Power of Attorney as per FORMAT 3
Proposal

and comply with the additional requirements 3.8 Additional Requirements for
for bidding as a Consortium as specified in Proposals from a Consortium
Clause 3.8 of this RFP. should comply with the
3.7.3
The Proposal along with the copy of following requirements:
instruction to Bidders as Part I and Agreement (a)
Wherever required, the Proposal should
with Schedules as Part II as mentioned in contain the information required for
clause 3.3.1.3 shall be signed and each page each Member of the Consortium and the
of the said documents shall be initialed by a Members should acknowledge the collective
person /persons duly authorised to sign on responsibility and the respective roles as
behalf of the Bidder and holding the Power Consortium members;
of Attorney.
(b) The Proposal should include a description of
3.7.4 An Affidavit (non conviction) as per FORMAT the roles and responsibilities of each of its
4 should be submitted along with the Members;
Proposal. (c) Members of the Consortium shall nominate
one member as the Lead Member.
3.7.5 The Proposal shall be accompanied with an
Anti-Collusion Certificate on the letter head (d) The Lead Member will be nominated by the
of the Bidder or each of the Member (in case members of the Consortium through a power
of a Consortium) as the case may be as per of attorney as per FORMAT 3.
FORMAT 5. (e) Subject to the sub-clause (a) above the Lead
member shall authorise a representative
3.7.6 The Proposal shall also be accompanied with (“Authorized Signatory”) on behalf of the
a Project Undertaking on the letter head of Consortium, through a power of Attorney as
the Lead Member (in case of a Consortium) per FORMAT 2. The authorised representative
or the single entity as the case may be as per will sign the proposal which would be legally
FORMAT 6. binding on all the members of the Consortium.
3.7.7 The Proposal shall be accompanied by the (f ) All the Power of Attorney shall be furnished
Resolutions from the Bidder / Member for on a non-judicial stamp paper of Rs. 100/- and
submitting the Proposal and, if successful, duly attested by a notary public.
to participate and undertake the Project. (g) A Bidder applying as a single entity cannot at
The format for the Board Resolutions / the same time be a member of a Consortium
Undertaking that shall be submitted is given applying for this Project. Further, a member of
in FORMAT 8. a particular Consortium cannot be a member
of any other Consortium applying for this
3.7.8
The Proposal shall be submitted by the
Project.
Bidder in the adequate, complete and
correct form as per the Formats prescribed 3.8.1
Members of the Consortium shall submit
in the RFP. The Proposal / bid submitted a Memorandum of Understanding (MoU)
by the Bidder in the form other than the specific to this Project, for the purpose of
prescribed Formats shall not be considered submitting the Proposal as per FORMAT 7.
for evaluation by the Authority. In such an The MoU shall be furnished on a non-judicial
event, the Authority shall not be responsible stamp paper of Rs. 100/-, duly attested by a
for any loss or damage whatsoever that notary public.
may be incurred by the concerned Bidder. 3.8.2
The bid shall be accompanied by the
However, the Authority may, in its sole Resolutions from the Bidder / Member of the
discretion, require the Bidder to rectify the Consortium for submitting the Proposal and,
discrepancies in the bid submitted by the if successful; to participate and undertake the
Bidder pursuant to this RFP. Project. The format for the Board Resolutions

/ Undertaking that shall be submitted is (i) sign and return the duplicate copy of
given in FORMAT 8. Letter Of Intent (LOI);
3.8.3 The Proposal shall be accompanied by the (ii) to sign the Agreement; or
Project Undertaking on the letter head of (iii)
to furnish the Performance Security
the Lead Member (in case of Consortium) within the period of 30 (Thirty) days
or single entity as the case may be as per from the date of issue of LOI; or
FORMAT 6. (d) As per the relevant provisions of this RFP
3.8.4 All witnesses and sureties shall be persons and Agreement.
of status and probity and their full names,
addresses and telephone numbers/mobile 3.10 S
ealing and Signing of
numbers shall be stated below their Proposal
signature. All signatures in the Proposal 3.10.1
The Bidder shall submit one original and
documents shall be dated. two copies of Qualification Bid in the format
as provided in clause 3.6.2 and shall mark
3.9 Bid Security the original qualification Bid as “Original”
3.9.1 The Bidder is required to deposit, along with and the two copies as “Duplicate”. Duplicate
its bid, a bid security of Rs. (Insert Amount) Proposals may contain all pages as in Original
(the “Bid Security”), refundable not later than Proposal. The Bidder should also submit these
180 days from the Proposal Due Date, except documents in electronic form on a CD and seal
in the case of the Selected Bidder whose Bid it in an envelope and mark the envelope as
Security shall be retained.
“PART 1: Qualification Bid for Maintenance of
3.9.2 The Bid Security should be in the form of Biomedical Equipment in the state of (Insert: Name
demand draft. Demand draft should be of State)”.
in favour of (insert: name of authority)’, 3.10.2 The envelope shall contain all the FORMATS
payable on any Scheduled Bank in (insert: provided in clause 3.6.2 along with the
name of city). supporting documents.
3.9.3 The Bid Security shall be forfeited as damages 3.10.3
The Bidder shall submit and mark one
without prejudice to any other right or remedy original copy of Financial Bid in a separate
that may be available to the Authority under sealed envelope. The envelope containing
the Bidding Documents and/or under the Financial Bid shall clearly bear the following
Agreement, or otherwise, under the following identification
conditions:
“Part 2: Maintenance of Biomedical Equipment in
(a)
If any Bidder engages in a corrupt the sate of (Insert: Name of State)”.
practice, fraudulent practice, coercive
practice, undesirable practice or 3.10.4 The Bidder shall submit the Bid Security in a
restrictive practice as specified in Section sealed envelope and mark the envelope as
4 of this RFP; “Bid Security”.
(b) If any Bidder withdraws its Bid during 3.10.5

The four envelopes specified in Clauses
the period of Bid validity as specified 3.10.1, 3.10.2, 3.10.3 and 3.10.4 shall be
in this RFP and as extended by mutual placed in an outer envelope, which shall
consent of the respective Bidder(s) and be sealed and marked as “Proposal for
the Authority; Maintenance of Biomedical Equipment in
the state of (Insert: Name of State)”.
(c) In case of the Selected Bidder, if there
is failure within the specified time limit 3.10.6 The Bidder shall provide all the information
to – sought under this RFP. The Authority

will evaluate only those Proposals that Proposals submitted in any other manner
are received in the required formats and will not be accepted.
complete in all respects. Incomplete and /
or conditional Proposals shall be liable to 3.11.2 The Authority may at its sole discretion,
rejection. extend the Proposal Due Date by issuing
an Addendum uniformly for all bidders.
3.10.7 The Proposals and its copy shall be typed All such addendum shall be released on
or written in indelible ink and signed by the website (insert: name of website) and
the authorised signatory of the Bidder who the Bidders are requested to check the site
shall also initial each page, in blue ink. All regularly for updates. The Authority shall
the alterations, omissions, additions or any not undertake any responsibility, if any,
other amendments made to the Proposal Bidder fails to regularly check the website
shall be initialed by the person(s) signing the for addendums.
Proposals.
3.10.8 The pages of each part of the Proposal shall 3.12 Late Proposals
be clearly numbered, indexed and stamped 3.12.1 Proposals received by the Authority after the
with the office seal of the Bidder. specified time on the Proposal Due Date shall
not be eligible for consideration and shall be
3.10.9 All documents should be submitted in a
returned unopened.
hard bound form. The Proposal should not
include any loose papers.
3.13 Modifications /
3.10.10 The Proposal shall be signed and each page Substitution / Withdrawal
of the Proposal shall be initialed by a person of Proposals
or persons duly authorised to sign on behalf
of the Bidder and holding the Power of 3.13.1 The Bidder shall submit the final proposal
Attorney. by the Proposal Due Date and Time. No
Proposal shall be modified, substituted or
3.10.11
Each of the envelopes shall indicate the withdrawn by the applicant/bidder after
complete name, address, telephone number the submission of the proposal.
(with country and city code), e-mail, and
facsimile number of the Bidder.
3.14 Clarifications and Pre-Bid
3.10.12 Each envelope shall be addressed to: (Insert Conference
Address of Authority) 3.14.1
A prospective Bidder requiring any
clarification on the RFP documents may
3.10.13
The Authority reserves the right to
submit their queries and suggestions prior
reject any Proposal which is not sealed
to the last date for receiving queries.
and marked as instructed above and
will assume no responsibility for the 3.14.2
The Authority shall schedule a pre bid
misplacement or premature opening of conference to discuss the issues related to the
the Proposal. Project with all the prospective Bidders. The
prospective Bidders may raise any queries
3.11 Proposal Due Date and during the pre bid conference, in addition to
Time those submitted earlier. The Authority on its
discretion may also hold further discussions
3.11.1 Proposal should be submitted positively by with the prospective Bidders to finalise any
(Insert Date), (the “Proposal Due Date”), at other related issues to the Project, before
the address given in Clause 3.10.2 in the final submission of the Proposals. This would
manner and form as detailed in this RFP. be common for all the Bidders.  

3.14.3 The Authority will respond to all the queries 3.16 Proposal Validity period
submitted by the prospective Bidders on
or before the date specified in the “Data 3.16.1 Proposal submitted by bidders shall remain
Sheet”. Such a response will be sent in valid for a period of 180 (one hundred and
writing to all the prospective Bidders who eighty) days from the Proposal Due Date.
have purchased the RFP and will qualify The Authority reserves the right to reject
as an “Addendum.” Such Addendum shall any Proposal, which does not meet the
also be hosted on the following website: requirement.
(Insert: name of website).
3.14.4 Bidders may note that the Authority will

3.17 Extension Of Proposal
not entertain any deviations to the RFP at
Validity Period
the time of submission of the Proposal or 3.17.1 In exceptional circumstances, prior to expiry
thereafter. The Proposal to be submitted of the original Proposal Validity Period,
by the Bidders will be unconditional and the Authority may request the Bidders to
unqualified and the Bidders would be extend the period of validity for a specified
deemed to have accepted the terms and additional period which shall not exceed
conditions of the RFP with all its contents 90 days from the Proposal Validity Date. The
including the draft Agreement. Any request and the Bidder’s responses shall be
conditional Proposal shall be regarded as made in writing. The Authority reserves the
non-responsive and would be liable for right to reject the Proposal submitted by
rejection. any Bidder who fails to extend the period
of validity of its Proposal in line with the
3.14.5
All correspondence/ enquiries should be provisions of this clause.
submitted to the following address in
writing by fax/ post/ email courier: (Insert 3.17.2 The Proposal Validity period of the Selected
Address) Bidder shall be automatically extended till
the date on which the Agreement is signed.
3.14.6
No interpretation, revision, or other
communication from the Authority 3.17.3 The Authority reserves the right to accept
regarding this solicitation is valid unless or reject any or all of the Proposals without
in writing and signed by appropriate assigning any reason and to take any measure
authority. as the Authority may deem fit, including
annulment of the bidding process, at any
3.15 Amendment of RFP time prior to execution of the Agreement,
without liability or any obligation for such
3.15.1
The Authority may modify the RFP by acceptance, rejection or annulment.
issuing an Addendum before the Proposal
Due Date.
3.18 Acceptance of Letter of
3.15.2 Any Addendum thus issued shall be part of Intent (LOI) and Execution
the RFP and shall be communicated in writing of Agreement
to all the purchasers of the RFP and will also 3.18.1 The Authority shall issue a Letter of Intent
be hosted on the following website:(insert (LOI) to the Selected Bidder.
Name of website).
3.18.2 Within 15 days from the date of issue of the
3.15.3 To give prospective Bidders reasonable time LOI, the Selected Bidder shall accept the LOI
in which to take Addendum into account in and return the same to the Authority.
preparing their bids, the Authority may, at
its sole discretion, extend the Proposal Due 3.18.3 Stamp duty, if any, payable on the Agreement
Date. will be borne by the Bidder.

3.18.4 The Selected Bidder shall be party to the a Schedule Bank, in favour of appropriate
Agreement as a confirming party. The authority (Insert Name of State)’ of value of
Selected Bidder shall also execute such Rs (Insert: Value) The Bidder shall provide the
further documents and deeds as may be Performance Security before executing the
required (the “Contract Documents”). The Agreement.
Bidders by submitting the bid shall be taken
to have accepted the terms and conditions 3.19.2
Till such time the Bidder provides to
of the Agreement and Schedules to the Authority the Performance Security, the Bid
Agreement and modifications and changes, Security shall remain in full force and effect.
as may be communicated in writing by the The Performance Security shall remain in
Authority at least 3 business days before the force and effect up till six (6) months after the
Proposal Due Date, without any reservation expiry of the Agreement Period as defined
or condition. in the Agreement. The Bid Security of the
Selected Bidder shall be returned within
3.18.5 In case, the Agreement does not get executed 15 days of submission of the Performance
within 30 (thirty) days of acceptance of LOI, Security by the Bidder.
the Authority reserves the right to annul the
bidding process and may invite fresh bids 3.19.3 Failure of the Bidder to comply with the
for the Project. In such a case the entire bid requirements shall constitute sufficient
security submitted by the Selected Bidder grounds for the nullification of the
shall be forfeited. Agreement and forfeiture of the Bid
Security.
3.18.6 The Authority will notify the Bidders whose
Proposals have been unsuccessful. 3.19.4
The Bid Security shall be returned, to
unsuccessful Bidders within a period of
30 days from the date of announcement
3.19 Performance Security of the Selected Bidder. In addition to
3.19.1
The Bidder shall for due and faithful the above, the Authority will promptly
performance of its obligations during the release all Bid Securities in the event the
Project duration furnish Performance Security Authority decides to terminate the
by way of an unconditional, unequivocal bidding process/proceedings or abandon
and irrevocable Bank Guarantee issued by the Project.

SECTION
Evaluation Process 04
4.1 Evaluation of Proposals absolute amount in Indian Rupees should

also be quoted by the bidders. The Bid
4.1.1
The Authority would open the PART 1: Amount shall constitute the sole criteria for
Technical Qualification Proposal on the evaluation of Financial Bids.
Proposal Due Date, at the specified place.
4.1.8 The Financial Bid should be inclusive of all
4.1.2
Financial Proposals will remain sealed and applicable taxes other than the Service Tax.
unopened in the possession of the Authority Service Tax, if any, shall be payable by the
until the PART 1 of the proposals has been Authority as per rules.
evaluated and checked for its responsiveness
to the RFP. 4.1.9 The Bidder who quotes the lowest Bid Amount
shall be declared as the Selected Bidder (the
4.1.3
The Authority will subsequently examine
“Selected Bidder”).
and evaluate the Qualification Proposals in
accordance with the provisions set out in 4.1.10
Escalation Clause: The Bid Amount shall
Section 3. be annually escalated by a simple interest
4.1.4 The Authority will form a Proposal Evaluation of 5% (Five percent) for each subsequent
Committee consisting of experts in the field year. For the avoidance of doubt, if the Bid
of Biomedical Engineering, Public Health, amount quoted by Bidder in the Financial
Management and Representatives of the Bid is Rs. 1000, then the Fee for each
Authority. subsequent year shall be increased by Rs.
500 (i.e 5% of Rs. 1000) as compared to
4.1.5
The Authority will open sealed Envelope the immediate preceding year. The first
containing ‘Financial Bid’ of only those Bidders, annual escalation shall be applicable on
whose “Technical proposal” qualify the first anniversary of the Final
Commissioning Date as defined in the
4.1.6 The Financial Bid should be furnished clearly Agreement.
indicating the bid amount in both figures
and words in Indian Rupees and signed by 4.1.11 After selection, a Letter of Intent (the “LOI”)
Bidder’s authorized signatory. In the event of shall be issued, in duplicate, by the Authority
any difference between figure and word, the to the Selected Bidder.
amount indicating in words shall be taken into
account. 4.1.12
To facilitate evaluation of Proposals, the
Authority may, at its sole discretion, seek
4.1.7 The Financial Bids are invited for the Project clarifications in writing from any Bidder
on the basis of the lowest percentage of the regarding its Proposal. Notwithstanding
asset value as declared by the Authority. The anything contained in the RFP, the

Authority reserves the right not to take into under consideration, the Bidders and/ or
consideration any such clarifications sought their representatives or other interested
for evaluation of the Proposal. At any point parties are advised to refrain, save and
in time during the bidding process, if except as required under the Bidding
required by the Authority, it is the Bidders’ Documents, from contacting by any means,
responsibility to provide required evidence the Authority and/ or their employees/
of their eligibility as per the terms of the representatives on matters related to the
RFP, to the satisfaction of the Authority. The Bids under consideration.
Authority can verify the facts and figures
quoted in the proposal. 4.1.14 In the event that two or more Bidders quote
the same Bid Amount which results in a tie
4.1.13
Bids shall be deemed to be under between such Bidder (“Tie Bidders”), the
consideration immediately after they are Authority shall identify the Selected Bidder
opened and until such time the Authority by draw of lots, which shall be conducted,
makes official intimation of award/ with prior notice, in the presence of the Tie
rejection to the Bidders. While the bids are Bidders who may choose to attend.

SECTION
Miscellaneous 05
5.1 The bidding process shall be governed by, and or

construed in accordance with, the laws of India (d)
independently verify, disqualify, reject
and the Courts in the state of________ shall and/ or accept any and all submissions
have exclusive jurisdiction over all disputes or other information and/ or evidence
arising under, pursuant to and/ or in connection submitted by or on behalf of any Bidder.
with the Bidding process.
5.3 It shall be deemed that by submitting the Bid,
5.2 The Authority, in its sole discretion and without the Bidder agrees and releases the Authority,
incurring any obligation or liability, reserves the its employees, agents and advisers, irrevocably,
right, at any time, to; unconditionally, fully and finally from any and
all liability for claims, losses, damages, costs,
(a) cancel the Bidding process and/ or amend expenses or liabilities in any way related to or
and/ or supplement the bidding process arising from the exercise of any rights and/ or
or modify the dates or other terms and performance of any obligations hereunder,
conditions relating thereto; pursuant hereto and/ or in connection with
(b) consult with any Bidder in order to receive the bidding process and waives, to the fullest
clarification or further information; extent permitted by applicable laws, any and all
(c) retain any information and/ or evidence rights and or claims it may have in this respect,
submitted to the Authority by, on behalf whether actual or contingent, whether present
of, and/ or in relation to any Bidder; and/ or in future.

SECTION
Appendices 06
Formats for Proposal Submission

Format 1 Covering Letter for Proposal Submission
(on the Letter Head of the Bidder or Lead Member In Case of
A Consortium)
Mr/Ms _____________________________________
__________________________________________
__________________________________________
Phone: Fax: _________________________________
Email: _____________________________________
Date: ______________________________________
Subject: Proposal To provide Biomedical Equipment Maintenance Services through Service Provider across
(insert: name of state) that would be accessible through a 24-hour toll free number (Centralized Call Center).
Dear Sir/Madam, 
With reference to your RFP document dated ***** I/we, having examined the Bidding Documents and
understood their contents, hereby submit my/our Proposal for the aforesaid Project. The Proposal is
unconditional and unqualified.
I/ We acknowledge that the Authority will be relying on the information provided in the Proposal and the
documents accompanying the Proposal for selection of the Bidder for the aforesaid Project, and we certify

that all information provided therein is true and correct; nothing has been omitted which renders such
information misleading; and all documents accompanying the Proposal are true copies of their respective
originals.
This statement is made for the express purpose of our selection as Bidder for the operation of the aforesaid
Project.
I/ We shall make available to the Authority any additional information which may found to be necessary or
required to supplement or authenticate the Proposal.
I/ We acknowledge the right of the Authority to reject our Proposal without assigning any reason or otherwise
and hereby waive, to the fullest extent permitted by applicable law, our right to challenge the same on any
account whatsoever.
I/We certify that in the last three years, we/ any of the Consortium Members or our/their associates
have not been barred by the Government of (Insert: Name of state), any other State Government or
Government of India from participating in any project, and the bar does not subsists as on the Proposal
Due Date,
I/ We understand that you may cancel the bidding process at any time and that you are neither bound
to accept any bid that you may receive nor to invite the Bidders to bid for the Project, without incurring
any liability to the Bidders, in accordance with the terms and conditions laid out in the RFP document.
I/ We believe that we/ our consortium satisfy(s) the Financial criteria and meet(s) the requirements as
specified in the RFP document.
I/ We declare that we/ any member of the consortium, or our/ its associates are not a member of any other
consortium submitting a Proposal for the Project.
I/ We certify that in regard to matters other than security and integrity of the country, we/ any member of the
consortium or any of our/ their associates have not been convicted by a Court of Law or indicted or adverse
orders passed by a regulatory authority which could cast a doubt on our ability to undertake the Project or
which relates to a grave offence that outrages the moral sense of the community.
I/ We further certify that in regard to matters relating to security and integrity of the country, we/any
member of consortium or any of our/ their associates have not been charge-sheeted by any agency of the
Government or convicted by a Court of Law.
I/ We further certify that no investigation by a regulatory authority is pending either against us or against
our Associates or against our CEO or any of our Directors/ Managers/ employees.
I/ We undertake that in case due to any change in facts or circumstances during the bidding process, we
are attracted by the provisions of disqualification in terms of the guidelines referred to above, we shall
intimate the Authority of the same immediately.
I/ We understand that the Selected Bidder shall incorporate a Company under the Companies Act, 1956
prior to execution of the Agreement.
I/We hereby irrevocably waive any right or remedy which we may have at any stage at law or howsoever
otherwise arising to challenge or question any decision taken by the Authority in connection with the
selection of the Bidder, or in connection with the bidding process itself, in respect of the above mentioned
Project and the terms and implementation thereof.

In the event of myself/ ourselves being declared as the Selected Bidder, I/We agree to enter into an
Agreement in accordance with the draft that has been provided to me/us prior to the Proposal Due Date.
We agree not to seek any changes in the aforesaid draft and agree to abide by the same.
I/We have studied all the bidding documents carefully. We understand that except to the extent as
expressly set forth in the Agreement, we shall have no claim, right or title arising out of any documents
or information provided to us by the Authority or in respect of any matter arising out of or relating to the
bidding process including the award of Project.
I/We offer a Bid Security of Rs. (Insert Amount)/- (Rupees (in words)) only to the Authority in accordance
with the RFP Document.
The Bid Security in the form of a demand draft is attached.
I/We agree and understand that the Bid is subject to the provisions of the Bidding Documents.  In no case,
I/We shall have any claim or right of whatsoever nature if the Project is not awarded to me/us or our Bid is
not opened or rejected.
I/ We agree and undertake to abide by all the terms and conditions of the RFP document.
I/We shall keep this offer valid for 180 (one hundred and eighty days) from the Proposal Due Date as specified
in the RFP. I/We shall keep this offer valid for a specified additional period, not exceeding 90 days from the
Proposal Validity Date, on the request of the Authority.
I/We undertake that no fees, gratuities, rebates, gifts, commissions, or other payments, except those shown
in the bid, have been given or received in connection with the procurement process or contract execution.
In witness thereof, I/we submit this Bid under and in accordance with the terms of the RFP document.
Date:
Place:
Yours faithfully,
(Signature of the Authorised signatory)
(Name & Designation of the Authorised signatory)
Name & Seal of the Bidder/ Lead Member
If the Bidder is not a consortium, the provisions applicable to consortium may be omitted.

Format 2
Power of Attorney for Signing of Proposal (on Non – Judicial
Stamp Paper of Rs 100 Duly Attested by Notary Public)
Power of Attorney
Know all men by these present, we (name and address of the registered office of the Single Entity / Lead
Member) do hereby constitute, appoint and authorise Mr. / Ms.____________ R/o _____(name and
address of residence) who is presently employed with us and holding the position of _________________
___________________________
as our authorised representative, to do in our name and on our behalf, all such acts, deeds and things
necessary in connection with or incidental to the bid of the consortium consisting of, __
and ________ (please state the name and address of the members of the consortium) for “providing
Maintenance Services across (insert: name of state) (the “Project”), including signing and submission of all
documents and providing information / responses to Department of Health & Family Welfare, Government
of(insert: name of state), representing us in all matters in connection with our bid for the said Project.
We hereby agree to ratify all acts, deeds and things lawfully done by our said attorney pursuant to this Power
of Attorney and that all acts, deeds and things done by our aforesaid attorney shall and shall always be
deemed to have been done by us.
This Power of Attorney shall be effective, binding, and operative till ______ , if not revoked earlier or as long
as the said Attorney is in the service of the Company, whichever is earlier.
(Name, Title and Address of

the authorised representative)
For (Signature)
Accept ____________(Signature)
Notes:
1. To be executed by the single entity or the Lead Member in case of a consortium.

2. The mode of execution of Power of Attorney should be in accordance with the procedure, if any, laid
down by the applicable law and the charter documents of the executant(s) and when it is so required
the same should be under common seal affixed in accordance with the required procedure.
3. Also, wherever required, the executant(s) should submit for verification the extract of the charter
documents and documents such as a resolution / Power of attorney in favour of the Person executing
this Power of Attorney the delegation of power hereunder on behalf of the executant(s).
4. For a Power of Attorney executed and issued overseas, the document shall be authenticated by the
Indian Embassy and notarised in the jurisdiction where the Power of Attorney is being executed.
However, a Power of Attorney executed in a country that has signed the Hague Legislation Convention,
1961 is not required to be authenticated by the Indian Embassy if it carries a conforming Apostille
certificate.

Format 3 Power of Attorney for Lead Member of Consortium
Power of Attorney
(On Non – judicial stamp paper of Rs 100 duly attested by notary public)
Whereas the Department of Health & Family Welfare, Government of (Insert: Name of State) (the Authority)
has invited bids from interested parties for “providing Biomedical Equipment Maintenance Services across
(insert: name of state) for a specified Agreement Period.
Whereas, M/s ___________________________, M/s ________________________, M/s

___________________ and M/s ___________________ (the respective names of the members along
with address of their registered offices) have formed a consortium and are interested in bidding for the
Project and implementing the Project in accordance with the terms and conditions of the Request for
Proposal (RFP), Agreement and other connected documents in respect of the Project, and Whereas, it
is necessary under the RFP for the members of the Consortium to designate one of them as the Lead
Member with all necessary power and authority to do for and on behalf of the consortium, all acts,
deeds and things as may be necessary in connection with the consortium’s bid for the Project or in the
alternative to appoint one of them as the Lead Member who, acting jointly, would have all necessary
power and authority to do all acts, deeds and things on behalf of the Consortium, as may be necessary
in connection with the consortium’s bid for the Project.
NOW THIS POWER OF ATTORNEY WITNESSET THAT:
We, M/s _____________________________, M/s ___________________________, M/s ___________________

and M/s ___________________ (the respective names of the members along with address of their registered
offices) do hereby designate M/s ________(name along with address of the registered office) being one of
the members of the Consortium, as the Lead Member of the consortium, to do on behalf of the consortium,
all or any of the acts, deed or things necessary or incidental to the consortium’s bid for the Project, including
submission of Proposal, participating in conference, responding to queries, submission of information /
documents and generally to represent the consortium in all its dealings with the Authority, or any person, in
connection with the Project until culmination of the process of bidding and thereafter till the Agreement is
entered into with the Authority.
We hereby agree to ratify all acts, deeds and things lawfully done by Lead Member our said attorney pursuant
to this Power of Attorney and to all acts, deeds and things done by our aforesaid attorney. 
Dated this __________ day of __________ 201___.
[Executant(s)] (To be executed by all the members in the Consortium) Note:-
1.
2.
3.

NOTE
1. The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid
down by the applicable law and the charter documents of the executant(s) and when it is so required
the same should be under common seal affixed in accordance with the required procedure.
2. Also wherever required, the executant(s) should submit for verification the extract of the charter
documents and documents such as resolution/ Power of attorney in favour of the person executing
this Power of attorney for the designation of power hereunder on behalf of the Bidder.
3. For a Power of Attorney executed and issued overseas, the document shall be authenticated by the
Indian Embassy and notarised in the jurisdiction where the Power of Attorney is being executed.
However, a Power of Attorney executed in a country that has signed the Hague Legislation Convention,
1961 is not required to be authenticated by the Indian Embassy if it carries a conforming Apostille
certificate

Format 4 Affidavit (Non Conviction)
(To be furnished by the Bidder In case of consortium to be given separately by each member) 
(On Non – judicial stamp paper of Rs 100 duly attested by notary public)
1. I, the undersigned, do hereby certify that all the statements made in our proposal are true and correct.
2.
The undersigned hereby certifies that M/s___________ have not abandoned any work for the
Government of (Insert: Name of State) or any other State Government during last five years prior to
the date of this Bid.
3. The undersigned also hereby certifies that M/s__________ have not been debarred/blacklisted by
Government of (Insert: Name of State), or any other State Government or Government of India for any
work.
4. The undersigned further certifies that

a) Our M/s ................... has not been punished for any offence and
 b) The M/s......................have/has neither been convicted of any offence nor any criminal case(s) is/are
pending before any Competent Court.
5. The undersigned hereby authorise(s) and request(s) any bank, person, firm, Competent Authority or
corporation to furnish pertinent information deemed necessary and requested by Department of
Health & Family Welfare, Government of (Insert: Name of state), to verify this statement or regarding
competence and general reputation of M/s...............................
6. The undersigned understands and agrees that further qualifying information may be requested, and
agrees to furnish any such information at the request of the Department of Health & Family Welfare,
Government of (Insert: Name of State),
Signed by an authorised representation of Bidder.

Title of Officer
Name and Address of the Bidder

Format 5 Anti-Collusion Certificate
(On the letter head of the single entity / each members of consortium)
Anti-Collusion Certificate
1. I/We hereby certify and confirm that in the preparation and submission of this Proposal, I/We have not
acted in concert or in collusion with any other Bidder or other person(s) and also not done any act, deed,
or thing which is or could be regarded as anti-competitive.
2. I/We further confirm that we have not offered nor will offer any illegal gratification in cash or kind to any
person or agency in connection with the instant Proposal.
Date this ..........................Day of ......................201_.

Name of the Bidder. 
Signature of the Authorised Representative
Name of the Authorised Representative
Note: To be executed by the each member, in case of a Consortium

Format 6 Project Undertaking
(On the Letter head of the single entity/ Lead Member) PROJECT UNDERTAKING
Date
To,
_______________________________________
_______________________________________
_______________________________________
Phone: _________________________________
Fax:____________________________________
Email:__________________________________
Date:___________________________________
Subject: Proposal providing 24 x 7 Maintenance Services through Service Provider across all districts
in (insert: name of state).
Dear Sir/Madam,
We have read and understood the Request for Proposal (RFP) in respect of the captioned Project provided to
us by the Department of Health & Family Welfare, Government of (Insert: Name of State)
We hereby agree and undertake as under:
Notwithstanding any qualifications of conditions, whether implied or otherwise, contained in our Proposal,
we hereby represent and confirm that our Proposal is unconditional in all respects and we agree to the
contents, terms and conditions of the RFP and the Agreement, a draft of which also forms a part of the RFP
provided to us.
Dated this.......................Day of .......................201_.
Name of the Bidder 

Signature of the Authorised Representative
Name of the Authorised Representative
Note: To be signed by the Authorised Representative of the Lead Member, in case of a consortium, eligible
to submit the bid.

Format 7 Memorandum of Understanding (Mou)
(To be executed on a non-judicial stamp paper of Rs. 100/- duly attested by notary public)
This Memorandum of Understanding (MoU) entered into this day of 201_ at _______
Among (hereinafter referred as” ”) and having office at (Insert : Address) , India Party of the First Part
And
____________(hereinafter referred as” ”) and having office at (Insert : Address), India Party of the Second
Part
And
____________(hereinafter referred as” ”) and having office at (Insert : Address), India Party of the Third
Part
And
_____________(hereinafter referred as”___”) , and having office at (Insert : Address), India party of the
fourth part
The parties are individually referred to as Party and collectively as Parties.
Whereas the Department of Health & Family Welfare, Government of (Insert : Name of State) , has invited
Qualification Proposal and Financial Proposal from entities interested in “Providing Biomedical Equipment
Maintenance Services across (insert: name of state) called the “Project” for a specified time period.
And Whereas the Parties have had discussions for formation of a consortium for bidding for the said Project
and have reached an understanding on the following points with respect to the Parties’ rights and obligations
towards each other and their working relationship.
IT IS HEREBY AS MUTUAL UNDERSTANDING OF THE PARTIES AGREED AND DECLARED AS FOLLOWS:
1. That the Parties shall carry out all responsibilities as Bidder in terms of the Agreement.
2. The Parties hereby undertake to perform the roles and responsibilities Party of the First Part shall be the
Lead member of the consortium and shall have the power of attorney from all Parties for conducting
all business for and on behalf of the consortium during the bidding process and until the Effective Date
under the Agreement when all the obligations of the co shall become effective;
3. The Parties affirm that they shall implement the Project in good faith and shall take all necessary steps
to carry out the Project expeditiously. They shall not negotiate with any other party for this Project
except without the written permission of the Bidder if required.
4. The Parties do hereby undertake to be jointly and severally responsible for all obligations and liabilities
relating to the Project and in accordance with the terms of the RFP and the Agreement, till the Agreement
Period for the Project is achieved under and in accordance with the Agreement.
5. That this MoU shall be governed in accordance with the laws of India and courts in (Insert Name of
City) shall have exclusive jurisdiction to adjudicate disputes arising from the terms herein.

In witness whereof the Parties affirm that the information provided is accurate and true and have caused this
MoU to be duly executed on the date and year above mentioned.
(Party of the first part)
(Signature) (Name)
(Designation) (Address)
Witness:
(Party of the second part)
(Party of the third part)
Party of the fourth part)
Note: 
1. The mode of execution of the MoU should be in accordance with the procedure, if any, laid down by
the applicable law and the charter documents of the executant(s) and when it is so required the same
should be under common seal affixed in accordance with the required procedure.
2. Also wherever required, the executant(s) should submit for verification the extract of the charter
documents and documents such as resolution/ Power of attorney in favour of the person executing this
Power of attorney for the designation of power hereunder on behalf of the Bidder.

Format 8 Board Resolutions For Bidding Entities
Format for Lead Member
“RESOLVED THAT approval of the Board be and is hereby granted to join the consortium with ,
and (name and address of the consortium members) for joint submission of bids to the Department
of Health & Family Welfare, Government of (Insert: Name of State) for “Providing Biomedical Equipment
Maintenance Services across (insert: name of state) called the “Project”.
“RESOLVED FURTHER THAT the “draft” Memorandum of Understanding (MoU) to be entered into with the
consortium partners (a copy whereof duly initialed by the Chairman is tabled in the meeting) be and is
hereby approved.”
“RESOLVED FURTHER THAT Mr. (name), (designation) be and is hereby authorised to enter
into an MoU, on behalf of the company, with the consortium members and to sign the bidding documents
on behalf of the consortium for submission of the bidding documents and execute a power of attorney in
favour of the Company as Lead Member .”
Format for Members
“RESOLVED THAT approval of the Board be and is hereby granted to join the consortium with , and
(name and address of the Consortium members) for joint submission of bids to the Department of Health &
Family Welfare, Government of (Insert: Name of State) for the Project”.
“RESOLVED FURTHER THAT the “draft” Memorandum of Understanding (“MoU) to be entered into with the
consortium partners (a copy whereof duly initialed by the Chairman is tabled in the meeting) be and is
hereby approved.”
“RESOLVED FURTHER THAT Mr. (name), (designation) be and is hereby authorised to enter
into an MoU with the consortium members and execute a power of attorney in favour of to act as the Lead
Member.

Format 9 Undertaking for Individual Members
On the Letter head of the Legal Entity
Format for Lead Member

I/We hereby agree to join the consortium with , and (name and address of the consortium members)
for joint submission of bids to the Department of Health & Family Welfare, Government of (Insert Name of
State) for “Providing Biomedical Equipment Maintenance Services across (insert: name of state) called the
“Project”.
I /We also approve the Memorandum of Understanding (“MoU) to be entered into with the consortium
partners.
I/We also authorise Mr. (name), (designation) to enter into an MoU with the consortium members and to
sign the bidding documents on behalf of the consortium for submission of the bidding documents and
execute a Power of Attorney in favour of the Company as “Lead Member .”
Format for Members

I/We hereby agree to join the consortium with , and (name and address of the consortium
members) for joint submission of bids to the Department of Health & Family Welfare, Government of (Insert:
Name of State) for “Providing 24 x 7 Biomedical Equipment Maintenance Services through Service Provider
across all districts in (insert: name of state) that would be accessible through a 24-hour toll free number
(Centralised Call Center)”, called the “Project”.
I /We also approve the Memorandum of Understanding (“MoU) to be entered into with the consortium
partners.
I/We also authorise Mr. (name), (designation) to enter into an MoU with the consortium
members and execute a Power of Attorney in favour of______________________ to act as the Lead Member”
Each member of the consortium will have to attach its Board Resolution/ Undertaking as the case may be,
approving the participation in the consortium, bidding for the Project and authorising a company official to
sign the bidding documents / Power of Attorney to the Lead Member.

Format 10 Information Regarding Bidder
Details of the Bidder 
Note: Details to be provided for the Bidder / Lead Member / each member of consortium (in case of
consortium)
Details of Organisation
Name of Organisation
Type Legal Entity
Year of Incorporation/ registration
Name of the Authority/Jurisdiction under which the
Legal entity is incorporated or registered.
Statute Legislation under which the Legal entity is
incorporated/registered
Registration Number
Registered Address
Correspondence Address & Head Office
Does Memorandum of Association/Trust Deed/Articles
of Association permit the organization to carry out the
business of Medical Equipment Maintenance
Number of years of operation in Medical Equipment
Maintenance
Relevant Qualification Details Years wise and State Wise/
Hospital wise.
1. State wise/ Hospital wise
Name of the State / Province/ Hospitals where Medical
Equipment Maintenance services are operational
Years of experience in Medical Equipment operations in
the State/ Hospitals.
Current areas of operation – specify (Names of the Districts/ Hospitals).
Number of Service Centres
Number of Hospital Contracts and total number of beds
(copies of hospital contracts to be enclosed)
Number and type of equipment repaired through
Service Centres
Number of Centralized Call centers (CCCs) / call centre
operated.
Location and address of the CCC/Call Centre.
Average volume of daily calls received per CCC / call
Certificate of Satisfactory Performance
The Bidder should provide details of experience of only those Projects of “providing Biomedical Equipment
Maintenance Services which is undertaken by it under its own name / under the names of the consortium
members.

Format 11 Details of Eligible Experience
The Bidder should provide the experience details of services provided at each location / State / country /
undertaken. The experience of the single entity’s associate or consortium member’s associates (who are not
members of the consortium) will also be considered.
In case the Bidder is a consortium, the above information should be provided for each member.
In role of member specify whether single entity, or in case of consortium specify whether Lead Member.
Name of the Entity Providing Support

Location (Country/ State/ Number of Staff by Category
districts) Biomedical Equipment Call Centre Others (specify)
Maintenance Operation Operation
Duration of Medical Equipment Profile of staff: Summary of key staff (degree /diploma/ certificates
Maintenance Operation with specific reference to the project, training, number of years in
employment, total relevant experience as a paramedic/ call centre
employee.)
Start Date Completion date Of all contracts
Name of Senior staff (Project Director, Project Manager) involved and functions performed:
Narrative description of project and the outcome: (Including number of equipment repaired per annum
on an average)
Brief description of the actual services provided:
Service Centre Details; Repair workshop details; Spare part store details (if any).

SECTION
Checklist for the Bidders 07
Name of the Bidder (Sole Individual/Consortium):_____________________________
Sl. Activity Yes/No/NA Page No. in the Remarks

No. Tender Document
1. Enclosed EMD of required amount for the Project.
2. Format 1: Covering letter for Proposal submission.
3. Format 2: Power of Attorney for Signing of
proposal.
4. Format 3: Power of Attorney for Lead Member of
Consortium.
5. Format 4: affidavit (Non-Conviction).
6. Format 5: Anti-Collusion Certificate.
7. Format 6: Project Undertaking.
8. Format 7: Memorandum of Understanding (MoU).
9. Format 8: Board Resolutions for Bidding entities.
10. Format 9: Undertaking for Individual Members.
11. Format 10: Information Regarding Bidder.
12. Format 11: Details of Eligible Experience.

Biomedical Inventory Mapping - Chapter
Model Work Order 08
Biomedical Equipment Inventory Mapping for

National Health Mission, (insert: name of state)
TERMS OF REFERENCE (TOR)
1. Introduction
To address the gap in technology management and maintenance in district and sub-district hospitals in
the country, a model has been conceived on the lines of public-private partnership for maintenance of all
biomedical equipment across PHCs, CHCs and DHs in (insert: name of state)
To map the inventory of all medical equipment in following (insert: number of districts) Districts of (insert:
name of state) across all District Hospitals, CHCs, BPHCs and PHCs:
S. No. Name of the District No. of District No. of Primary No. of Community Total Health
Hospital health Center Health Centers Facilities
1
Total

2. The following work is being issued to the agency for:
1. Line Listing of biomedical equipment in all District Hospitals, CHCs, BPHCs, FRUs and PHCs in the districts
above
2. Assessment of functional status of all biomedical equipment
3. Assessment of any existing warranty/AMC/CMC status for all biomedical equipment
4. Listing of any other information in medical equipment inventory software for the state of (insert: name of
state). The software shall be provided FREE of cost by NHSRC to State Government as well as to agency
performing the equipment mapping. Any training required for this purpose shall also be provided FREE
by NHSRC to state government and the agency.
Data Sources
The Biomedical Equipment inventory mapping will use the following data sources:
Data 1: Line listing of Medical Devices or Mapping Technologies in district & sub- district centers
Data 2: Functional Status, AMC/CMC/Warranty status of each Medical Equipment
Data 3: Information on number of biomedical engineers available with facilities
Data 4: Any other information required for the purposes of equipment inventory mapping
3. Budget
A budget for Rs. ………………………….. each district i.e. Rs. (insert: total amount) (INR) for all (insert: number
of districts) districts is allocated for this task in the following manner:
a. 30% upon acceptance of work order and signing of the contract
b. 30% upon completion of work in 50% of districts and submission of data sheets.
c 40% upon completion of work in all the districts and submitting data sheets for the entire project
4. Roles and Responsibilities

a. Biomedical Agency: as given in point (2) above
i. Line Listing of biomedical equipment in all District Hospitals, CHCs, BPHCs, FRUs and PHCs in
the districts above
ii. Assessment of functional status of all biomedical equipment
iii. Assessment of any existing warranty/AMC/CMC status for all biomedical equipment
iv. Listing of all information in medical equipment inventory software for the state of (insert: name
of state). The software shall be provided FREE of cost by NHSRC to State
b. National Heath Mission, (insert: name of state)

i. Will finance the work
ii. Provide access to all facilities where study has to be conducted
iii. Send official communication to respective state government officials detailing the study
objective and introducing the biomedical agency

c. NHSRC, New Delhi
i. Provide technical support
ii. Provide template, software and training for data collection
iii. Make visits to selected sites to ensure capturing of correct and sufficient data sets and provide
independent feedback to Mission Director, NHM, (insert: name of state) for satisfactory
completion of the work by the agency.
iv. Cost for all technical support provided including that of travel of NSHRC team to selected sites
for work audit shall be borne by NSHRC
5. Time frame for completion of work:

The total time-frame for this consultancy contract will be 45 days from the date of release of work order. The
work shall be done in several districts in parallel, and a maximum time of 15 days after 60 days shall be given
in case of any issue beyond agencies’ control which could cause a delay. The agency accepting the work
order shall deploy sufficient Human resources to ensure accuracy in the work and its timely completion.

Note
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Preface

Ministry of Health & Family Welfare & NHSRC

Engineering Services Experts

Biomedical Equipment Management and Maintenance Program vii

viii Biomedical Equipment Management and Maintenance Program

Chapter-02: Rationale for PPP in Medical Equipment Maintenance 3

Chapter-03: Needs Assessment  7

Chapter-04: Benefits of Partnerships & Outsourcing 9

Chapter-05: Components of the PPP model for Medical Equipment Maintenance  11

Chapter-06: Structure and Stage of Partnership Contract  21

Chapter-07: Request for Proposal 23

Chapter-08: Biomedical Inventory Mapping - Model Work Order 69

Biomedical Equipment Management and Maintenance Program xi

PUBLIC SERVICE ENTITY

Labour Market for Suppliers of inputs Intermediate Service

Biomedical Equipment Management and Maintenance Program 1

Biomedical Equipment Management and Maintenance Program 3

4 Biomedical Equipment Management and Maintenance Program

Biomedical Equipment Management and Maintenance Program 5

Biomedical Equipment Management and Maintenance Program 7

Biomedical Equipment Management and Maintenance Program 9

10 Biomedical Equipment Management and Maintenance Program

Biomedical Equipment Management and Maintenance Program 11

12 Biomedical Equipment Management and Maintenance Program

Biomedical Equipment Management and Maintenance Program 13

14 Biomedical Equipment Management and Maintenance Program

Biomedical Equipment Management and Maintenance Program 15

Monthly Breakdown Analysis of All Equiments

Weekly Analysis on the Breakdown of Critical Equiments

16 Biomedical Equipment Management and Maintenance Program

spares, thus increasing the profitability of the  

Biomedical Equipment Management and Maintenance Program 17

18 Biomedical Equipment Management and Maintenance Program

Biomedical Equipment Management and Maintenance Program 19

Biomedical Equipment Management and Maintenance Program 21

i. WHO Medical Equipment Homepage, accessed on 7th April, 2014

22 Biomedical Equipment Management and Maintenance Program

REQUEST FOR PROPOSAL

Biomedical Equipment Management and Maintenance Program 23

Section-01: Notice Inviting Proposals Department of Health & Family Welfare

Section-03: General Instructions to Bidders 33

Section-04: Evaluation Process 47

Section-06: Appendices: Formats for Proposal Submission 51

Section-07: Checklist for the Bidders 67

Biomedical Equipment Management and Maintenance Program 25

(Insert: Name of State)

Tender Enquiry No.___________________________ Dated:_____/_____/____________

1.1 Data Sheet

Biomedical Equipment Management and Maintenance Program 27

28 Biomedical Equipment Management and Maintenance Program

i. Date of sale of Proposal Documents _______to_____, during____Hrs. to______ Hrs. (IST)

ii. Place of sale of Proposal Documents Address________

iii. Cost of Proposal Document Rs.__________

iv. Issue of RFP to Prospective Bidders

v. Pre Bid Conference Date and Time Date____________,

_______ Hrs. (IST)

vi. Pre Bid Conference Meeting venue Same as mentioned in _____

viii. Time and Date of opening of Technical Bid Date__________Hrs. (IST)

viii. Venue of opening of Technical Bid Same as mentioned in_______

Chapter-02: Rationale for PPP in Medical Equipment Maintenance 3

Chapter-03: Needs Assessment 7

Chapter-04: Benefits of Partnerships & Outsourcing 9

Chapter-05: Components of the PPP model for Medical Equipment Maintenance 11

Chapter-06: Structure and Stage of Partnership Contract 21

Chapter-07: Request for Proposal 23

Chapter-08: Biomedical Inventory Mapping - Model Work Order 69

spares, thus increasing the profitability of the

Section-01: Notice Inviting Proposals Department of Health & Family Welfare

Tender Enquiry No._________________________ Dated:_/_/__________

i. Date of sale of Proposal Documents _____to_, duringHrs. to____ Hrs. (IST)

ii. “Proposal/Bid” means Quotation/Tender v. “CHC” means Community Health Centre

iii. “Bidder” means the Sole (Company/Society/

C BID PREPARATION AND Board Resolutions for Bidding

3.7.2 The Bidder should submit a Power of Attorney

(b) If any Bidder withdraws its Bid during 3.10.5

3.14.4 Bidders may note that the Authority will

5.1 The bidding process shall be governed by, and or

Whereas, M/s ___, M/s , M/s

We, M/s _______________, M/s _, M/s _______

Dated this __ day of 201_.

[Executant(s)] (To be executed by all the members in the Consortium) Note:-

Note: To be executed by the each member, in case of a Consortium

Name of the Bidder 