Directorate, Medical Education and Research, Mumbai -1. EOI Notice

Directorate, Medical Education and Research, Mumbai -1. EOI Notice EXPRESSION OF INTEREST (EOI) DOCUMENT FOR HOSPITAL CONSULTANT FOR THE GOVERNMENT OF MAHARASHTRA. C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 1

EXPRESSION OF INTEREST (EOI) DOCUMENT FOR HOSPITAL CONSULTANT FOR THE GOVERNMENT OF MAHARASHTRA. 1. EOI Notice INVITATION OF EXPRESSION OF INTEREST FOR PROVIDING HOSPITAL CONSULTING SERVICES TO THE DIRECTORATE OF MEDICAL EDUCATION AND RESEARCH, GOVERNMENT OF MAHARASHTRA FOR DEVELOPING A SUPER-SPECIALTY HOSPITAL IN MUMBAI The Directorate of Medical Education and Research (DMER), Government of Maharashtra (GoM) plans to develop a super-specialty hospital facility within the campus of Sir J.J. Hospital in Mumbai. The DMER, GoM intends to engage the services of hospital consultants to support the planning and implementation of the proposed hospital facility. Expression of Interest (EoI) is hereby invited from eligible hospital consulting firms with the capability to provide comprehensive advisory services and project management services required for the proposed project. The EoI s may be submitted to the department latest by 5.00 pm IST on the 10 th of April, 2012. Dated 1st March 2012 Issuer: Issuer Address: Directorate of Medical Education and Research, Government of Maharashtra Directorate of Medical Education and Research. Government Dental College and Hospital building; St. George s Hospital Compound. Near C. S. T. Station. Mumbai 400001 Phone: +91-22-22620561-5 1.1 About Sir JJ Group of Hospitals Sir J.J. Group of Hospitals, is a one of biggest Hospital run by Medical Education & Drugs Department, Govt. of Maharashtra. It is attached to Grant Medical College and is giving services to the general public since 1945. In this hospital there are 1352 beds which are distributed in 47 wards. There are 200 intake capacity of M.B.B.S. students and 130 postgraduate students. There are 22 broad speciality and 10 super speciality departments functioning in the Institute. Turn over of patient is approximately 6 lakhs 70 thousands per year on OPD basis and approximate 40,000 per year on I.P.D. basis. Among these maximum patients are from below poverty line group. There are approximate 400 doctors, 800 nurses, 200 technicians and 2000 other staff are working in the Institute. It is proposed to increase the number of beds and number of super speciality departments in the Institution looking in to the patient flow. In the Institute C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 2

approximate 7000 deliveries and approximate 24,000 major surgeries are performed per year. 1.2 About the Project The Directorate of Medical Education and Research, Government of Maharashtra plans to develop a state-of-the-art hospital facility within the existing campus of Sir J. J. Hospital in Mumbai; essentially aimed at addressing the growing need for superspecialty services in the region. The Directorate of Medical Education and Research, Government of Maharashtra intends to develop a benchmark facility that delivers high quality clinical care aimed at providing utmost satisfaction. The project would include a super specialty facility housing around 800 beds and 300 Nursing Home Beds along with other facilities required for delivering superspecialty services. Residential facilities for staff and residents would also be developed as part of the project. Total project cost is estimated to be around 630 crores. This project will be guided directly by a high-powered Steering Committee constituted especially for this project. 1.3 Scope of work Given the complexity and specialized nature of services required, the Directorate of Medical Education and Research, Government of Maharashtra (herein after referred to as DMER, GoM) plans to engage a specialist Hospital Consultant (herein after referred to as The Consultant ) to guide the DMER, GoM in planning and implementation of the proposed hospital project along with managing other vendors as required. The consultant is expected to provide the followings key strategic services: 1) Provide expert advice in conceptualising the institute in terms of scale, quality and scope of services and developing a strategy to achieve overall objectives for the facility. 2) In consultation with the Steering Committee, the consultant will finalize the broad parameters for the facility including a comprehensive design brief for the proposed facility. 3) Assist the steering committee by development of an EoI/RfP for inviting architectural consultant and support it in selecting an appropriate, technical competent architectural firm. 4) Set up the RMO and project manage the planning and implementation of the hospital including monitoring and facilitating deliverables of all service providers as required to ensure timely implementation. C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 3

5) Develop BoQ as required and support the tendering process (develop tenders, float, evaluate, etc.) 6) Assist the steering committee in the development of an EOI/RfP for inviting engineering contractors and support the steering committee in selecting suitable engineering contractor (Engineering service providers to include HVAC, MEP, Civil, Medical gases, etc). 7) Assist the development of an EoI / RfP for inviting Health information systems providers and support the steering committee in selecting suitable providers. 8) In consultation with the designated medical advisory team, the consultant will develop the medical equipment plan and assist the evaluation of medical technology. 9) Assist the identification of other required consultants (including but not limited to areas such as the kitchen, electronic security, building management etc.) 10) Create the overall project plan for building and operationalizing the hospital covering all aspects of the project from conceptualization to commissioning. 11) Develop suitable systems, processes and management systems for operating the facility to the desired standards 12) Assist the Steering Committee in the development of an EoI/RfP for inviting engineering contractors and support the steering committee in selecting suitable engineering contractors. (Engineering contractors to include HVAC, MEP, Civil, Medical gases, etc) 13) Ensure facility, people and technology readiness as per schedule for commissioning 14) Potentially, the advisor may also be asked to help the DMER, GoM integrate the existing facility with the entire JJ Hospital campus 2. Instruction to bidders 2.1 Issuer Issuer: Directorate of Medical Education and Research, Government of Maharashtra Address: Government Dental College and Hospital building; St. George s Hospital Compound. Near C. S. T. Station. Mumbai 400001 Phone: +91-22-22620561-5 C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 4

2.2 Price of Invitation for EOI The cost of this notice regarding invitation for EOI document is Rs. 100000/- (Rupees One lakh only). This amount will be non-refundable to the bidders. Bidders have to pay the cost of the tender in DD from any nationalized or schedule bank in favour of Director, Directorate of Medical Education and Research, Government of Maharashtra, payable at Mumbai at par while purchasing the document, if purchased from the above mentioned office or at time of submission of EOI, if the document has been downloaded from the internet. 2.3 Purpose The purpose of this invitation for Expression of Interest is to understand the interest and expertise of reputed Hospital Consulting/Advisory organizations in providing specialised inputs in the implementation of the proposed hospital project as per the requirements of the DMER, GoM. This document provides information to enable Hospital consulting/advisory organizations to understand the broad requirements to submit their EOI. 2.4 Submission dates Pre-bidding meeting 21st March 2012 at 3.00 p.m. in Room No. 325, Mantralaya, Mumbai - 400 032. Last date for availability of application form 12.15 pm on the 10th April 2012 Last date for submission of the EoI 5.00 pm on the 10th April 2012 Opening of EoI 3.00 pm on the 12th April 2012 in Room No. 325, Mantralaya, Mumbai - 400 032. Final decision on short listing of applicants To be informed on the day of opening of EoI and other dates for further process 2.5 Amendment to the Expression of Interest (EoI) At any time prior to the deadline for submission of EoI, the DMER, GoM; for any reason, whether on its own initiative or in response to the clarification requested by a prospective bidder, may modify, change, incorporate or delete certain conditions in the invitation for EoI by amendments notified in writing, or through updates on the official website. Such amendment shall be binding on any firm which may desire to submit an EoI to the DMER, GoM and the DMER, GoM may, at its discretion, extend the deadline for the submission of proposals subsequent to issue of amendment and or supplemental information. 2.6 Cost of EoI The bidder shall bear all costs associated with the preparation and submission of the EoI, including cost of presentation for the purposes of clarification of the EoI, the preparation or execution of any benchmark demonstrations, simulation or for any work performed prior to the execution of a formal contract, if so desired by the DMER, GoM. For any reason or in any case, the DMER, GoM will not take responsibility or liability for these costs. All material submitted become the property of the DMER, GoM and may be returned at its sole discretion. C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 5

2.7 Submission of the EoI The bidders are expected to submit their response to the EoI in the format given in this document. Two copies have to be submitted, titled as Original and Duplicate. So, in all, vendors must submit: EoI: Original copy One hard copy along with soft copy in a CD EoI: Duplicate copy - One Hard copy i. The Steering Committee will have a pre-bidding meeting with potential applicants to discuss the requirements of the EoI and address queries, if any (dates for the same have been indicated in section 2.4). ii. The potential bidder s would then need to submit a detailed EoI document and/or make presentations as part of the same submission. Additional details on the process are provided in Section 2.10 iii. The bidder's presenting the EoI shall prepare an original and one (1) duplicate of the EoI, clearly marking each "Original" and "Duplicate". In the event of any discrepancy between the original and duplicate, the original shall govern. iv. The original and the duplicate copies of the EoI shall be typed or written in indelible ink and shall be signed by the bidder or a person or persons duly authorized to bind the bidder to the contract. The letter of authorization shall be indicated by written power-of-attorney accompanying the bid. v. The EoI shall contain no interlineations, erasures or overwriting except as necessary to correct errors made by the bidder, in which case, such corrections shall be initialled by the person or persons signing the bid in original. vi. The service provider is also required to provide information as outlined and in the format provided in the Annexure I and II along with an undertaking as provided in Annexure III. 2.8 Timely submission Bidders are solely responsible for timely submission of the EoI at the location as mentioned above in section 2.4. EoI received after the last date and time of submission will not be considered for further evaluation, irrespective of the circumstances. EoI needs to be submitted by the bidder in-person or through registered postal services. No further correspondence will be entertained on this matter. 2.9 Opening of EoI EoIs shall be opened in presence of bidder s representatives (if they are present, else it will be opened in presence of other representatives, officials present). The EoI shall be opened at the address mentioned above in this section. The bidder s C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 6

representative attending the opening of bids would need to bring along a letter of authorization from the bidder. All EoIs will be opened as per schedule mentioned in section 2.4. If all required documents mentioned in each part of this invitation for EoI are not found, then the EoI will summarily be rejected. The bidder or his representative shall sign the attendance register. The EoI submitted after due date and time shall not be considered for further evaluation, irrespective of the circumstances. DMER, Govt. of Maharashtra reserves the right to postpone or cancel a schedule mentioned under section 2.4 at any time without assigning any reason. Late submission of Eol Any Eol received after the last date for submission of Eol prescribed by the issuer shall be rejected. 2.10 Eligibility Criteria and information to be submitted The bidder by himself or through a consortium partner should have the capabilities to provide services specified in the EoI. 1. The bid may be submitted by an individual bidder or jointly in Consortium with other companies where the consortium may be constituted by upto three companies. The individual bidder or the constituent companies in case of a consortium should be registered under the companies act. 2. In case of consortiums, one of the companies has to be a hospital development / management consultant (herein after referred to as the Hospital Consultant ) while one other company has to be an engineering consultant (hereinafter referred to as the Engineering Consultant ). However the Hospital consultant has to be the lead consultant of this consortium; and will provide a single window access to all the required services (including services of other companies constituting the consortium) 3. In case of a consortium, there should be an agreement executed by all the companies constituting the consortium mentioning inter alia the following: a. That they agree to work jointly for the assignment b. That they agree to be jointly and severally responsible for the assignment c. The division of responsibility both in terms of resources and technical inputs d. The share of each member in the total fees decided by the consortium C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 7

Similarly, a subsequent agreement should be enclosed in case of subconsultants, clearly indicating the scope of work / area of participation assigned to them and commitment that they would be responsible in their area of participation. Further, the agreement should indicate the participation of the companies constituting the consortium and sub-consultants in the following format: Consortium Companies constituting the consortium Participation Work Manpower 1 2 3 Sub-Consultants 1 2 3 Bids are liable to be rejected if the said agreement between the companies constituting the consortium and the sub-consultants, as indicated above, is not enclosed. It may be noted that expatriate members of the consortium / sub-consultants will be required to take necessary permissions from the Reserve Bank of India (RBI) / FIPB, whichever is applicable, for carrying out their business in India. During the consultancy period, under exceptional circumstances, change of a member company in the consortium may be allowed with prior approval of the DMER, GoM; subject to the replacement of the member by an equally competent consortium company to the satisfaction of the DMER, GoM. 4. In case of consortiums, the Hospital consultant must have on his rolls at least 5 personnel who have a Masters degree in Hospital administration / Hospital management / Masters in Public Health / Masters in any medical specialty and at least 10 personnel on his rolls involved in administrative and research functions. Similarly, the Engineering consultant should have at least 25 engineers of whom at least 5 must have masters degrees in engineering with more than 10 years experience in construction of high rise buildings (buildings having ground plus 10 floors or more) 5. In case of individual bidding company, the company should have an average turnover of at least Rupees seven crores. (Audited financial statements to be given along with the EoI) in the preceding two financial years. C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 8

6. In case of consortiums, the average turnover of the Hospital consultant company should not be less than Rupees two crores and that of the engineering consultant company should not be less than Rupees five crores (Audited financial statements to be given along with the EoI) in the preceding two financial years. 7. In case of an individual bidder company, the company to have at least 5 personnel who have a Masters degree in Hospital administration / Hospital management / Masters in Public Health / Masters in any medical specialty and at least 10 personnel on his rolls involved in administrative and research functions. Similarly, the company should also have at least 25 engineers of whom at least 5 must have masters degrees in engineering with more than 10 years experience in construction of high rise buildings (buildings having ground plus 10 floors or more) 8. The Hospital consultant (in case of consortiums) or the individual bidders must be in the Hospital consulting business and should have in the preceding three years provided comprehensive advisory services for development of green field projects sized over 250 beds (where bed count includes only inpatient ward beds and ICU beds). The bidder should describe the scope of work of such projects, in terms of the items listed out in Annexure II with the same being certified by the respective client representatives. 9. The bidders must provide income tax clearance certificates and / or sales tax clearance certificates as may be necessary Note: Necessary documentary evidence of all the above needs to be provided along with the EoI. No criteria shall be considered to have been met unless required documentary evidence has been provided. The companies constituting the consortium shall not be altered during the term of contract without written approval of the issue of the contract. 2.11 Further process The bidders meeting the eligibility criteria would be further evaluated based on the information provided in the EoI (Annexure II) and those bidders shortlisted will be issued a detailed RfP (Request for proposal) for providing a detailed techno-commercial proposal / offer. Date: 01/03/2012 Place: Mumbai Encl: Annexure-I Annexure-II Annexure-III Sd/- Director Medical Education & Research, Govt. of Maharashtra C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 9

ANNEXURE - I Organizational Profile Sr. Description No 1 Name of the company 2 Official address 3 Phone No. and Fax No. 4 Corporate Headquarter Address 5 Phone No. And Fax No. 6 E-mail address 7 Web site Address 8 Details of company s Registration (please enclose attested copies of the document) 9 Name of the Registration authority 10 Registration number and year of registration 11 Product/Service for which registered with validity period 12 CST/LST/VAT registration No. 13 Service Tax registration No. 14 Permanent Account number (PAN) 15 Company s Revenue for the last 3 years 16 Company s profitability for the last 3 years 17 Details of Ownership of the firm (Name and address of the Board of Directors, partners, etc) 18 Details of number of people across different functions and the proposed team for the project Details ( to be filled by the responder to the EoI) C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 10

ANNEXURE - II Details of work executed Sr. no The EOI from prospective bidders should carry a detailed documentation of the following, including (but not limited to): Note: Provide information for projects done in the preceding three years for projects sized over 250 beds (Inpatient ward beds + ICU beds) only Title Definition Response 1 Organization / consortium profile 2 Information on hospital development projects (experience in the last 36 months) of the organization and the proposed team 3 Services planning service mix, facility configuration 4 Facility planning facility layouts, standards followed (NABH, JCI, LEED) and experience in working with leading national / international healthcare specialist architects / firm 1. Are services like healthcare consulting (hospitals), healthcare architecture, engineering planning and EPC in-house or brought in as part of consortium 2. Organizational profile of consortium partners 1. Indicate name of clients 2. Location 3. Size of hospital (sq. ft. and beds IP ward beds and ICU indicate bed count by type) 4. Scope of work 5. Client reference (contact details) 1. Service mix Was determination of the breadth and depth of services to be offered in the facility an independent deliverable in this project 2. Facility configuration Was determination of the type and number of clinical facilities in the hospital (beds, ICU s, OT s, etc) an independent deliverable in this project 1. Involvement in facility design to drive clinical area layouts 2. Experience working with specialist healthcare architects / firms 3. Involvement in evaluation and identification of specialist healthcare architect 1. Yes / No; indicate profiles of consortium partners. If in-house indicate profile of department 2. As indicated in Annexure I. In case of an individual bidder, indicate information for respective departments Brief note with the indicated details Also indicate which of the proposed team member was involved in the indicated project 1. Yes / No; if yes attach brief note on the nature of deliverable 2. Yes / No; if yes attach brief note on the nature of deliverable 1. Yes / No; if yes attach brief note on nature of involvement and indicate standards followed (national and international) if any. 2. Yes / No; if yes indicate names of architects/firms 3. Yes / No C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 11

5 Medical equipment planning and implementation 6 HIS planning and implementation Was developing a medical equipment plan (number, type and phasing) an independent deliverable in this project 1. Evaluation and identification of the HIS vendor 2. Managing the implementation process 3. HIMSS level 4. Experience in working with leading national / international vendors 7 People planning 1. Was workforce planning an individual deliverable in any of your projects 2. Experience in workforce optimization in running hospitals 3. Experience in evaluation and recruitment of key operating leaders 8 Operations planning 1. Experience in developing hospital systems and processes 2. Experience in operations management / operating performance improvement in running hospitals 3. Involvement in planning and implementation of support services (kitchen, laundry, housekeeping, supply chain, bio-medical waste management, medical gases, chemical drainage, medical fire safety designing, etc) 9 Engineering Planning 1. Was engineering planning (HVAC, MEP, PHS, Structural, etc), design development and engineering vendor management an independent deliverable in this project) 10 Vendor evaluation and management (engineering, civil work and other services) 11 Pre-commissioning support 1. Was vendor evaluation and onboarding an independent deliverable in this project? 2. Were you actively involved in managing vendor deliverables? 1. Was managing pre-commissioning activities like dry runs, training, etc an independent deliverable in this project 1. Yes / No 2. If yes, provide a brief note on the nature of deliverables as well as high end technology planned in this project 1. Yes / No 2. Yes / No 3. Stage 0 to stage 7 4. Yes / No; if yes indicate vendor names 1. Yes / No; if yes indicate size of workforce 2. Yes / No; if yes attach note indicating nature of involvement and result 3. Yes / No; if yes indicate roles in whose recruitment your organization was involved 1. Yes / No; if yes include brief note on approach to develop processes. 2. Yes / No; if yes include brief note on nature of experience and results 3. Yes / No; if yes indicate exact nature of involvement 1. Yes / No; if yes indicate the exact scope and nature of deliverables 1. Yes / No; if yes attach note indicating nature of involvement (evaluation, finalization) 2. Yes / No; if yes indicate exact role and support if any provided to vendor 1. Yes / No; if yes indicate areas of responsibility Note the above response requirement is indicative and not exhaustive in any manner. C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 12

ANNEXURE - III Undertaking (To be submitted by the respondent on the respondent s letter head) I/We hereby undertake that I/we have studied and understood the Expression of Interest invitation document completely. I/We hereby undertake that I/we understand that the section (1.3) Scope of work and requirement of this EoI is indicative only and not exhaustive in any manner and that the final scope of work will be decided by the Directorate of Medical Education and Research (DMER), Government of Maharashtra (GoM) at their discretion. I/We hereby undertake that I/we understand that the DMER, GoM reserves the right to finalize the scope of work and requirements at its discretion, which may be based on my/or proposed approach and/or any other responder s proposed approach and methodology and/or as decided by the DMER, Govt. of Maharashtra. I/We hereby indemnify the DMER, GoM from using our proposed approach and methodology and I/we hereby declare that I/we shall not be having any claim and/or right for the said usage. I/We hereby undertake that I/we understand that the DMER, GoM reserves the right to float a separate tender for the scope of work and requirements as mentioned in section (1.3) of this EoI irrespective of the outcomes of this EoI. I/We understand that in such a case I/we shall bid separately for that tender and in no case our response to this EoI shall be deemed as a bid for the said tender. I/We hereby undertake that the DMER, GoM reserves the right to shortlist responder(s) for further issuing the RfP and in case of my/our response being rejected I/we shall have no claim of any sort in the further issuing RfP. I/we hereby undertake that we shall comply with the section (1.3) scope of work and requirements and there will be no deviations of any manner in this regard from my/our side. I/we hereby undertake to provide uninterrupted and timely project management support for the project for the entire duration of the project as mentioned in the document. C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 13

I/we hereby undertake that in case my/our response to this EoI is shortlisted. I / we agree to bid for the further RfP as and when asked for by the DMER, GoM based on the terms and conditions and scope of work as finalized and decided by the DMER, GoM at their discretion. I/we undertake to be the single point of contact for the DMER, GoM and shall be solely responsible for all services offered by us (including services offered by other companies in our consortium, if any) for the entire scope of work and requirements as per the service levels in the subsequent tender document. I/ we hereby affirm that our response is valid for a period of 180 days from the date of EoI opening. Date: Place: Signature Name Address: C:\Documents and Settings\admin\Desktop\I Branch Tender Notice\J.J. Hospital High Rise Bldg..doc 14