OFFICE OF THE MISSION DIRECTOR
NATIONAL HEALTH MISSION, MEGHALAYA
Directorate of Health Services, Red Hill, Upper New Colony, Health Complex, Laitumkhrah,
Shillong-793003, Ph-0364-2506460 Fax-0364-2504532
Email: [email protected]
No. DHS/MCH&FW/NHM/108-Ambulance/19/2015-16/5015.
Dated: 18/08/2015.
Minutes of Pre-bid meeting for “Emergency Response Services/ 108
Emergency Ambulance Services”
Venue: Main Secretariat Committee room - II
Date: Shillong the 13th of August, 2015.
Tender No: DHS/MCH&FW/NHM/108-Ambulance/19/2015-16/3546. Dated: 07/07/2015.
Tender committee members:
1. Chairman, Additional Chief Secretary, Health & Family Welfare Department.
2. Member Secretary, Secretary, Health & Family Welfare Dept. Govt. Of Meghalaya & Mission Director, NHM,
Meghalaya.
3. Member, Jt. Secretary, Law Department.
4. Member, Joint Secretary, Finance Department
5. Member, Director of Health Services (MI), Meghalaya.
6. Member, Director of Health Services (MCH&FW) cum Jt. Mission Director, NHM, Meghalaya.
7. Member, Jt. Director of Health Services (MCH&FW), Meghalaya.
8. Members, Regional Resource Centre, NER (Expert).
9. Member, Director Finance, National Health Mission (NHM), Meghalaya.
10. Member, State Programme Manager, NUHM, Meghalaya.
11. Member, State Finance Manager, NHM, Meghalaya.
12. Member, Procurement Officer, NHM, Meghalaya.
13. Referral Transport Coordinator, NHM, Meghalaya.
Bidders’ representatives:
1.
2.
3.
4.
Shri. Sumit Basu, Representative Ziqitza Health Care Limited.
Shri. Bikash Das, Head Operation Assam 102, GVK EMRI.
Shri. Deepankar Choudhury, Head Operation Meghalaya 108, GVK EMRI.
Shri. Mahesh Deori, Head Operations, Piramal Swasthya.
Meeting Flow;
 Pre-bid meeting started with Chairman of the Tender committee welcoming all Tender committee members, all
bidders representative, and a round of introductions by all participants, which was followed by Member
Secretary relating to a brief introduction about Emergency Response Service in the State.
 A small presentation by Procurement officer was given about the process of obtaining the Tender document,
Tender fee, EMD & PSD, the Tender process namely Envelope - A the Technical bid (validating all
documentations), Presentation round & Envelope B which is the Financial bid. The presentations also covered in
details with regard to documentations required to be submitted and the enquiries raised by bidders.
 The subsequent presentations was given by Referral Transport Coordinator with regard to all queries asked by
bidders and the bidders representative were then asked to proceed with their objections/suggestions if any and a
reply/clarifications of the same by the Tender committee in consent with the bidders representative were given
as follows:
Get every Newborn immunized
*At birth: BCG, OPV (0 dose) || *At 1 ½ months: DPT1, OPV1 || *At 2 ½ months: DPT2, OPV2 || *At 3 ½ months: DPT3, OPV3 || *At 9 months: Measles
Conduct delivery at Govt. Hospitals for Healthy Family, Healthy Village & Healthy Nation.
OFFICE OF THE MISSION DIRECTOR
NATIONAL HEALTH MISSION, MEGHALAYA
Directorate of Health Services, Red Hill, Upper New Colony, Health Complex, Laitumkhrah,
Shillong-793003, Ph-0364-2506460 Fax-0364-2504532
Email: [email protected]
Sl.
No.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
QUERRIES/ SUGGESTION
DESCISION ARRIVED
Bidder had requested in availing the
information on the kilometre run of the
ambulances and year of manufacture, Information is available and the same would be shared
Availability of 5 back up ambulances & via E-mail.
details of IT assets, licence, date of
purchase, and warranty/AMC status of
the project.
a) Bidder had raised the issue of
inability to attain the contact
a) The members of the committee had agreed on the
number of the Signing authority
need to mention, either the official contact
of Experience Certificates.
number of the signing authority for verification
purposes.
b) The Bidder had objected with
b) Bidders may submit experience certificates even
regards
to
Experience
older than 1 year; however the criteria of
Certificates which cannot be
minimum 2 years experience will remain.
more than 1 year old and the
minimum period of 2 year.
The committee did not agree to change the term of Hilly
Bidder has requested to allow
Districts instead of Hilly State. However bidders can
incorporation of Hilly District instead of
submit experience certificates of Hilly Districts of the
Hilly State.
respective states along with the coverage area.
Bidder had enquired about inclusion of
The committee had clarified that ‘Force Majeure’ clause
long term repairs, accidents and non
will not include such cases and that the service provider
availability of spare parts under ‘Force
will have to address such matters on their own.
Majeure’ clause.
Bidder had requested for postponement
of tender submission date up to 15 days
The committee had agreed to the suggestion.
from the publishing of Pre- Bid
clarifications.
The committee had clarified that if the number of
ambulances increased then the CAPEX amount for
The bidder had enquired about the cost
procurement would be borne by the Government. The
implications of the project, if during the
OPEX amount will increase only for the additional
period the number of ambulances
vehicles, whereas the per vehicle per month rate shall
increased or decreased.
remain the same (as quoted) irrespective of increase or
decrease of the number of ambulances.
Bidder had argued that it should not be
The committee had emphasized on giving preference to
binding on the successive service
the existing staff to avoid any disruptions in the services,
provider to absorb the existing
subject to suitability.
manpower.
The committee had deliberated on the prepared draft time
Bidder had enquired about the time line
line and concurred on the same. The time line would be
for takeover.
uploaded in the website as Addendum.
Bidder had requested on information
about the number of call takers available The committee do not find the merit of the request.
in each shift.
A request was made from a bidder to
The committee was of the opinion that inspection may be
allow pre inspection of the existing
conducted after the bid was opened.
centre, infrastructure and vehicles.
Bidder had requested information on the
requirement of manpower for ambulance The same will be shared via E mail.
services of this project.
Bidders had requested to allow
submission of EMD and PSD in Bank
Guarantee (BG) form instead of Demand
Draft (DD) form.
The committee had agreed upon the same and necessary
Corrigendum/ Addendum would be uploaded on the
website.
Get every Newborn immunized
*At birth: BCG, OPV (0 dose) || *At 1 ½ months: DPT1, OPV1 || *At 2 ½ months: DPT2, OPV2 || *At 3 ½ months: DPT3, OPV3 || *At 9 months: Measles
Conduct delivery at Govt. Hospitals for Healthy Family, Healthy Village & Healthy Nation.
OFFICE OF THE MISSION DIRECTOR
NATIONAL HEALTH MISSION, MEGHALAYA
Directorate of Health Services, Red Hill, Upper New Colony, Health Complex, Laitumkhrah,
Shillong-793003, Ph-0364-2506460 Fax-0364-2504532
Email: [email protected]
13.
14.
15.
16.
17.
a) Bidder had requested to allow
bidders to submit all supporting
documents self attested by
authorized signatory certificates
other than certificates required
specifically from auditors.
b) Also, on whether self attested
copy of the RFP should be
submitted or not.
Bidder had requested to facilitate in
opening the Technical Bid and Financial
Bid on the same day.
Bidder had requested to reduce the
penalty rate from 1.66% to 1%.
Bidder had suggested including a clause
of OPEX clause escalation @ 10% over
previous year’s OPEX price in case of
inflation.
Other aspects such as accreditation of
hospitals, Training approval timeline,
replacement of old ambulances and
equipments were also raised by the
bidder.
a) The committee had agreed that
the bidders can submit self
attested supporting documents.
b) Corrections for the same
would be uploaded in the
website as a Corrigendum.
The committee had replied that if possible, will try to
complete it on the same day. However it cannot be
imposed on the committee.
The committee argued that the penalty rate of 1.66% was
justified and will remain the same.
The committee agreed on percentage escalation or
Wholesale Price Index (WPI) whichever is less.
The committee had clarified that such matters can be
addressed post tender process and necessary
incorporations can be made.
-SdChairman,
Additional Chief Secretary,
Health & Family Welfare Department,
Govt. of Meghalaya.
Get every Newborn immunized
*At birth: BCG, OPV (0 dose) || *At 1 ½ months: DPT1, OPV1 || *At 2 ½ months: DPT2, OPV2 || *At 3 ½ months: DPT3, OPV3 || *At 9 months: Measles
Conduct delivery at Govt. Hospitals for Healthy Family, Healthy Village & Healthy Nation.