State Health Resource Centre, Chhattisgarh 1st Floor, Health ...

State Health Resource Centre, Chhattisgarh
1 st Floor, Health Training Centre
Building
Kalibari, RAIPUR- 492 001
REQUEST FOR PROPOSAL
FOR
SELECTION OF AGENCY FOR RECRUITMENT OF VARIOUS POSTS
UNDER
STATE HEALTH SOCIETY,
DISTRICT HEALTH SOCIETIES
1 Background
State Health Resource Centre, Chhattisgarh is an autonomous organization established in
2004 and, among others, provides technical assistance services to the State Health
Department. As part of this mandate, the organization has been asked to facilitate the
recruitment process for the various posts created under the National Rural Health Mission.
Accordingly, the organization wishes to select a reputed recruitment agency or a
consortium thereof to manage the recruitment process for the various posts under the
State Health Society, Chhattisgarh and District Health Societies in the State.
The total number of posts are anticipated to be about 300 consisting of
technical (medical), technical (non-medical) and managerial posts at State,
district and block levels. The provisional list is given below and it may be noted
that the number and category of posts are subject to change.
Post name
Technical consultants /
advisers (medical)
State /regional quality
assurance managers
Programme Associates
(maternal health, child
health, family planning,
NGO Coordination)
Number of posts
State level
(Raipur)
District
level
Block level Total
5 -- -- 5
2 -- -- 2
4 4 -- 8

Post name
Number of posts
State level District Block level Total
(Raipur) level
State Cold Chain 4 (one -- -- 4
Engineer, State Cold each)
Chain Manager, State
Vaccines Logistics
Manager, Store Keeper
Software Engineer 1 1 -- 2
Data Assistants -- 10 -- 10
Programme Assistants -- 18 -- 18
(AYUSH)
Semi-skilled technicians -- 16 -- 16
for walk-in coolers /
freezers
State Cold Chair Repair 2 -- -- 2
team
Regional Cold Chain and -- 3 -- 3
vaccine logistics manager
Computer Assistants 2 18 -- 20
Data Entry Operator (GIS) -- 1 -- 1
Finance and Logistics -- 11 -- 11
Assistants
Laboratory technicians -- 8 -- 8
Data entry operators -- 6 -- 6
`Sub Engineer 1 18 -- 19
Senior DOT PLUS & TB / -- 18 -- 18
HIV Supervisors
Lab technicians 1 -- 36 37
Other technical / nontechnical
13 92 --
posts
Total 35 224 36 295
2 Scope of work
The agency [or the consortium] selected for the assignment would be required to establish a
dedicated office in Raipur to undertake the following tasks under the supervision of office of
Mission Director (NRHM):
Define the detailed job descriptions, qualifications and eligibility criteria and
compensation package for each position in consultation with the office of the Mission
Director, NRHM, Chhattisgarh. The agency would be expected to provide their
technical expertise and experience in this process. Before beginning the actual
selection process, the agency would need to obtain the „sign off‟ for the job
descriptions and corresponding profile expectations of the candidates.
Design the application format and recruitment advertisement.

Issue advertisement(s) for recruitment in newspapers, internet (viz.
devnetjobsindia.org) and other sources. During this phase, the Agency may also
explore its own databases of appropriately qualified and experienced candidates,
target candidates employed in similar organizations in other states, consult
relevant sector experts and make preliminary contact with potential candidates.
Respond to relevant queries from applicants over phone / email before closing date.
Receive hard /soft copies of applications.
Establish system for storing the applications and create a database of the applicants.
Define criteria for short listing of the applicants. The Agency will be expected to
provide a report outlining each candidates‟ professional and personal profile vis-à-vis
the requirements of the particular position, their assessment of the candidate‟s
appropriateness to the position and any other issues that may be relevant vis-à-vis
the potential appointment of the candidate for a particular position.
Organize reference check [from past employers and / or persons who may be in
position to provide a feedback on the shortlisted candidate] the agency for whom ] for
every short listed candidate and provide a list of candidates whose reference checks
may not be positive, while seeking approval of the short list(s).
Design the procedures for payment of TA/DA to candidates who may be called for
interviews.
Issue call letter to short listed candidates.
Identify posts where a written test may be prescribed prior to the interview; obtain the
approval of office of NRHM and prepare test papers for such posts.
Prepare interview schedule and the list of members of selection board for various
posts in consultation with office of NRHM and issue letter / emails of invitation to
members of the selection panel.
Organize the written test (where indicated) and interviews of the shortlisted
candidates. It may be noted that (a) interviews for field level posts may have to be
organized at the divisional / district headquarters and (b) the interviews for all posts
may not be held simultaneously, that is, more than one round of interviews may have
to be organized.
Prepare the dossiers of the selected candidates in a format that may be prescribed by
the office of NRHM.
Handover the dossiers of selected candidates to the authorized person in the office of
NRHM.
Maintain a panel of waitlisted candidates for at least 12 months after the
recruitment process is completed and provide, on demand, the dossiers of
waitlisted candidates for such posts as the office of NRHM may request
during this period.
3 Eligibility Criteria for applicants
The applicant can be a stand alone Human Resource Recruitment Agency fulfilling the
following criteria:

Having a minimum of 3 years‟ experience of recruitment work,
Having a minimum annual turn over of Rs 50 lakhs in the last three financial years-
2008-09 to 2010-11, and
Having carried out at least 3 projects of similar nature in the last 2-3 years.
Note: In case of a consortium, the above eligibility criteria will be examined in respect
of the lead partner of the consortium.
4 Time frame
The entire recruitment process is to be completed in a period of 6-8 weeks counted
from execution of agreement for the assignment.
5 Technical proposal
The technical proposal should indicate the following:
profile of the agency with details of ongoing and completed projects of similar
nature with cost, contact details of the clients for the assignments undertaken,
the curriculum vitae of the key personnel proposed to be assigned for the
project and
a write up on the manner in which the agency proposes to carry out the
assignment. The strategy proposed to conclude the assignment in the given
time frame
6 Financial proposal
The agency may be asked to pay the TA/DA to the candidates called for written test /
interview. The expenditure on this count will be paid on the basis of actual. Similarly,
if the personnel of the agency are required to move out of their office in Raipur to
conduct written test / interviews elsewhere in the state, the related TA/DA cost of
their employees and hiring of space etc. will also be paid on the basis of actual
expenditure. The agencies are, therefore, required to prepare their financial proposal
assuming that:
They will have to maintain an office at Raipur for 12 months after completion of
the recruitment process
The recruitment process has to be completed in a maximum of 8 weeks
Agency will have to bear all incidental expenses [postage, telephone, local
travel, refreshment for candidates etc.] from out of the quoted amount [TA/DA
to be paid to candidates called for written test /interview will be reimbursable]
All written tests / interviews will be held at Raipur and the agency will have to
bear the cost of hiring space for the purpose

7 Procedure for submitting the proposals
The proposals are required to be submitted in three separate envelopes as follows:
Part-A: Proof of eligibility : This will contain the documents in support of
eligibility criteria mentioned above. This envelope shall be marked as “Part-A:
Proof of Eligibility”. Note: Where the applicant is a consortium, copy of agreement
indicating roles and responsibilities of the partners in managing the assignment must
be included in this part.
Part-B: Technical proposal : This will contain (a) a write up detailing the profile of
the agency with details of ongoing and completed projects of similar nature with
cost, contact details of the clients for the assignments undertaken, (a) the
curriculum vitae of the key personnel proposed to be assigned for the project
and (b) a write up on the manner in which the agency proposes to carry out the
assignment. This envelope shall be marked as “Part-B: Technical Proposal”.
Part-C : Financial proposal : This will contain the assignment fee proposed to
be charged for carrying out the assignment. Note: The envelope containing the
Financial Proposal shall be clearly marked “Financial Proposal” with a warning
“Do Not Open With The Technical Proposal.”
The three envelopes shall be placed in an outer envelope marked “Proposal -
Selection of HR Agency”. The SHRC shall not be responsible for misplacement,
losing or premature opening if the outer envelope is not sealed and/or marked as
stipulated. This circumstance may be case for Proposal rejection. If the Financial
Proposal is not submitted in a separate sealed envelope duly marked as indicated
above, this will constitute grounds for declaring the Proposal as non-responsive.
8 Templates to be used for submitting proposals
Proposals, prepared and packed in separate envelopes as described above, should
be accompanied by a letter of transmittal as per the format given at attached Form T.
The Financial proposal is to be prepared in the format given at attached Form-F and
must be signed by the same person(s) who have signed the letter of transmittal.
9 Evaluation Procedure
The proposals shall be evaluated by a team of SHRC headed by its Executive
Director in the following manner:
Stage-1: Part-A of all proposals shall be examined to confirm if all eligibility
criteria are met. The applicants who fail to meet one or more of the stipulated
eligibility criteria shall be declared as „non-responsive‟ and their technical and
financial proposals shall not be opened.

Stage-2: Part-B of all applicants who have crossed Stage-1 successfully shall
be opened next and evaluated on the parameters as indicated below:
Parameter
Experience of the Team Leader
in managing recruitments for and
on behalf of clients
Experience of Team Leader in
managing recruitments for health
sector / NRHM
Experience of Team Leader in
managing recruitments in
Chhattisgarh
Quality of technical proposal
assessed on the basis of
strategy proposed for carrying
out the assignment
Marks to be assigned
Less than 3 years : zero marks
3-5 years : 30 marks
Every additional year : 5 marks subject to
a maximum of 20 marks
10 bonus marks for each assignment
10 bonus marks for each assignment
Maximum of 10 marks
Technical proposals scoring less than 40 marks shall be declared as „non-responsive‟
and their financial proposals shall not be opened.
The final scores for an applicant would be weighted average of technical and financial bids,
where the technical and financial proposals will be assigned a weight of 70 and 30 percent
respectively. The scoring system of this „Quality-Cum-Cost-Based‟ to be used for obtaining
final scores is illustrated below.
Technical proposal Financial proposal Combined score
Score
Weighted
score
=(score/max
score)*100
Bid
amount
Weighted
score =
(minimum
amount /
amount)
*100
(1) (2) (3) (4) (5)=(2) *
0.70
Technical Financial Total
(6)=(4) *
0.30
45 56 4.00 100 39 30 69
60 75 5.00 80 52 24 76
70 87 6.00 67 61 20 81
80 100 7.00 57 70 17 87
(7)= (5) +
(6)

10 Payment schedule
The payments for the assignment shall be made as per the following schedule:
30% (rounded to nearest multiple of 100): after execution of agreement and
submission of bank guarantee
30% (rounded to nearest multiple of 100): after submission of selection panel for at
least 80% of the positions
20% (rounded to nearest multiple of 100): after submission of selection panel for all
positions
20% (rounded to nearest multiple of 100): after completion of 12-month wait-list
period.
10 Other terms and conditions
Single Proposal: A firm should submit only one proposal. If a firm submits or
participates in more than one proposal, all such proposals shall be disqualified.
Financial proposals submitted by the firm should be valid for 6 months from the date
of submission of the proposal by the firm.
A Bid Security of Rs.20,000 (Ten thousand only) in the form of Demand Draft from
any commercial bank in favour of “State Health Resource Centre, Chhattisgarh”
should accompany the Proposal. Bid Securities of unsuccessful bidders will be
returned to them within 30 days of the award of contract.
Each page, Form, Annexure and Appendices of the Technical and Financial Proposal
must be signed by the Authorised signatory of the firm. All blank spaces in the
financial proposal must be filled in completely where indicated, either typed or written
in ink.
Selected Agency will have to furnish a Bank Guarantee of the amount equivalent to
the „contract value‟ where the contract value will be meant to be the amount quoted in
the financial proposal.
SHRC reserves the right to accept or reject one or all application without giving any
explanation.

Form T
Letter of Transmittal
To,
Executive Director,
State Health Resource Centre,
1 st Floor, Health Training Centre,
Kalibari, RAIPUR – 492 001
Sir,
We, the undersigned, offer to provide the HR recruitment services in accordance with your
Request for Proposal dated .............. We are hereby submitting our Proposal, which includes
Proof of Eligibility, Technical Proposal and Financial Proposal sealed under separate covers
and all three envelopes placed together in an outer envelope all properly marked as
required.
We hereby declare that all the information and statements made in this Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification.
The prices quoted by us in the Financial Proposal (Form F-1) are valid till six months from the
date of submission of the quotation. We confirm that this proposal will remain binding upon us
and may be accepted by you at any time before the expiry date.
Prices have been arrived independently without consultation, communication, agreement or
understanding (for the purpose of restricting competition) with any competitor.
We agree to bear all costs incurred by us in connection with the preparation and submission
of the proposal and to bear any further pre-contract costs.
We understand that the SHRC is not bound to accept the lowest financial bid or any proposal
or to give any reason for award, or for the rejection of any proposal.
We confirm that we have the authority of [Insert Name of the Agency/Firm] to submit the
proposal and to negotiate on its behalf.
Yours faithfully,
[ Signature of authorised person(s)]

Form F
FORMAT FOR FINANCIAL BID
Item or Activity
Total Amount (in Rupees)
Assignment fee (Exclusive of Service Tax
and cess on Service tax)
Both in Numeric and in Words.
Rs.__________________/-
(Rupees
________________________).
Signature :
[ These must be the signed by the same person(s) who have signed the letter of transmittal].