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 Request For Proposal (RFP) under Project Axshya for Annual Maintenance Contract and Comprehensive insurance of  Binocular Microscopes
International Union Against Tuberculosis and Lung Disease (The Union)
 Last Date: January 5, 2011 

Request for Proposal 

Request For Proposal (RFP) under Project Axshya for

Annual Maintenance Contract and Comprehensive insurance of  Binocular Microscopes

 Requested by: 

International Union Against Tuberculosis and Lung Disease (The Union),

C-6, Qutab Institutional Area, New Delhi - 110016


Fax- 011-46054430



Organisation Profile: The mission of the International Union Against Tuberculosis and Lung Disease (The Union) is to bring innovation, expertise, solutions and support to address health challenges in low- and middle-income populations. With nearly 10,000 members and subscribers from 145 countries, The Union has its headquarters in Paris and regional and country offices serving the Africa, Asia Pacific, Europe, Latin America, Middle East, North America and South-East Asia regions. Its scientific departments focus on tuberculosis, HIV, lung health and non-communicable diseases, tobacco control and research. Each department engages in research, provides technical assistance and offers training and other capacity-building activities leading to health solutions for the poor.

 Date: December 22, 2010


Request For Proposal

Dear Sir,

Subject:                      Request for Proposal under Project Axshya– Annual Maintenance

                                    Contract and Comprehensive insurance of  Binocular Microscopes


1.         You are hereby invited to submit technical & financial proposals for Annual Maintenance Contract for Binocular Microscopes (BMs) and Comprehensive Insurance for spare parts of Binocular Microscopes, which could form the basis for future negotiations and ultimately a contract between your firm and The Union.


2.         The purpose of this assignment is to hire an agency to undertake the annual maintenance of Binocular Microscopes and comprehensive insurance for spare parts of Binocular Microscopes installed at Designated Microscopy Centres (DMCs) under Revised National Tuberculosis Program (RNTCP) of Govt. of India in the states of Bihar and Uttar Pradesh, for approximately 2,000 BMs in total.


3.         The Terms of Reference (TOR) for the same is provided below to enable you to submit your proposal:


1)    Preventive maintenance to be done for all BMs by the agency irrespective of the status of the BM. - Preventive maintenance will be done once every quarter (4 times in a year) and will include complete servicing, alignment and adjustment of all the optical and mechanical parts of the microscopes. All the BMs will be serviced at the respective DMCs.

2)    Breakdown of BMs will be addressed immediately, but not later than 3 days of receipt of the complaint, on site.

3)    Comprehensive Insurance for BM spare parts (Annexure 1) to be provided.

4)    AMC agreement will be for one Year.

5)    List of the Designated Microscopy Centers (DMC) where the Binocular Microscopes (BM) are situated will be handed over to the agency along with the agreement

6)    Intimation to the concerned State Tuberculosis Officers, District Tuberculosis Officers, DMC Medical Officer will be sent by The Union informing about the AMC agreement with the agency requesting their full cooperation in conducting AMC smoothly.

7)    Satisfactory service report (SSR) to be signed in duplicate and one copy need to be preserved at DMC and duplicate copy to be sent to respective District/State TB officer. Invoice will be raised along with the SSR issued by respective District/State TB officer.

8)    The selected vendor has to submit a bank guarantee against the Insurance cost. 

9)    All the disputes are subjected to New Delhi Jurisdiction only. 

4.         The Submission of Proposal 

            The prospective agencies shall submit the proposal in two parts, viz, Technical and Financial and should follow the form given in the "Supplementary Information for agencies (annexure 2)” 

5.         The "Technical" and "Financial" proposals must be submitted in two separate files (with respective names “Technical Proposal” and “Financial Proposal” following the formats/schedules given in the information for agencies.           

5.1       The "Technical proposal" should include the description of the firm/organization, the firm’s general experience in the field of assignment, the qualification and competency of the personnel proposed for the assignment and the proposed work plan methodology and approach in response to suggested terms of reference. The Technical Proposal should not contain any cost information whatsoever. The technical proposal should include a CA certificate of the total turnover for the last 3 financial years or submit copies of audited accounts & income tax returns for last 3 years, along with copies of service tax registration certificate & income tax registration certificate/ copy of PAN card as given in the supplementary information for agencies (Annexure 2).  

5.2       The “Financial Proposal” should contain the detailed price offer for the services.  

Your proposal should be addressed to the– Administrative Officer, International Union Against Tuberculosis and Lung Disease (The Union), C-6, Qutab Institutional Area, New Delhi – 110016  and submitted to the e-mail id upto 17.00 hours on January 5th, 2011

6.         Evaluation

             A two-stage procedure will be adopted in evaluating the proposals:  i) a technical evaluation, which will be carried out prior to opening any financial proposal; ii) a financial evaluation.  Firms will be ranked using a combined technical/financial score, as indicated below.  

6.1       Technical Proposal  

            The evaluation committee appointed by The Union will carry out its evaluation applying the evaluation criteria and point system specified below on the technical proposals meeting the qualification criteria mentioned in the "Supplementary Information for agencies (Annexure 2)”.  Each responsive proposal will be attributed a technical score. 

Technical proposals scoring not less than 70% of the total points will only be considered for financial evaluation.  

6.2       Financial Proposal 

The evaluation committee will determine if the financial proposals are complete and without computational errors. The lowest financial proposal will be given a financial score of 100 points.  The financial scores of all the proposals will be computed in relation to the lowest financial proposal. 

Proposals will finally be ranked according to their combined technical and financial scores using a weight of 70% for technical proposal and 30% for financial proposal. 

            The Agency securing the highest combined score will be invited for negotiations. 

7.         Negotiations 

            During negotiations the agency must be prepared to furnish the detailed cost break-up and other clarifications to the financial proposal submitted by it, as may be required to adjudge the reasonableness of the price proposed. If the negotiations with this agency are successful, the award will be made to it. If negotiations fail, and if it is concluded that a contract with reasonable terms cannot be concluded with this consulting organization, the agency with second preference will be invited for negotiations.  This process will be repeated till an agreed contract is concluded. 

8.         Please note that The Union is not bound to select any of the firms submitting proposals. 

9.         You are requested to hold your technical and financial proposal valid for 90 days from the deadline for submission of proposal without change in the personnel proposed for the assignment and your proposed price. 

10.       Please note that the cost of preparing a proposal and of negotiating a contract including visits to The Union, if any is not reimbursable as a direct cost of the assignment. 

11.       Please note that the fee which you receive from the contract will be subject to normal tax liability in India.  

Yours faithfully, 

Administrative Officer

International Union Against Tuberculosis and Lung Disease (The Union)

C-6, Qutab Institutional Area

New Delhi – 110 016

Ph: 011-46054400

Fax: 011-46054430 


1.    List of spare parts to be covered under comprehensive insurance (Annexure 1)

2.    Supplementary Information for Agencies (Annexure 2)


Annexure - 1


List of spare parts of the BN under comprehensive insurance:


-          100X oil immersion objective 1.25/160

-          10X eyepiece

-          Halogen Bulb 6v 20w

-          Mechanical stage

-          Circuit

-          Mirror assembly

-          Blue filter

-          Slide holder

-          Transformer SE 12-0-6-12

-          Transformer- pr 6-0-6-12

-          Fuse

-          Bulb Holder

-          Main Power cord 3 yard

-          Potentiometer 2b 47kc

Annexure - 2



(1)       Proposals should include the following information: 

            (a)       Technical Proposal 

                        (i)         A brief description of the firm/organization and an outline of recent experience on assignments/ projects of similar nature executed during the last 3 years in the format given in Form (F-1)


                        (ii)        Any comments or suggestions of the agencies on the Terms of Reference (TOR).


                        (III)       The composition of the team of personnel which the agency would propose to provide and the tasks which would be assigned to each team member in Form( F-2) 

            (b)       Financial Proposals 

                        The financial proposals should include the following: 

            (i)         Schedule of Price Bid for each component in Form (F-3)           

(2)       Qualification Criteria 

(i)            It is proposed to consider agencies with a minimum cumulative turnover of Rs. 1 (One) Crore during the last three financial years (i.e. 2007-08, 2008-09 and 2009-10) and should have proven relevant experience in the projects of similar nature, with a permanent office and key resources on their regular payroll in India.

 (ii)          Along with the Technical Proposal, agencies should submit a certificate from a Chartered Accountant in support of the cumulative turnover, giving year wise break-up of turnover OR should submit copies of audited accounts & income tax returns for last 3 years. 

(iii)         Agencies should also submit copies of their service tax registration certificate & income tax registration certificate/ PAN card.  

(3)       Terms of Payment  

            The mode of payments to be made in consideration of the work to be performed by the agency shall be as follows: 

Payment Terms

Cost for Comprehensive Insurance

Within 15 days from signing of agreement by both the parties

Fee for Annual Maintenance

In four equal installments after completion of service for each BM. The payment will be released subject to issue of SSR by respective District/State TB officer.


Note:   All payments shall be made on submission of pre-receipted bills by the agency for respective stages.




1.         Brief Description of the Firm/Organization:        


2.         Outline of recent experience on assignments of similar nature:


Sl. No.

Name of Assignment

Nature/ Brief Description of assignment

Owner or sponsoring authority

Cost of assignment

Names of Key Personnel Involved

Date of commen-cement

Date of completion


























Form F-2 

Composition of the Team Personnel and the task which would be assigned to each Team Member 

1.         Technical/Managerial Staff


            Sl.No.             Name                                Position               Task assignment



 2.         Support Staff



            Sl.No.             Name                                Position               Task assignment




Cost Component  


Unit cost (Rs) per BM

Annual Maintenance

(4 services in a year)


Comprehensive Insurance





Note: Please give break-up cost of each component


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