Business Proposal on Ict Solution Sample CENTRAL TENDER BOARD TENDER NOTICE Authorised under by lld16674

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									                         CENTRAL TENDER BOARD
                                    TENDER NOTICE
                  Authorised under Section 8(1)(c) of the CTB Act 2000

     Consultancy Services for Preparation of an e-Business Plan for harnessing ICT to
                enhance the operations of the Health Sector in Mauritius

                        INVITATION TO SUBMIT PROPOSALS


1.      The Ministry of Health & Quality of Life of the Republic of Mauritius is inviting
        proposals for Consultancy Services for the preparation of an e-Business Plan for
        harnessing ICT to enhance the operations of the Health Sector in Mauritius.

2.      Objective
        To hire consultancy services to undertake the preparation of an e-Business Plan for
        harnessing ICT to enhance the operations of the Health Sector in Mauritius. The main
        objective would be the definition of an Information Technology Strategy to meet the
        current and future information requirements of the Ministry of Health & Quality of
        Life.

3.      Eligibility
        The “Invitation to Submit Proposals” applies to all Consultancy Firms having a
        proven track record in the preparation of e-Business Plan and having the required
        knowledge, expertise and capabilities to undertake such assignments.

4.      Scope of Services
        The scope of services is described in the Terms of Reference, which forms an integral
        part of the tender documents.

5.      Collection of Tender Documents
        The Tender Documents can be downloaded from the website of the Ministry of
        Health & Quality of Life at http://health.gov.mu. Kindly note that a downloadable
        form is available together with the downloadable tender documents. Once the tender
        documents have been downloaded, this form has to be completed and submitted (by
        mail) to the :
                                           Senior Chief Executive
                                    Ministry of Health & Quality of Life
                                  10th Floor, Emmanuel Anquetil Building
                                                 Port Louis


        Alternatively, the tender documents can also be obtained by calling in person at
        Purchasing Unit, Ministry of Health & Quality of Life, 10th Floor, Emmanuel
        Anquetil Building, SSR Street, Port Louis, Republic of Mauritius between 09.00 hrs
        and 16.00 hrs on weekdays.
      REPUBLIC OF MAURITIUS


MINISTRY OF HEALTH & QUALITY OF LIFE


           TENDER DOCUMENT




         CONSULTANCY SERVICES

        FOR THE PREPARATION OF

          AN E-BUSINESS PLAN

         FOR HARNESSING ICT TO

      ENHANCE THE OPERATIONS OF

     THE HEALTH SECTOR IN MAURITIUS




             4 JUNE 2007
                                   ANNEXURES




Annex 1                     Format for Firm’s General Experience
Annex 2a                    Sample CV for expert
Annex 2b                    Summary of CV – expert
Annex 2c                    Experience of expert related to the elaboration of e-business
                            plans and ICT plans
Annex 2d                    Experience of expert related to the planning, designing and
                            implementation of ICT projects
Annex 2e                    Experience in design and implementation of Information
                            Systems wrt Health sector
Annex 3                     Bid Form
Annex 4a                    Letter of submission/fee proposal
Annex 4b                    Financial Summary Sheet
Annex 5                     Agreement for preparation of e-Business Plan
Annex 6(a)                  Proposed Layout of e-Business Plan Report
Annex 6(b)                  Sample Process map & Information flow
Annex 6(c)                  Sample ICT strategy
Annex 7                     List of contact persons
Annexes 8(a), 8(b) & 8(c)   Main activities of each hospital & related statistics
     Section 1


Invitation to Tender
CONSULTANCY SERVICES FOR THE PREPARATION OF AN E-BUSINESS PLAN
     FOR HARNESSING ICT TO ENHANCE THE OPERATIONS OF THE HEALTH
                                 SECTOR IN MAURITIUS



                              INVITATION TO TENDER
                  (Authorised under section 7 (1) (a) of the CTB Act 2000)
        The Government of the Republic of Mauritius represented by the Ministry of Health
& Quality of Life, hereinafter referred to as the Client, is inviting proposals for Consultancy
Services for the preparation of an e-Business Plan for harnessing ICT to enhance the
operations of the Health Sector in Mauritius.


2.      The “Invitation to Submit Proposals” applies to all Experts/Consultancy Firms having
a proven track record in the preparation of e-business plan and having the required
knowledge, expertise and capability to undertake such assignments.


3.      Detailed information regarding the services required is given in the enclosed Terms of
Reference. The Expert shall include in his offer any additional services considered necessary
for the successful completion of the project.


4.      Proposals from Experts should be submitted in two distinct parts, namely
technical and financial and these should be in two separate sealed envelopes, both of
which should then be placed in a common sealed envelope marked “Tender:
Consultancy Services for the preparation of an e-Business Plan for harnessing ICT to
enhance the operations of the Health Sector in Mauritius, DO NOT OPEN BEFORE
Wednesday 25 July 2007 up to 13.30 hours (local time). The two separate inner envelopes
should be clearly marked “Technical Proposal”, and “Financial Proposal”, respectively, and
should bear the name of the Bidder.




                                                                                           1-1
5.   The Technical Proposal should contain the following sections:


      Section 1        Detailed information about the Firm/experts and its various
                       activities
      Section 2        Firm’s general experience in the field of assignment (as per format
                       provided at annex 1)
      Section 3        Understanding of the TOR
                           •   The firm will describe in details the work required for each
                               task as set out in the tender document and the various
                               implications.
                           •   The firm will also provide an assessment of the
                               completeness of the tasks.
      Section 4        Methodology to be used for the preparation of the e-business plan
                           •   The methodology shall include full justification for
                               procedures to be adopted, and tools and equipment to be
                               used.
                           •   The methodology will set out the approach to the following
                               activities:
                               o    Fact finding/data collection/surveys deemed necessary
                                    that will provide essential data to the study
                               o    Identification of alternative solutions for the proposed
                                    project
                               o    Analysis of alternative solutions
                               o    A briefing report summarising the analysis of the
                                    alternative solutions
                               o    Consultation        meetings         with        decision
                                    makers/stakeholders to identify the preferred solution
                               o    Preparation of draft and final e-Business Plan
                               o    Powerpoint Presentation of draft and final e-Business
                                    Plan




      Section 5        Proposed workplan


                                                                                         1-2
                                •    A time schedule of activities for carrying out the project
                                     shall be included.
                                •    The number of person months required for the study
                                •    Composition of the team proposed for the project
                                •    The task and duration (person months) of active work
                                     assigned to each member
                                •    The schedule for the submission of the different
                                     deliverables


            Section 6       Qualifications and experience of proposed experts (as per format at
                            annexes 2a to 2e)
            Section 7       Any other relevant documents




6.       The Financial proposal shall clearly indicate the total cost of carrying out the
consultancy services described in the Terms of Reference. Details should be given as per
format at Annex 4.


7.       A two-stage procedure will be adopted by the Client for evaluating the proposals,
with the technical evaluation of all proposals received in time being completed prior to any
financial proposal being opened. Technical proposals will be evaluated using the following
criteria:

                                    CRITERIA                                       MARKS
     a      Firm’s general experience in the field of assignment                        20
     b      Methodology/Workplan                                                        20
                    Understanding of TOR
                    Methodology
                    Proposed workplan
     c      The qualifications and experience of the expert(s) proposed for the         60
            assignment–format at Annex 2




                                                                                             1-3
Firms may propose a range of experts. However, for evaluation purposes, only the two best
qualified experts in terms of academic qualifications and experience (i.e. the ones obtaining
the highest marks as per subsection 9 below) proposed will be considered.


8.       The firm’s general experience in the field of assignment shall be submitted in the
format given at Annex 1.


9.       Curriculum vitae of the experts, duly signed by the experts themselves, shall be
submitted with the proposal in the format given at Annex 2a. Bidders should also fill in the
summary curriculum vitae table at Annex 2b, and the tables at Annexes 2c, 2d & 2e with
regards to the different projects undertaken by each expert. The percentage contribution (in
terms of man-days) of each expert to the assignment should also be mentioned. These
personnel will be evaluated generally on the basis of their contribution to the assignment and
in accordance with the following:


                                CRITERIA                                         MARKS
     a    Academic qualifications                                                    15
     b    Adequacy for the assignment                                                30
     c    Experience in the design and implementation of information                 10
          systems with respect to Health.
     d    Experience in Mauritius or similar countries                               5
Proposals with unsigned Curriculum Vitae of the experts to be deployed on the project
will not be considered.


10.      Only technical proposals from firms scoring at least 70 percent will be considered
responsive and their price envelopes will be opened and compared for financial evaluation.
The other price envelopes will be returned unopened.


11.      The successful Bidder will be the one whose proposal gets the lowest
cost/technical marks ratio.




                                                                                          1-4
12.       Bidders are requested to hold their proposals valid for ninety (90) days from the
closing date for the submission during which time the personnel proposed for the assignment
and the quoted Fixed price shall be maintained. The Government of the Republic of
Mauritius will make its best efforts to select a consulting firm within this period. If necessary,
the validity period may be extended by mutual agreement. During the extended period, the
price shall not be changed; however, the personnel may be changed with the approval of the
Client.


13.       All costs pertaining to the preparation of a proposal and negotiations of a contract,
including international travel, are not reimbursable as a direct cost of the assignment.


14.       Assuming that the Contract can be satisfactorily concluded the consulting firm shall
be expected to commence the assignment within two (2) weeks after the final agreement is
reached.


15.       It should be noted that any software development or IT firm or any other company
with which the Bidder is associated will not be eligible to participate in tendering for any
goods or works or services resulting or associated with, the project of which this consultancy
assignment forms part.


16.       If a consultancy firm does not have all the expertise for the assignment, there is no
objection to the firm associating with another consultancy firm to enable a full range of
expertise to be presented. The request for Joint Venture shall be accompanied with full
details of the proposed association.


17.       In the case of a Joint Venture or Association, all the firms constituting the Joint
Venture or Association will be jointly and severally liable and at least one firm in the Joint
Venture or Association shall be financially capable of meeting the contract requirements and
potential liabilities on its own and shall assume contracting responsibility and liability for
satisfactory execution of the assignment.


18.       The contracting arrangements shall define clearly the responsibilities and the services
to be provided by each firm in the case of a joint venture.



                                                                                              1-5
19.    The time schedule for performing the specified work is estimated to be around
fourteen (14) weeks.


20.    The Client requires that all relevant intermediate work and data produced shall revert
to him at the end of the contract, in hard and soft form. The Client will retain the right of
ownership and use of this work.


21.    One original plus three copies of each of the Technical and Financial proposals, shall
be addressed to the Secretary, Central Tender Board, 1st Floor, Social Security House, Julius
Nyerere Avenue, Rose Hill, REPUBLIC OF MAURITIUS and deposited in the Tender Box
of the Central Tender Board at the above address on or before Wednesday 25 July 2007 up to
13.30 hours (local time at latest.


22.    Bids sent by mail should reach the Secretary of the Central Tender Board by the same
deadline. Bids received after the above-specified date and time shall not be considered.
Please note that tenders received by facsimile or electronic mail will be rejected.


23.    The following shall be written on the envelope to indicate clearly its contents
“Tender: Consultancy Services for the preparation of an e-Business Plan for harnessing
ICT to enhance the operations of the Health Sector in Mauritius, DO NOT OPEN
BEFORE       Wednesday 25 July 2007 up to 13.30 hours (local time) . The envelope
containing the proposal should clearly indicate the name and full address of the Bidder to
enable late submission to be returned unopened.


24.    All correspondence related to the contract shall be made in English. Any clarification
sought by the Bidder in respect of the project shall be addressed at least fourteen (14) days
before the deadline for submission of bids, in writing to the Senior Chief Executive, Ministry
of Health & Quality of Life, Level 5, Emmanuel Anquetil Building, SSR street, Port-Louis,
REPUBLIC OF MAURITIUS. Fax: (230) 201 2176. The queries and the replies thereto shall
then be published on the web at the following address http://health.gov.mu.




                                                                                          1-6
25.     The Client reserves the right to accept or to reject any bid, and to annul the bidding
process and reject all bids at any time prior to the award of the contract, without thereby
incurring any liability to any Bidder or any obligation to inform the Bidder of the grounds for
its action.

                     The Senior Chief Executive (Attn. Mr. S.K. Sobee)
                           Ministry of Health & Quality of Life,
                          Level 5, Emmanuel Anquetil Building,
                                        SSR Street,
                                        Port-Louis,
                                  Republic of Mauritius.




                                                                                           1-7
6.    Supplementary Information
      All correspondence related to the tender shall be made in English. Any clarification
      sought by the Consultant in respect of the Project shall be addressed, at least
      fourteen (14) days before the deadline for submission of bids, in writing to the
      Senior Chief Executive, Ministry of Health & Quality of Life, 5th Floor, Emmanuel
      Anquetil Building, Port Louis, REPUBLIC OF MAURITIUS. The queries and the
      replies thereto shall then be published on the web-site at the following address
      http://health.gov.mu (without divulging the name of the tenderer raising the
      queries).

7.    Submission of Proposals
      (i)   The technical proposal and financial proposal to be submitted in two separate
            sealed envelopes which in turn should be placed in one common sealed
            envelope.
      (ii)  Submission of tenders, in four copies (one original and three copies) should be
            clearly marked “Consultancy Services for the preparation of an e-Business
            Plan for harnessing ICT to enhance the operations of the Health Sector in
            Mauritius” and should be addressed to

                                              The Secretary,
                                      Central Tender Board
                                 1st Floor, Social Security House
                                      Julius Nyerere Avenue,
                                       Rose Hill, Mauritius
              Tenders should be deposited in the Tender Box situated at the Central Tender
              Board’s Office or sent by courrier service or registered post so as to reach the
              Secretary of the Central Tender Board at the above-mentioned address on or
              before Wednesday 25 July 2007 up to 13.30 hours (local time) at latest.
              Tenders received by facsimile or electronic mail will not be considered.

8.    The Ministry of Health & Quality of Life reserves the right to:
      (a)   accept or reject any bid, and
      (b)   to annul the bidding process and reject all bids at any time prior to award of
            contract, without thereby incurring: any
            (i)     liability towards any bidder, or
            (ii)    obligation to inform any bidder of the grounds for the Ministry’s
                    action.




                                                      Ministry of Health & Quality of Life
                                                        5th Floor, Emmanuel Anquetil Bldg.
                                                                               Port Louis
5 June 2007
Terms of Reference
CONSULTANCY    SERVICES    FOR   THE   PREPARATION   OF   AN
E-BUSINESS PLAN FOR HARNESSING ICT TO ENHANCE THE OPERATIONS
OF PUBLIC HEALTH SERVICES IN MAURITIUS

TERMS OF REFERENCE

1. Introduction
The purpose of this assignment is to examine the activities of the Ministry of
Health & Quality of Life (MoHQL) and its Departments and to prepare an e-
Business Plan for harnessing ICT to enhance the operations and delivery of Public
Health services in Mauritius.

2. Objective of the e-Business Plan
The primary objective of the e-business Plan would be to define an appropriate
ICT strategy to improve the work processes of the MoHQL, its Departments as
well as relevant health agencies, with emphasis on improving productivity,
quality and service delivery.

The e-Business Plan will aim at reviewing the actual work processes at the
MoHQL, its Departments as well as relevant health agencies and recommend
appropriate Information & Communication Technologies (ICT) solutions in terms
of suitable hardware as well as application, system software and communication
facilities for a more effective and efficient use of IT.

3. Contents of the e-Business Plan
The plan would indicate the vision, mission and objectives of the Ministry and a
proposal as to how the Ministry, its Departments as well as relevant health
agencies will deliver their services electronically in line with e-Government
objectives.

It will also consist of an assessment of the current state of services being
delivered and an analysis of the gap between the current state of services and
the desired state and what approach and which solutions will be adopted to
reach the desired state.

In addition, the plan will provide reliable information as to the ICT needs of the
Ministry and its Departments and the cost and time scale for the implementation
of computerisation projects.

On approval of the e-Business Plan by the relevant authorities, a Request for
Proposal (RFP) will be launched for the implementation of the recommendations
contained therein. The Plan should therefore contain enough detailed information
so that an RFP document can be prepared from it.




                                                                               2-1
4. Scope of the assignment


The assignment should address the computerisation of the core functionalities of
MoHQL while taking into consideration the specificities of the Ministry and its
Departments as regards security and confidentiality of information. The working
interface between the MoHQL and other public sector bodies (Work Permit
Section of the Ministry of Labour, Industrial Relations and Employment, etc...)
and cross-departmental databases (such as the Central Population Database) in
terms of the similarity of information handled should also be taken into account
in developing the e-Business Plan.

The scope of the assignment will cover the following tasks:

1. Identify information needs (both internal and external) for the Client.
2. Study the services delivered by the client.
3. Analyse existing work procedures/processes and make recommendations for
   subsequent review.
4. A full assessment and evaluation of existing Information and Communication
   Technologies (ICT) infrastructure of the Ministry, its Departments and
   relevant health agencies.
5. Propose alternative solutions and their feasibility (including cost-benefit
   analysis) for the proposed computerisation.
6. Provide time frames for the implementation of the computerisation plan.
7. Propose means for linking of different sites required through a high capacity
   and secure network.
8. Propose hardware and system software as well as application software
   requirements for the client.
9. Make recommendations on the security aspects of the proposed system.
10.Work out human resource development programmes on ICT including training
   needs analysis, training of different category of staff and post training
   evaluation.
11.Recommend how information could be disseminated on the client’s website in
   a more effective manner.
12.MIS/EIS reports for decision making at management level.


The following is a non-exhaustive list of major ICT projects identified for the
Ministry and its Departments that the e-business plan should take into
consideration:

   •   Setting up of an integrated health information system which will link all
       hospitals, area health centres and other pertinent departments of the
       Ministry of Health and Quality of Life (MoHQL);
   •   Extension of the system to private clinics and medical practitioners so as
       to form a National Health Information System (NHIS);
                                                                              2-2
   •   Creation of a Patient Master Index (PMI) whereby every person having
       used public health services has a unique record at national level. This will
       ensure that a patient’s medical history is available at any hospital/medical
       institution he/she visits;
   •   Integration of hospital management system with the Stores system at the
       Central Supplies Division;
   •   Review the Central Health Laboratory system to cover the connection of
       regional hospitals/AHCs/etc…;
   •   Computerisation of the Blood Transfusion Service and integration with the
       Central Health Laboratory system;
   •   Computerisation of other sections/units of the Ministry of Health & Quality
       of Life;
   •   Link with other Ministries and Departments;
   •   Data Warehousing.


5. Deliverables


The following deliverables are expected:

1. Updated work plan (including methodology and approach) within two (2)
   weeks after signature of contract
2. Draft e-business plan within eight (8) weeks after submission of the
   updated workplan and a PowerPoint presentation of major recommendations
   to the Client.
3. Final e-business plan as per Annex 6 within two (2) weeks of reception of
   comments on the draft e-business plan from the Client. The final e-business
   plan should contain enough information for the preparation of the RFP
   document.


All deliverables shall be submitted in two copies.



THE E-BUSINESS PLAN REPORT SHOULD BE COMPLETED AND SUBMITTED
WITHIN FOURTEEN WEEKS FOLLOWING THE SIGNATURE OF THE CONTRACT.




                                                                                2-3
6. Profile of key personnel

6.1   The academic qualifications of the two experts should be as follows:

      a) At least one of the 2 experts should be a graduate in a management or
         economic or financial field, or any related field acceptable to the client.
      b) The other expert should be a graduate in the field of Information &
         Communication Technology (ICT).



6.2   The broad expertise of the two experts should be as follows:

      a) The first expert should have :
         (i).   at least 10 years experience related to management and should
                have undertaken at least one project of similar nature.


         (ii). experience in planning, designing and implementing projects of
                similar nature.


         (iii). experience in the design / implementation of Information Systems
                with respect to Health Sector.



      (b) The second expert should have:

         (i).   at least 10 years experience related to elaboration of e-business
                plans or ICT plans and should have undertaken at least one
                project in the field of ICT.


         (ii). experience in planning, designing and implementing ICT projects.


         (iii). experience in the design/implementation of Information Systems
                with respect to health sector would be an advantage.



Firms may propose a range of experts. However, for evaluation purposes, only
the two best qualified experts in terms of academic qualifications and
experience.




                                                                                 2-4
7. General Information on the MOHQL



The mission of the Ministry is as follows:

  •   Enhance the health status of the population;

  •   Improve the quality of health care delivery with a view to increasing
      patients’ satisfaction;

  •   Enhance social equity through the provision of a wider range of health
      services to the whole population; and

  •   Ensure that the health sector is consolidated and that the health services
      remain accessible to every citizen.



The functions of the Ministry are:

  •   To develop a comprehensive health service in order to meet the health
      needs of the population;

  •   To investigate the influence of physical environment and psychosocial
      domestic factors on the incidence of human diseases and disability;

  •   To plan and carry out measures for the promotion of health;

  •   To institute and maintain measures for the prevention of diseases
      including the epidemiological surveillance of important communicable
      diseases;

  •   To provide facilities for the treatment of diseases, including mental disease
      by maintenance of hospital and dispensary services;

  •   To make provisions for the rehabilitation of the disabled;

  •   To control the practice of medicine, dentistry and pharmacy;

  •   To provide facilities for the training of Nursing Officers, Midwives, ancillary
      hospital and laboratory staff and Health Inspectors;

  •   To advise local government authorities regarding their health services and
      to inspect those services;

  •   To prepare and publish reports and statistical data and other information
      relating to health;

  •   To implement a Family Planning, Maternal and Child Health Programme;
      and

  •   To initiate and conduct operational bio-medical health studies of diseases
      of major importance in the country.




                                                                                 2-5
Health care is provided free of charge to the citizens of the Republic of Mauritius.
Foreigners on visit, including tourists, are required to pay for health care
provided to them.

The main components of the public health service are:

7.1   Administration

The main administrative block of the public health service is found at the 5th
floor, Emmanuel Anquetil Building, Port Louis. It is spearheaded by the
Honourable Minister of Health and Quality of Life, the Senior Chief Executive and
two Permanent Secretaries followed by a workforce of 350 officers from both the
administrative and technical grades. It comprises of the administrative,
personnel, finance and statistics sections which help in the formulation of policies
and subsequent implementation. It is supported by the five regional
administrative blocks found at the regional hospitals.


7.2   The Hospitals

There are 5 regional hospitals.

Dr A. G. Jeetoo Hospital, Volcy Pougnet Street, P. LOUIS
Tel No. (+230)212-3201
Fax No. (+230)212-8958
Sir Seewoosagur Ramgoolam National Hospital (SSRNH), PAMPLEMOUSSES
Tel No. (+230)246-4669
Fax No. (+230)243-8965
Flacq Hospital, CENTRAL FLACQ
Tel No. (+230)413-2532
Fax No. (+230)413-2566

Jawaharlal Nehru Hospital (JNH)
ROSE BELLE
Tel No. (+230)603-7000
Fax No. (+230)627-4981

VICTORIA HOSPITAL & PRINCESS MARGARET ORTHOPAEDIC CENTRE
CANDOS
Tel. No. (+230)402-0800
Fax No. (+230)425-7693



Dr A. G. Jeetoo Hospital

The Regional hospital Dr A. Gaffoor Jeetoo is situated in the district of Port Louis
in the Capital itself. It has a population of 315,213 inhabitants.

It provides services to the sanitary area No 1 which covers the towns of Port
Louis and Beau Bassin and the following villages: Q. Militaire, Dagotiere, St
Julien d’hotman, Camp Thorel, L’esperance, St. Pierre, Moka, Le Hochet, Petite
Riviere, Albion and Bambous etc.
                                                                                 2-6
Within    its    catchment    area,    there are 2 Specialised Hospitals:
S. Bharati Eye Hospital situated at Moka and Brown Sequard Hospital
(psychiatric) situated at Beau Bassin.

There are also 25 Community Health Centres and 6 Area Health Centres within
its catchment area.




Sir Seewoosagur Ramgoolam National Hospital (SSRNH)

The SSRN Hospital is situated in the district of Pamplemousses. It provides
services for the sanitary area no 2 covering essentially the districts of
Pamplemousses and Rivière du Rempart under the directorate of a Regional
Health Director (RHD). It has a population of 208,640 inhabitants.

The Cardiac Centre is within the hospital compound.

Within its catchment area there is the specialised hospital in respiratory diseases
of Poudre d'Or and the Chest Clinic situated at Port Louis.

There are 23 Community Health Centres and 4 Area Health Centres within its
catchments area.



Flacq Hospital

Flacq Hospital is situated at Centre de Flacq in the district of Flacq. It provides
services or the sanitary region number 3, covering essentially the district of Flacq
under the directorate of a Regional Health Director (RHD). It has a population of
158,563 inhabitants.

The Regional Health Director is also responsible for the management of 21
Community Health Centres and 5 Area Health Centres.



Jawaharlal Nehru Hospital (JNH)

J Nehru Hospital is situated in Rose-Belle in the district of Grand Port and caters
for the sanitary region number 4 covering the districts of Grand Port and
Savanne with 175,536 inhabitants under the directorate of a Regional Health
Director (RHD).

The Regional Health Director is responsible for the Souillac District Hospital and
the Day Care Centre of Mahebourg Hospital.

There are 17 Community Health Centres and 5 Area Health Centres within its
catchment area.



Victoria Hospital & Princess Margaret Orthopaedic Centre

Covering an area of 25 acres, the Victoria Hospital - PMOC complex is situated in
                                                                                 2-7
Candos in the district of Plaine-Wilhems. It provides services for the sanitary
region number 5, catering essentially for the district of Plaine-Wilhems and the
lower half of Black River district. It covers the following towns Rose Hill, Quatre
Bornes, Vacoas, Phoenix and Curepipe It also covers the following villages
Midlands, Dubreuil, Flic en Flacq, Tamarin, Case Noyale, La Gaulette, Le Morne
and Chamarel. It has a population of 348,440 inhabitants.

Within its catchments area there is the ENT Hospital which is a specialized
hospital for ear, nose and throat patients. There is also the Community Hospital
Dr Y. Cantin of Black River. There are 20 Community Health Centres and 5 Area
Health Centres within its catchments area.


The main activities of each hospital together with related statistics are at
Annexes 8(a), 8(b) & 8(c).


Island of Rodrigues

At present, public health service in Rodrigues is provided by:

   •   Queen Elizabeth Hospital, the main hospital, is situated at Creve Coeur
       and offers a 24 hour service;
   •   2 Area Health Centres (Mont Lubin and La Ferme) that offer a 24-hour
       service;
   •   11 community Health Centres that offer a day service.

Rodrigues has a population of 36,994 inhabitants.

The services provided are as follows:

   •   Accident and Emergency,

   •   Sorted Out-patients (general medicine, general surgery, Paediatrics,
       Gynaecology and Obstetrics, Orthopaedics and dentistry)
   •   Laboratory Services
   •   X- Ray services
   •   Dialysis
   •   Pharmacy Department
   •   Physiotherapy Department
   •   Family planning Unit




7.3    Area and Community Health Centres

The 26 Area and 113 Community Health Centres provide primary health care
service. They also cater for family planning clinics, well-baby clinics, cash gift,
antenatal and postnatal care and a few specialist clinics.
                                                                                2-8
7.4       Central Health Laboratory

The Central Health Laboratory is situated on the premises of Victoria Hospital. It
caters to requests and results of laboratory investigations/tests in the following
sections:

      Biochemistry
      Bacteriology
      Cytology
      Haematology
      Histology
      Parasitology
      Serology
      Blood Bank
      Virology


Blood Transfusion Service

The National Blood Transfusion Service of Mauritius is situated in the premises of
Victoria Hospital, Candos. It is one of the many departments of Central Health
Laboratory, Ministry of Health and Quality of Life. It caters for the need of blood
and blood components for all public and private Health care institutions in the
Republic of Mauritius. It collects blood at fixed points as well as through a system
of mobile blood collection throughout the island.


The fixed points of blood collection are found at Blood Banks attached to the four
regional hospitals:
     AG Jeetoo Hospital in Port Louis;
     SSRN Hospital in the North;
     Flacq Hospital;
     Jawaharlal Nehru Hospital in Rose Belle South, besides the Blood
     Transfusion Service at Candos.



Regional Blood Banks
These are attached to the regional hospitals. Their main activity is to collect
blood from the blood donors and to store and issue blood to the hospitals after
pre transfusion testing.


Activities at the BTS
The following activities are carried out at the BTS:

Blood Banking:
    Donor Motivation and Recruitment: This is done by a team of motivators
    who motivate and recruit donors for voluntary blood donation.
    Blood Collection: This is done at the BTS as well as the blood collection
    stations at other regional hospitals. The majority of the blood units are
    collected at mobile blood drives. At present, 60% of the blood collected is


                                                                                2-9
       from voluntary donors and the rest from replacement donors. Sporadic
       autologous donations are also carried out.
       Testing: ABO, Rh Blood grouping, antibody screen, tests for HIV 1 and 2,
       Hepatitis B and C and Syphilis are routinely performed on all blood units
       collected. A selected number of units are also phenotyped, filtered and
       screened for CMV.
       Processing: 25% of the blood collected is processed into various
       components like Red Cell Concentrate, Fresh Frozen Plasma, Cryoprecipitate
       and platelets.
       Storage: Blood and blood components are stored at appropriate
       temperatures pending distribution and use.
       Distribution: Distribution of blood and blood components is done from the
       BTS to all public and private health care institutions depending on the
       demand. The regional hospitals also maintain a daily stock of blood and
       blood components for use.
       Apheresis Procedures: These are carried out through Hemonetics MCS plus
       system.
       Maintenance of records and statistical data: This is presently done on a
       manual basis using registers.

Other activities carried out at the BTS:
    Antenatal serology: This is a centralised service. The blood grouping and
    antibody screen is done on all antenatal women. Positive screens are
    further followed by antibody identification and titration
    Reagent Preparation: Some reagents are prepared at the BTS for its use and
    also distributed to hospital cross matching centres.
    HLA Typing: This is performed using serological techniques for all renal
    transplant patients as well as on patients and donors
    Special Investigations: These include resolving blood group deficiencies,
    investigations of transfusion reactions and of immune hemolytic anemias.



7.5     National Health Information System
The Medical Records Division and the Health Statistics Unit are the two main
Units which provide information support to the managerial process for National
Health Development. The Medical Records Division provides information of public
health institutions while the Health Statistics Unit provides information from both
the public and private sector. The information required for monitoring, evaluation
and decision-making is divided into five main components mainly:
   •    Population and vital statistics
   •    Infrastructure and personnel
   •    Services
   •    Morbidity
   •    Mortality
Appropriate data collection mechanisms have been established among all health
providers.




                                                                              2-10
7.6   Demography/Evaluation Unit

The Demography/Evaluation Unit is responsible for the evaluation of the national
family planning programme and for the collection of family planning statistics
from all government clinics and the two non-governmental organisations,
namely, Mauritius Family Planning Association and Action Familiale.
The Demography/Evaluation Unit also acts as a co-ordinating unit with all
departments and organisations involved in population activities.
Since its inception in 1967, the Demography/Evaluation Unit has been
instrumental in helping the Government in establishing targets for its population
policy. The population policy of the Government, as stated in the 1992-1994
National development Plan, is, "The main thrust of population policy during the
period 1992-1994 and onward will, therefore, be to maintain the Gross
Reproduction Rate at replacement level".
The Demography/Evaluation Unit publishes a 'Reproductive Health Service
Statistics Bulletin' on a monthly basis and a 'Family Planning and Demographic
Yearbook' . This yearbook gives a detailed analysis of the population trends and
family planning data and activities for Islands of Mauritius and Rodrigues.
The Demography/Evaluation Unit also carries out surveys and research
particularly in the field of reproductive health. The 2002 Contraceptive
Prevalence Survey, which has been funded by the United Nations Population
Fund (UNFPA), is the latest survey that has been carried out by the
Demography/Evaluation Unit together with the Mauritius Institute of Health
(MIH).
The Principal Demographer, head of the Demography/Evaluation Unit is also
responsible for the implementation of UNFPA-funded projects in connection with
the strengthening of reproductive health programme.



7.7   NCD Mobile Service

In the past, the Ministry of Health and Quality of Life has geared its
efforts/resources towards conducting surveys/researches and treating patients
with non-communicable diseases (NCD). Besides, the NCD Services were being
provided, until September 2005, at central level with a misuse of resources at
medical and nursing levels.

The Ministry has decentralised its NCD services and these are now operational at
regional level, i.e. at hospitals, Area Health Centres and Community Health
Centres.

To supplement the NCD decentralised services, the MOHQL has introduced the
NCD Mobile Service, which aims at:

(i) bridging the gap between those people who are being screened and those
who are not being screened in the NCDs;

(ii) encouraging people who are “supposedly” not yet affected by any NCD to be
screened, as the services will not only be near their home, but they will also be
informed of why it is important to be screened although they may appear to be
physically fit;
                                                                             2-11
(iii) achieving the goal “early detection of a disease can lead to its cure, or to
minimise complications”;

(iv) providing an opportunity for the working population to be screened without
having to be absent from work and at a time convenient to them;

(v) promoting healthy lifestyle habits with ‘at home’ aggressive health education
programmes; and

(vi) reducing in the long term, both the prevalence and the incidence of NCDs in
the population.


The service is, therefore, geared towards reaching the community at their work
sites, houses, leisure places, etc.

The mobile NCD service consists of the following facilities:
    a) Health & Education Programme ;
    b) Screening for diabetes, obesity, hypertension, vision;
    c) Screening for cervical and breast cancers;
    d) Issue of a ‘Carnet de Santé’ to each person screened; and
    e) Handing over of screening results individually to each person screened.

Besides, data on each person are captured and recorded at source. These are
analysed and the results help the Ministry in planning, monitoring and evaluating
its future activities/projects/programmes regarding NCDs. It keeps a bank data
on people regarding NCDs. During the screening exercise, people detected with
any NCD related problem are referred immediately to the nearest Health Centre/
Hospital for treatment and follow up.


7.8   Occupational Health Unit

This Unit is responsible for the monitoring of high risk places of work. It conducts
medical examinations on high risk workers and provide clearance certificates to
all migrant workers under the Migrant Worker Unit. It is also equipped with a
health quality laboratory where various tests are carried out.


7.9.1 Environmental Health Engineering Unit

The Environmental Health Engineering Unit is mainly responsible for monitoring
of drinking, swimming and spa waters, enforcement of noise and odour under
EPA (2002), processing EIA and PER applications, providing recommendations to
the morecellement unit, advising on collection, treatment and disposal of both
liquid and solid wastes for hospitals, c ontributing in the implementation of waste
projects, providing engineering support to Health Inspectorate, conducting ex-
post control for ongoing and new development.


7.9.2 Health Inspectorate Unit


                                                                               2-12
This Unit has the responsibility to ensure public places and food establishments
maintain a high standard of hygiene. It investigates, inspects and recommends
on everything that pertains to hygiene and environmental sanitation. It
recommends on the issue of trade licenses and also enforces public health laws.
It monitors surveillance of infectious diseases in the country and controls the
introduction of diseases from outside the country.


7.9.3 Parastatal organisation: Mauritius Institute of Health (MIH)

The Mauritius Institute of Health (MIH) is an agency of the Ministry of Health and
Quality of Life. It serves as the training and research arm of the ministry. It is
located at Powder Mill, Pamplemousses in the premises of the SSRN Hospital.

The Mauritius Institute of Health aspires to respond to the needs of society
through the excellence of its training programmes and through the provision of
good quality operational research for health. These are carried out in co-
operation with governmental, parastatal and international organisations,
institutions and agencies.


Functions of MIH

The MIH carries out training and research activities in the health sector and
provides services:
    to enhance the quality of health care services through the development of a
    health profession education plan.
    to improve the effectiveness and efficiency of health programmes through
    the conduct of Health Systems Research (HSR) and evaluation of health
    services.
    to strengthen regional cooperation in the field of health, through the
    development of international courses in response to the training needs of
    the countries of the region.
    to increase accessibility to quality information on medical and health issues,
    needed by health care providers, through the provision of wide range of
    information on health and health related subjects.
    to develop linkages with training and research institutions at national and
    international levels.




8. Current ICT Situation


Registry System – Headquarters

The MoHQL operates an Oracle-based Registry system that provides features of a
Registry System such as recording of incoming/outgoing mails, monitoring of file

                                                                             2-13
movements and bring up (BU). It runs on a Windows-based server at the MoHQL
and is accessed by users over a local area network.

Weaknesses of the system
Although training has been given several times, usage of the system did not
really take off. There is much resistance on the part of users to make full use of
the system.



Mail/Internet facilities

Mail/Internet facilities are available at the Headquarters of the MoHQL through
the Government Online Centre. The Government Online Centre (GOC) is the
focal point through which citizens and businesses interact electronically with
Government. It provides Internet connectivity as well as email facility for the
entire Civil Service.



Attendance Monitoring System (May 2000)

This is a clock-in, clock-out package together with a card reader. It has been
implemented in 3 sites namely Ministry of Health & Quality of Life Headquarters,
ENT hospital Vacoas and Moka Eye hospital. The system is operational at
Headquarters since May 2000 with 350 cards being monitored.

The system may be replicated in larger hospitals subject to positive reports from
ENT (225 cards) and Moka Eye (200 cards) hospital where the system has been
made operational.



Central Health Laboratory (CHL)

The CHL computerised system is operational since 1993. The Unix-based system
was developed by the State Informatics Ltd under Oracle 7.2 RDBMS.

The system has been used in the Biochemistry, Bacteriology, Cytology,
Haematology, Histology and Parasitology. However, the usage of the system did
not really take off in the Serology, Blood Bank and Virology departments.

Weaknesses of the system
  Software
    System does not cater for administrative and store functions;
    Computer terminals are not connected to automated laboratory
    equipment;
    No connection with wards;
    Lack of unique identifier leading to multiple records for same patient.

   Others

                                                                             2-14
      No permanent pool of data entry clerks at CHL;
      No training scheme to cater for movement of staff.

The review of the system aims at improving the weaknesses of the current
system and addressing other activities such as:
      Automatic transfer of requests/results from/to hospitals, AHCs, wards etc…
      Interfacing of automated analysers with the computer system
      Finance and Billing
      Personnel management System
      Stores management System
      Basic Office Automation


Central Supplies Division

The Central Supplies Division (CSD) of the Ministry of Health and Quality of Life
(MoHQL) is computerised since 1996. The Stores system currently running at the
CSD was developed by State Informatics Ltd (SIL). It is host-based with
terminals accessing the application.

The CSD users have made a request for certain enhancements/modifications of
the existing system. SIL has been approached for the changes. However, given
that the technology on which the Stores system is based has now become
obsolete, it is deemed more appropriate to replace the host-based version of the
software running at CSD by a newer version of the Stores package and carry out
the enhancements thereon. It is thus proposed to request SIL to carry out the
conversion of the client-server version of the Stores package into thin-client
version. The new system will also enable other stores of the MoHQL to
computerise their activities.

The new version of the software will also incorporate the following
enhancements:
        The possibility of bar-coding stores items;
        Multiple stores: This would enable the different stores falling under
        the purview of the MoHQL (Store sections of regional & specialised
        hospitals) to make use of a single centralised system for their day-to-
        day transactions;
        Transactions between the different stores: This would also facilitate
        interaction between the CSD and the Stores sections of the different
        hospitals.

Moreover, it is proposed to develop a new module to cover functionalities such
as Purchase Requisition and Tender for the Procurement Division located at the
Headquarters of the MoHQL.



JNH

To date one regional hospital, the Jawaharlall Nehru Hospital has been
computerised with limited success. The Jawaharlall Nehru Hospital (JNH)
Integrated Hospital system caters for the major activities of patient care. This
system has been developed under Oracle and is now running under Oracle
                                                                             2-15
version 7.2.xx. 64 user licences are available and around 40 users are currently
connected to the system. Around 200,000 patient records are currently available
in the system.

The JNH system is composed of the following modules: Medical Records, Ward
Monitoring, Pathology Laboratory & Blood Bank, Drug Store Monitoring
(Pharmacy), General Stores, Physiotherapy Department, X-Ray Department,
Occupational Therapy Department, Personnel Information (Personnel data and
leave monitoring), Medical Social Service.

The modules in use are Medical records, Xray, Occupational Therapy,
Physiotherapy and Pharmacy. The ward module is now gradually being put to
use.

Computerisation of BTS

The project aims at computerising the Blood Transfusion Service (BTS) at
Victoria Hospital, Candos and four remote Blood Collection Stations. The idea is
to acquire and customize a software package that has been successfully
implemented in other countries. This software would record results of activities
carried out at the Blood Transfusion Service. A server will be installed at the
Central Laboratory Building at Victoria Hospital, Candos. PCs located at the BTS
and Virology department at the Victoria Hospital will access the system. Two PCs
will be installed at each of the four Blood Collection Stations and will access the
system remotely over telecommunications lines. One notebook computer will
also be in use at each of the three mobile caravans. Information recorded will be
downloaded to the central system on an off-line basis.

Benefits
  • The proposed system is expected to improve blood donor, blood unit and
     patient traceability and better manage blood donors, blood stock and
     blood use.
  • It will provide BTS with the stepping stone to embark on Quality
     Assurance and Haemovigilance.




Computerisation of Cardiac Centre

This project aims at computerising the Cardiac Centre as a pilot site prior to
replication of the system in Regional Hospitals. The system proposed would be
an Integrated Hospital Management system (HMS) which covers the various
activities in the Cardiac Centre (Clinical, Administrative and Support Services
respectively). The main information is the patient database. The project also
covers the provision of office automation software, email and Internet facility.

In terms of hardware, a server for the Integrated Hospital Management System,
and a server for email/Internet facility together with security features are being
purchased. The project also includes the purchase of appropriate peripherals
(PCs and printers) as well as the setting of a Local Area Network (LAN).

Benefits
                                                                              2-16
   •   Facility in searching patient details
   •   Doctors can easily compare cases
   •   Management information is readily available for control, decision making
       and long term planning
   •   Automatic generation of statistical information
   •   Discharge letters can be automatically generated from the system.
   •   Enhance communication and sharing of information within the Cardiac
       Centre as well as with external entities (e.g. cardiac units of Regional
       Hospitals).



Computerisation of Mediclinics/Area Health Centres

This system caters for all the activities of a patient using the services offered by
the medi-clinic namely:
• patient registration, waiting time
• history of patient in the case of a second or more visit to the medi-clinic
• prioritisation of patients by Nurse
• vitals results by Nurse
• consultation by Doctor
• assistance to Doctor in going through protocol
• assistance to Doctor in ensuring prescribed drug is available in stock
• computer generated sick note and referral note to assist Doctor
• information regarding drugs prescribed to patient and stock levels for use by
   Pharmacy unit

The system has been implemented and is operational at L’Escalier and Belvedere
medi-clinics. The application software is running under Oracle and supports 13
concurrent users.

Note:
The system has been replicated in 7 Area Health Centres including 2 in
Rodrigues. Sites are Triolet, Cassis, Grand Bois, Bel Air, Castel, La Ferme (Rod.),
Mt Lubin (Rod.). However, the replication project did not really take off in the
Area Health Centres.

IT Staff

IT staff from Central Information Systems Division, Ministry of Information
Technology and Telecommunications manage some of the computer systems of
the Ministry (e.g. Headquarters of the MoHQL, Central Health Laboratory and
JNH). The other computer systems are run by staff of the MoHQL (e.g.
Mediclinic, CSD).

Being a government department, the Ministry relies on the Central Informatics
Bureau of the Ministry of IT and Telecommunications for technical advice with
respect to computerization.



                                                                               2-17
9. Current Problem Areas

General
  • Lack of unique identifier leading to multiple records for same patient.
  • No access to patient health history especially in case of referrals from one
     health institution to another.
  • Difficulty for management to have access to information for control,
     decision making and long term planning

Purchasing
  • Difficulty in following up purchasing of materials.

Central Health Laboratory
  • The current system does not cater for administrative and store functions;
  • Computer terminals are not connected to automated laboratory
     equipment;
  • No connection with wards.




                                                                            2-18
10. List of contact persons

The contact persons in different departments/units of the Ministry of Health &
Quality of Life are listed in Annex 7.




                                                                          2-19
CONSULTANCY SERVICES FOR THE PREPARATION OF AN E-BUSINESS PLAN FOR
    HARNESSING ICT TO ENHANCE THE OPERATIONS OF THE HEALTH SECTOR IN
                                            MAURITIUS


                           GENERAL CONDITIONS OF CONTRACT

1       Introduction

1.1     Instructions
The Bidder is expected to examine all instructions, forms, terms and specifications in the bidding
documents. Failure to furnish all information required by the bidding documents or submission of a bid
not substantially responsive to the bidding documents in every respect will be at the Bidder's risk and
may result in rejection of its bid.


1.2     Cost of bidding
The Bidder shall bear all costs associated with the preparation and submission of its bid, and the
Client named in the Bid Form will in no case be responsible or liable for those costs, regardless of
the conduct or outcome of the bidding process.


1.3     Clarification of Bidding Document
1.3.1 All correspondence related to the contract shall be made in English. Any clarification sought
by the bidder in respect of the project shall be addressed at least fourteen (14) days before the
deadline for submission of bids, in writing to the Senior Chief Executive, Ministry of Health &
Quality of Life, Level 5, Emmanuel Anquetil Building, SSR street, Port-Louis, REPUBLIC OF
MAURITIUS. Fax: (230) 201 2176

1.3.2 The queries and the replies thereto shall then be published on the web at the following
address http://health.gov.mu (without divulging the name of the tenderer raising the queries).


1.4     Amendment of Bidding Document
1.4.1 At any time prior to the deadline for submission of bids, the Client, for any reason, whether at
its own initiative or in response to a clarification requested by a prospective Bidder, may modify the
bidding documents by amendment.

1.4.2 All prospective Bidders that have received the bidding documents will be notified of the
amendment in writing, and it will be binding on them.

                                                                                                   3-1
1.4.3 To allow prospective Bidders reasonable time to take the amendment into account in
preparing their bids, the Client may extend the deadline for the submission of bids based on the
nature of the amendments.


1.5       Submission of Bids
1.5.1 Proposals from Consultants should be submitted in two distinct parts, namely technical and
financial and these should be in two separate sealed envelopes, both of which should then be placed
in a common sealed envelope marked “Tender: Consultancy Services for the Preparation of an e-
Business Plan for the Health Sector in Mauritius, DO NOT OPEN BEFORE Wednesday 25
July 2007 at 13.30 hrs at latest. The two separate inner envelopes should be clearly marked
“Technical Proposal”, and “Financial Proposal”, respectively, and should bear the name of the
bidder.


1.5.2 Prices should be inclusive of all applicable duties and taxes.


1.6       Deadline for Submission of Bids
1.6.1 One original plus three copies of each of the Technical and Financial proposals, shall be
addressed to the Secretary, Central Tender Board, 1st Floor, Social Security House, Julius Nyerere
Avenue, Rose Hill, REPUBLIC OF MAURITIUS and deposited in the Tender Box of the Central
Tender Board at the above address on or before 27th July 2007, 13.30 hrs (local time) at latest.

1.6.2     Any bid received by the Client after the deadline for submission of bids prescribed by the Client
pursuant to Clause 1.6.1 will be rejected.

1.6.3     The client reserves the right to postpone the deadline for submission of the proposal by written
notice.


1.7       Fee Structure
1.7.1     The Consultant shall, in their offer, detail the proposed fee structure for carrying out the services
in connection with the consultancy assignment. The fee should be a Fixed Lump Sum Fee. No price
escalation under this contract shall be allowed. The Client shall not compensate for any costs incurred in
the preparation and submission of this consultancy proposal. A general format is indicated for
submission of financial bids at Annex 4. The consulting firm may amend or delete sections not relevant
to the consultancy for the project.

1.7.2     The prices and rates in the financial offer will be deemed to be inclusive of all taxes, social
charges and any other incidental costs and overheads but exclusive of VAT (Value Added Tax). VAT is
                                                                                                           3-2
payable by the consultants and should be included as a separate item in the bid. If a tenderer fails to
include VAT in his tender price, such tender price shall be deemed to be inclusive of VAT and no
adjustment will be made to his price in respect thereof.

1.7.3   The Consultant and their Personnel shall be exempt from any taxes, stamp duties, fees, levies and
other impositions imposed, under the Applicable Law, in respect of any payments whatsoever made to
the Consultants, Sub-Consultants and the Personnel of either of them (other than Mauritian nationals or
permanent residents of Mauritius) staying in Mauritius for a period of less than 183 days within an
income year as per the Income Tax Act.


1.8     Duration of Consultancy
1.8.1   The Consultant shall include in the proposal a proposed schedule for the work programme.


1.9     Responsiveness of Proposals
1.9.1   The responsiveness of the proposals to the requirements of the TOR will be determined. A
responsive proposal is deemed to contain all documents or information specifically called for in the TOR
and to conform to all the terms and conditions of the TOR without material deviation. A material
deviation is any deviation affecting in any way or limiting in a substantial way the price, scope and
completion of the works to be undertaken by the Consultant consistent with the TOR, Client’s rights or
the Consultant’s obligations. A bid determined not responsive will be rejected by the Client and may not
subsequently be made responsive by the Consultant by correction of the non-conforming item(s).


2 Pricing of Tender

The applicant shall express the amount of this tender in Mauritian Rupees, his own currency or US
Dollar. The rate of exchange will be sent as an addendum twenty eight days prior to closing date.


2.1 Correction of Errors.

2.1.1 Bids determined to be substantially responsive will be checked by the Client for any
arithmetical errors. Errors will be corrected by the Client as below:

        a. where there is a discrepancy between the amounts in figures and in words, the amount in
           words will govern, and

        b. where there is a discrepancy between the unit rate and the line total resulting from
           multiplying the unit rate by the quantity, the unit rate as quoted will govern, unless in the
           opinion of the Client there is an obviously gross misplacement of the decimal point in the
           unit rate, in which case the line total as quoted will govern and the unit rate will be
           corrected.


                                                                                                     3-3
2.1.2 The price amount stated in the Bid will be adjusted by the Client in accordance with the above
procedure for the correction of errors.

2.2 Evaluation and Comparison of Bids

2.2.1 Only technical proposals from firms scoring at least 70 percent of the marks will be considered
responsive and their price envelopes will be opened and compared for financial evaluation.
The other price envelopes will be returned unopened.

                                        CRITERIA                                           MARKS
 a      Firm’s general experience in the field of assignment                                 20

 b      Methodology/Workplan                                                                   20
                 Understanding of TOR
                 Methodology
                 Proposed workplan

 c      The qualifications and experience of the expert(s) proposed for the assignment –       60

        format at Annex 2


2.2.2 For evaluation purposes, only the two best qualified experts proposed will be considered.

2.2.3 The firm’s general experience in the field of assignment shall be submitted in the format given
at Annex 1.

2.2.4     Curriculum vitae of the experts, duly signed by the experts themselves, shall be submitted
          with the proposal in the format given at Annex 2a. Bidders should also fill in the summary
          curriculum vitae table at Annex 2b and the tables at Annexes 2c, 2d & 2e with regards to the
          different projects undertaken by each expert. Proposals with unsigned curriculum vitae of
          the personnel to be deployed on the project will not be considered. The percentage
          contribution (in terms of man-days) of each expert to the assignment should also be
          mentioned. These personnel will be evaluated generally on the basis of their contribution to
          the assignment and in accordance with the following:

                                           CRITERIA                                        MARKS
             a       Academic qualifications                                                  15
             b       Adequacy for the assignment                                              30
             c       Experience in the design and implementation of information               10
                     systems with respect to Health.
             d       Experience in Mauritius or similar countries                             5




2.2.5 The financial evaluation shall be assessed on the basis of the price (X) of the responsive
proposal and the technical marks (Y) scored.
                                                                                                    3-4
2.2.6    A cost/technical marks ratio will be calculated in the following manner:

               X/Y

The best evaluated proposal will be the one with the lowest cost / technical marks ratio.

3     Award of Contract

Following the opening and evaluation of proposals, the Client will award the Contract to the successful
bidder whose bid has been determined to be substantially responsive and has been determined as the best
evaluated bid. The Client will communicate to the selected Consultant its intention to finalise the draft
conditions of engagement submitted earlier with his proposals. After agreement will have been reached,
the successful Consultant shall be invited for the signature of the Contract Agreement to be prepared by
the Consultant in consultation with the Client. The Consultant shall submit, together with their proposal,
draft conditions of engagement. A sample form of contract for consultant’s services under which the
services will be performed is indicated in Annex 5.

3.1     Application
These General Conditions shall apply to the extent that they are not superseded by provisions in
other parts of the Contract.


3.2     Validity Period
3.2.1   Bidders are requested to hold their proposals valid for ninety (90) days from the closing date
for the submission during which time the personnel proposed for the assignment and the quoted
Fixed price shall be maintained.
3.2.2 The Government of the Republic of Mauritius will make its best efforts to select a consulting
firm within this period. If necessary, the validity period may be extended by mutual agreement.
During the extended period, the price shall not be changed; however, the personnel may be changed
with the approval of the Client.

3.3     Performance Security
3.3.1 Within ten (10) days or such other periods as may be specified in the Bid Form after the
receipt of an award of Contract from the Central Tender Board, the successful Bidder shall furnish
Performance Security to the Client in the amount specified in the Bid Form.

3.3.2 The Performance Security shall be in the form of a Bank guarantee issued by a Commercial
Bank operating in Mauritius (see enclosed pro forma).

3.3.3 The proceeds of the Performance Security shall be payable to the Government of Mauritius as
compensation for any loss resulting from the Bidder’s failure to complete its obligations under the
Contract.

                                                                                                      3-5
3.3.4 The Performance Security will be discharged by the Client not later than two months
following the date of completion of the Bidder’s performance obligations, including any warranty
obligations as specified in the Agreement.


3.4     Delays in the Bidder’s Performance
3.4.1 Delivery and performance of the Services shall be made by the Bidder in accordance with the
time schedule as per Agreement.

3.4.2 If at any time during the performance of the Contract, the Bidder should encounter conditions
impeding timely delivery and performance of the Services, the Bidder shall promptly notify the
Client in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable
after receipt of the Bidder's notice, the Client shall evaluate the situation and may at its discretion
extend the Bidder's time for performance, with or without liquidated damages, in which case the
extension shall be ratified by the parties by amendment of the Contract.

3.4.3   Except in the case of “force majeure” as provided in GCC Clause 4.2, a delay by the Bidder in
the performance of its delivery obligations shall render the Bidder liable to the imposition of liquidated
damages pursuant to GCC Clause 3.4.4, unless an extension of time is agreed upon pursuant to GCC
Clause 3.4.2 without the application of liquidated damages.

3.4.4   Liquidated damages for delay
The contractor will pay liquidated damages for delays up to a sum equal to 0.5% of the value of the
deliverables to the client for each week that performance is delayed under this clause up to a maximum
deduction of 10%. The damages shall be calculated from the expiry of the contractual period and will be
met from any sum due or which may become due to the contractor.


3.5     Penalty Clause
Subsequent to clause 3.4.4 and except in the case of “force majeure” as provided in GCC Clause 4.2 and
to the provisions of GCC Clause 3.4.2, if the Bidder fails to deliver or to perform the Services within the
period(s) specified in the Agreement, the Client shall, without prejudice to its other remedies under the
Contract, cause the Performance Security to be forfeited to the Government of Mauritius.


3.6     Governing Language
The Contract shall be written in the English Language. All correspondence and other documents
pertaining to the Contract which are exchanged by the parties shall be written in the same language.




                                                                                                       3-6
3.7    Applicable Law
This agreement shall be governed by, and construed in accordance with the laws of Mauritius.


3.8    Bidder’s Obligation
3.8.1 The Bidder is obliged to work closely with the Client's staff, act within its own authority, and
abide by directives issued by the Client that are consistent with the terms of the Contract.

3.8.2 The Bidder will abide by the job safety measures and will indemnify the Client from all
demands or responsibilities arising from accidents or loss of life, the cause of which is the Bidder's
negligence. The Bidder will pay all indemnities arising from such incidents and will not hold the
Client responsible or obligated.

3.8.3 The Bidder is responsible for managing the activities of its personnel, or subcontracted
personnel, and will hold itself responsible for any misdemeanours.

3.8.4 The Bidder is responsible for, and obligated to conduct all contracted activities in accordance
with the Contract using state-of-the-art methods and economic principles and exercising all means
available to achieve the performance specified in the Contract.

3.8.5 The Bidder shall appoint an experienced counterpart Project Manager for the duration of the
Contract. This manager may be replaced only with the prior written consent of the Client.

3.8.6 The Bidder shall take the lead role and be jointly responsible with the Client for producing a
finalised project plan and schedule, including identification of all major milestones and specific
resources that the Client is required to provide.

3.8.7 The Bidder will not disclose the Client's information it has access to, during the course of the
Consultancy, to any other third parties without the prior authorisation of the Client.


4      Client’s Reservation of Rights
The Client reserves the right not to accept any proposal as a result of this tender.


4.1    Client Obligations
In addition to providing Bidder with such information as may be required by Bidder to prepare the e-
Business Plan Client shall
(a)    provide Bidder with specific and detailed information concerning Client's work flow,
       procedures and transaction volumes;
(b)    in general, provide all information and access to Client's personnel;


                                                                                                  3-7
(c)   make available to Bidder, for Bidder's use in fulfillment of this Agreement desk and
      conventional office facilities for location of employees of Bidder;
(d)   appoint a coordinator who shall arrange any access to its information and staff required by
      Bidder for its performance under the contract.


4.2   Force Majeure
(a)   Neither Bidder nor Client shall be liable for failure to meet contractual obligations due to
      Force Majeure.
(b)   Force Majeure impediment is taken to mean unforeseen events, which occur after signing this
      Agreement including but not limited to strikes, blockade, war, mobilization, revolution or
      riots, natural disaster, acts of God, refusal of license by Client or other stipulations or
      restrictions by Client authorities, in so far as such an event prevents or delays the contractual
      party from fulfilling its obligations, without its being able to prevent or remove the
      impediment at reasonable cost.
(c)   The party involved in a case of Force Majeure shall immediately take reasonable steps to
      limit consequence of such an event.
(d)   The party who wishes to plead Force Majeure is under obligation to inform in writing the
      other party without delay of the event, of the time it began and its probable duration. The
      moment of cessation of the event shall also be reported in writing.
(e)   The party who has pleaded a Force Majeure event is under obligation, when requested, to
      prove its effect on the fulfilling of this Agreement.




                                                                                                   3-8
4.3        Sample Forms

1          Performance Security Form (Sample)

Know all men by the presents that we:


1.         .....................................................................................
           (Full name & address in block letters)                               PRINCIPAL

2.         .....................................................................................
           (Full name & address in block letters)                               SURETY

are held firmly bound, jointly and in solido, unto the Government of Mauritius in the principal sum
of Rupees ....................................................................................................
for which payment well and truly to be made we bind ourselves firmly by these presents.

The condition of the above obligations being that should the said <name of Bidder>
fulfill his /their obligation/s under an agreement entered into between the <name of Client>, and
themselves in respect of <description of work>
to the Government of Mauritius during the period ending ..................................................
and not incur cancellation of the agreement for any cause whatsoever then the above obligation to be
null and void; otherwise to remain in full force and effect.

The validity of this guarantee expires on ............................................................................
which is two months beyond the contract period (i.e. after submission of final report).

*.......................................................................................
                                   PRINCIPAL                           (Signature)

*.......................................................................................
                                   SURETY                              (Signature)

Port-Louis this ................. of .............. two thousand and ............................

* The following words should be inserted in the signatory’s own handwriting:

“Good for the sum* of Rupees ........................................................”


(*sum to be specified in words & figures)




                                                                                                                         3-9
2         Bank Guarantee for Advance Payment (Sample)

Know all men by these presents that we:

1.          .................................................. (PRINCIPAL)
2.          .................................................. (SURETY)
                  (Full name in block letters)
are held and firmly bound unto the Government of Mauritius in a sum not exceeding
Rs ................. (Rupees ...........................................................) to be well and truly paid to the said
Government of Mauritius for which payment to be well and truly made we bind ourselves and each
and every one of us in the whole, our and each of our heirs, executors and administrators jointly and
severally firmly by these presents it being a condition that no payment will be made under this bond
unless the Advance Payment hereinafter referred to has been granted.
WHEREAS the above named ................................................................ have entered into an
agreement dated .................................. with the Government of Mauritius to prepare an e-Business
Plan.
WHEREAS Government of Mauritius has agreed to advance a sum of Rs ......................... against a
bank guarantee to the said ............................................................ for the above-mentioned work.
WHEREAS the said ............................................................... are willing to guarantee the repayment
of the said sum of Rs ............................. .
NOW THEREFORE the condition of this bond is such that if the said
.......................................... do repay the amount advanced by way of payments within the time for
completion of the Contract or effect full repayment of the outstanding balance immediately
following any determination of the said Contract, then the present obligation shall be void, otherwise
shall remain in full force and virtue.
This guarantee shall expire no later than .............................. after which date it will be considered
automatically canceled without necessity for any notice.

Dated at Port-Louis, this ...............................................

.............................................................. (PRINCIPAL)
                        (Signature)


............................................................... (SURETY)
                        (Signature)




                                                                                                                         3-10
ANNEXES
                                                                                         Annex 1


     CONSULTANCY SERVICES – e-Business Plan for the Health Sector in Mauritius


 FIRM’S GENERAL EXPERIENCE IN THE FIELD OF ASSIGNMENT BASED ON THE
     NUMBER OF YEARS IT HAS BEEN IN OPERATION AND THE NUMBER OF
                                   PROJECTS UNDERTAKEN


The following information should be provided in the format indicated for each reference project
for which your company either individually as a corporate entity or as one of the major companies
within a consortium has carried out and/or similar studies in the field of assignment.


Project Name :                                   Country:


Project Location within Country:                 Professional Staff provided by your company
                                                 /associates
Name of Client:                                  No. of staff
                                                 No. of man months
Start Date & Completion Date (Month/Year)        Approx. value of services


Name of associated firm(s) if any:               No. of man-months of professional staff
                                                 provided by associated firm(s)
Name of senior staff (project director/ co-ordinator, team leader) involved and functions
performed :


Detailed narrative description of project


Detailed description of actual services provided by your company




                                            Firm’s Name: ………………………………………….
                                                                                                           Annex 2a


                                           CURRICULUM VITAE


                                                     EXPERT


Name _____________________________________________________________

Date of Birth

Profession _________________________________________________________

Years with Firm __________________ Nationality ________________________

Proposed Position on Team (if applicable) ________________________________

--------------------------------------------------------------------------------------------------------------
Key Qualifications:

        (Under this heading, give outline of staff member’s education and training most pertinent
        to the assigned work on the team. Describe degree of responsibility held by staff member
        on relevant previous assignments and give dates and locations.)

--------------------------------------------------------------------------------------------------------------
Education:

        (Under this heading, summarise college/university and other special education of staff
        member, giving names of schools, dates attended and degrees obtained.)

--------------------------------------------------------------------------------------------------------------
Experience Record:

        (Under this heading, list all positions held by staff member since graduation, giving dates,
        names of employing organisation, title of positions held and locations of assignments. For
        experience in last ten years, also give types of activities performed and client references,
        where appropriate.)

--------------------------------------------------------------------------------------------------------------
Languages:

        (Indicate proficiency in speaking, reading and writing of each language by “excellent”,
        “good”, “fair” or “poor”)

--------------------------------------------------------------------------------------------------------------

Signature of Expert

Note : All Curriculum Vitae submitted with proposal should be signed by the experts themselves.
       Proposals with unsigned Curriculum Vitae of the personnel to be deployed on the project will
       not be considered.
                                                                                                                                                  Annex 2b

                                   SUMMARY OF CURRICULUM VITAE
                                                        EXPERT




Name of Experts on    Proposed     Man-Month Proposed               Academic Qualification                Experience in      Fluency in English
   assignment        Designation                                                                           Mauritius or
                                                                                                         similar countries


                                                                                                                                 (Yes/No)
                                                                                                         (Indicate name of
                                                                                                             countries)
                                    F/T (in   P/T (in    First Degree      Master             PhD
                                    mths)     mths)      (title & year   Degree (title   (title & year
                                                                of        & year of             of
                                                         graduation)     graduation)     graduation)
                                                                                  Annex 2c

  Experience of expert related to the elaboration of e-business plans and ICT
                                     plans

                 (Note: Use a separate sheet for each expert and each project.)


Expert Name: …………………………………………………………….

Client Name

Country

Project Name

Start Date

End Date

Project Description




Summary of activities
performed by expert
                                                                                  Annex 2d

 Experience of expert related to the planning, designing and implementation of
                                  ICT projects

                 (Note: Use a separate sheet for each expert and each project.)


Expert Name: …………………………………………………………….

Client Name

Country

Project Name

Start Date

End Date

Project Description




Summary of activities
performed by expert
                                                                                  Annex 2e

 Experience in design and implementation of Information Systems wrt Health
                                  Sector

                 (Note: Use a separate sheet for each expert and each project.)


Expert Name: …………………………………………………………….

Client Name

Country

Project Name

Start Date

End Date

Project Description




Summary of activities
performed by expert
                                                                                                                        Annex 3
                                                                                                                      (Original)
                                                         BID FORM

Project for                                       Ministry of Health & Quality of Life
Project Name                                      Preparation of an e-Business Plan for harnessing ICT
                                                  to enhance the operations of the Health Sector in
                                                  Mauritius
Client’s Name and Address                         The Senior Chief Executive
                                                  Ministry of Health & Quality of Life
                                                  5th Floor,
                                                  Emmanuel Anquetil Building
                                                  Port Louis
                                                  REPUBLIC OF MAURITIUS

Bidder’s Name and Address
(phone, fax, email)

Address for Bid Submission
Deadline for Bid Submission
Period of Bid Validity

I/We the undersigned, .........................................................................................., offer to undertake
the preparation of an e-Business Plan (& ancillary services) as per the Agreement hereby annexed
at the prices quoted in the Financial Summary Sheet annexed and in conformity with the
Agreement.

I/We undertake, if our Bid is accepted, to deliver the Services in accordance with the delivery
schedule specified in the Agreement.

If our Bid is accepted, we will obtain the guarantee of a bank in a sum equivalent to ten percent
(10%) of the Contract Price for the due performance of the Contract, in the Performance Security
Form (as per enclosed pro forma at Section 3 – General Conditions of Contract) prescribed by the
Client.

We understand that the Client is not bound to accept the lowest or any bid that may be received.

Particulars of Trade License(s) held (Photocopies to be attached)

Nature of License                                                    Expiry Date
-----------------------------------------                            ---------------
-----------------------------------------                            ---------------
-----------------------------------------                            ---------------

Signature                                                            -----------------------------------

Full Name of Signatory                                               -----------------------------------

Capacity in which tender is signed                                   -----------------------------------

Date                                                                 ---------------
                                                                                                                       Annex 3
                                                                                                                    (Duplicate)
                                                         BID FORM

Project for                                       Ministry of Health & Quality of Life
Project Name                                      Preparation of an e-Business Plan for harnessing ICT
                                                  to enhance the operations of the Health Sector in
                                                  Mauritius
Client’s Name and Address                         The Senior Chief Executive
                                                  Ministry of Health & Quality of Life
                                                  5th Floor,
                                                  Emmanuel Anquetil Building
                                                  Port Louis
                                                  REPUBLIC OF MAURITIUS

Bidder’s Name and Address
(phone, fax, email)


Address for Bid Submission
Deadline for Bid Submission
Period of Bid Validity

I/We the undersigned, .........................................................................................., offer to undertake
the preparation of an E-business Plan (& ancillary services) as per the Agreement hereby annexed
at the prices quoted in the Financial Summary Sheet annexed and in conformity with the
Agreement.

I/We undertake, if our Bid is accepted, to deliver the Services in accordance with the delivery
schedule specified in the Agreement.

If our Bid is accepted, we will obtain the guarantee of a bank in a sum equivalent to ten percent
(10%) of the Contract Price for the due performance of the Contract, in the Performance Security
Form (as per enclosed pro forma at Section 3 – General Conditions of Contract) prescribed by the
Client.

We understand that the Client is not bound to accept the lowest or any bid that may be received.

Particulars of Trade License(s) held (Photocopies to be attached)

Nature of License                                                    Expiry Date
-----------------------------------------                            ---------------
-----------------------------------------                            ---------------
-----------------------------------------                            ---------------

Signature                                                            -----------------------------------

Full Name of Signatory                                               -----------------------------------

Capacity in which tender is signed                                   -----------------------------------

Date                                                                 ---------------
                                                                                       Annex 4(a)

     PREPARATION OF AN E-BUSINESS PLAN FOR HARNESSING ICT TO ENHANCE
               THE OPERATIONS OF THE HEALTH SECTOR IN MAURITIUS

                          LETTER OF SUBMISSION/FEE PROPOSAL


Tender

(Note: The Annex forms part of the Tender and Tenderers are required to fill up the blank spaces
in this form of Tender and the annexes.)

                                       The Senior Chief Executive
                               Ministry of Health & Quality of Life
                                              Level 5
                                      Emmanuel Anquetil Building
                                                Port Louis
                                          Republic of Mauritius




Gentlemen,
1.        Having examined the Tender Documents comprising Letter of Invitation, Invitation to
Tender, Terms of Reference and a sample form of Contract for Consultancy services as described
in these documents including Annexes, the receipt of which is hereby duly acknowledged, we the
undersigned, offer to provide consultancy services in conformity with the said Tender Documents
for the sum (s) of ……………………………………………………………………………(Foreign
Currency) plus ……………………………………………………(Mauritian Rupees) or such other
sum as may be ascertained with the said conditions.

2.        We acknowledge that the Annex forms part of our Tender.

3.        We undertake, if our Tender is accepted to commence the works within………..days after
the acceptance of the letter of Award, and to deliver the whole of the works comprised in the
Contract within …………weeks calculated from the dated of Commencement of Services.

4.        We agree to abide by this Tender for a period of 90 days from the closing date of Tender
and it shall remain binding upon us and may be accepted at any time before the expiration of that
period.
5.     Unless and until a formal Contract Agreement is prepared and executed, this Tender,
together with your written acceptance thereof, shall constitute a binding contract between us.

6.     We understand that the Employer (Client) reserves the right to accept or reject any bid and
to annul the bidding process and reject all bids at any time prior to award of Contract without
thereby incurring any liability to any bidder or any obligation to inform the bidders of the grounds
for the Employer’s (Client’s) action.



Signature………………………………………………………………………………………..
in the capacity of …………………………………………………..….. duly authorised to sign
Tender for and on behalf of:

Name of Tenderer ………………………………………………………) IN

Address…………………………………………………………….……) BLOCK

…………………………………………………………………….……..) CAPITALS

Dated this ………..day of ………………………………..20…………………………………

Witness Signature………………………………………………………………………………

Name……………………………………………………………………………………………

Address…………………………………………………………………………………………

………………………………………………………………………………………………….

Occupation……………………………………………………………………………………...
                                                                                  Annex 4(b)


                             FINANCIAL SUMMARY SHEET


   (a) All prices should be inclusive of all applicable duties and taxes but exclude VAT
   (b) VAT is payable by the Consultant and should be included as a separate item in the bid
   (c) If the tenderer fails to quote for VAT as instructed, his tender price shall be deemed to be
       inclusive of VAT and no adjustment will be made to his price in respect thereof.

                          Item                                   Price                 VAT
                                                           (excluding VAT)

Preparation of e-Business Plan



Note:
The terms of payment will be as follows:

       •    30% of Contract Price upon signature of agreement and on submission of a bank
            guarantee valid for a period of five months. The bank guarantee will be returned to
            the bank for cancellation should the e-business plan be finalised and accepted before
            the five months period. Similarly, the firm may be required to extend the bank
            guarantee upon request form the client should the e-business plan not be finalised and
            accepted within the five months period.
       •    30% of Contract Price upon submission and presentation of draft e-business plan and
            on submission of a bank guarantee valid for a period of three months. The bank
            guarantee will be returned to the bank for cancellation should the e-business plan be
            finalised and accepted before the three months period. Similarly, the firm may be
            required to extend the bank guarantee upon request form the client should the e-
            business plan not be finalised and accepted within the three months period.
       •    40% of Contract Price after submission and presentation of final e-business plan and
            acceptance by the client.


Signature                 ___________________

Full name of signatory _____________________________

Phone number              __________

Fax number                __________

Date                      ________




Company's official seal
                                                                                                    Annex 5

           AGREEMENT FOR THE PREPARATION OF AN E-BUSINESS PLAN

THIS AGREEMENT made the________day of____________20______between [name of Client] of
address of Client] (hereinafter called "Client") of the one part and [name of Company] (hereinafter called
"Company") of the other part:

WHEREAS the Client invited bids for the preparation of an e-Business Plan report, viz., a report
formulating a computerisation strategy for Client, and has accepted a bid by Company for the preparation of
the e-Business Plan report as per report layout (Annex 6), within a period of [time for completion of e-
Business Plan report] following the signature of this agreement in the sum of [contract price in words and
figures] (hereinafter called "Contract Price")

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1.       The following documents shall be deemed to form and be read and construed as part of this
         Agreement.
         (a)      Bidding documents used by the Client
         (b)      Bid submitted by the Company
         (c)      Letter of award [letter reference and date]
2.       In consideration of the payments to be made by Client to Company as hereinafter mentioned,
         Company hereby covenants with Client to provide the e-Business Plan report and to remedy errors
         and/or omissions therein in conformity in all respects with the provisions of the Contract.
3.       Client hereby covenants to pay Company for the preparation of the e-Business Plan report and the
         remedying of errors and/or omissions therein, in the amount and at such times as set forth below. At
         such times Company shall present an invoice to Client, and payment shall be made within 45 days
         of receipt thereof.
         • 30% of Contract Price upon signature of agreement and on submission of a bank guarantee
              valid for a period of five months. The bank guarantee will be returned to the bank for
              cancellation should the e-business plan be finalised and accepted before the five months
              period. Similarly, the firm may be required to extend the bank guarantee upon request form
              the client should the e-business plan not be finalised and accepted within the five months
              period.
         • 30% of Contract Price upon submission and presentation of draft e-business plan and on
              submission of a bank guarantee valid for a period of three months. The bank guarantee will
              be returned to the bank for cancellation should the e-business plan be finalised and accepted
              before the three months period. Similarly, the firm may be required to extend the bank
              guarantee upon request form the client should the e-business plan not be finalised and accepted
              within the three months period.
         • 40% of Contract Price after submission and presentation of final e-business plan and
              acceptance by the client.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with
their respective laws the day and year first above written.

Signed, sealed and delivered by the

__________________________________________________
said [name of representative] (for Client)
in the presence of [name of witness]

__________________________________________________

Signed, sealed and delivered by the

__________________________________________________
said [name of representative] (for Company)
in the presence of [name of witness]
__________________________________________________
                                                                                                                         Annex 6a

                        PROPOSED LAYOUT OF E-BUSINESS PLAN REPORT
Executive Summary
Overview of the main issues in the document.

1.Introduction
         1.1 Purpose & Scope of Plan
         Brief description of the reason behind the elaboration of the e-business plan & what it covers & what not.

         1.2 Vision, Mission & Objectives of Ministry / Department
         This section will help to ensure that the services being delivered and the way they are delivered are in line with the
         overarching philosophy of the Ministry/Department.

         1.3 Layout of document
         To give a preview to the reader of how the document is organised.




2. Meeting e-Government Objectives
How the Ministry/Department plans to deliver its services electronically in line with the e-Government Objectives elaborated in the
e-Government concept paper.

         2.1 International Best Practices
         Overview of similar systems that have been successfully implemented in other countries.

         2.2 Objectives & Targets
         Where the Ministry wants to be in the future and how to get there. This should consider new modes of delivery.

         2.3 Value added services
         Additional service that may be identified further to 2.2.




3. Current Status
An assessment of the current state of services delivered by the Ministry/Department.

         3.1 Customer Analysis
         General information on those who use the services of the Ministry.

         3.2 Services Delivered
         Services offered & delivery channels used by the Ministry to customers identified in 3.1.

         3.3 Organisation structure
         Present overall structure of the Ministry.
         3.4 For each service
                   3.4.1 Customer Analysis
                   Specific information on those who use this service of the Ministry.

                   3.4.2 Process Map
                   Block diagram of processes involved & time taken for each process & the delivery channels used - see
                   example in annex 6b.

                   3.4.3 Information Flow
                   Block diagram of information flow in the provision of each particular service including links with other
                   organisations - see example in annex 6b.

                   3.4.4 Information System for each service
                   Details of existing manual or computerised system.
                   3.4.5 Volume of transactions
                   Number of transactions in a fixed time period e.g. daily no of incoming mails, no of daily applications received

                   3.4.6 Problems Encountered
                   Any issues that have arisen during the course of delivery of the service particularly if computerised.

                   3.4.7 Investment (to date)
                   Includes cost per transaction; investment for manual & computerised activities.

                   3.4.8 Benefits
                   Tangible & intangible derived so far from the current system.



4. Gap Analysis
Analysis of the gap between the current state (section 3) and the desired state (section 2) and elaboration of the approach and
solutions to reach the desired state.

         4.1 For each Service
                   4.1.1 Customer Analysis
                   Who are the customers (current & new) & what are their expectations.

                   4.1.2 Desired process map
                   This is where Business Process Engineering (BPR) is done - Block diagram of desired processes, time taken
                   for each process & the delivery channels used.

                   4.1.3 Desired information flow
                   Block diagram of information flow in the reengineered processes including links with other organisation &
                   feedback loop (grievance handling mechanism).

                   4.1.4 Integration with Government Online Centre (GOC)
                   How the services will be implemented through GOC Portal and how transactions will be enabled through
                   GOC.

                   4.1.5 Working with private sector & voluntary organisations (where applicable)
                   What type of collaboration can be developed with these organisations as strategic partners and as clients in
                   the provision of the service.

                   4.1.6 Benefits
                   Tangible & intangible benefits to be derived from the new system.

                   4.1.7 Measurement Systems
                   Indicators with expected and actual values to gauge success of implementation - have benefits been reaped?

                   4.1.8 Marketing
                   To ensure that each service reviewed is positively received by customers and to ensure buy in at the level of
                   the Government (users at the Ministry).

                   4.1.9 Integration with future plans of the Ministry
                   To ensure that the revamped services align with the future plans of the Ministry/Department.

                   4.1.10 Ownership
                   A senior responsible owner for each service together with a committed management team.

                   4.1.11 Issues
                   Any pertinent issue that needs to be addressed e.g. Capacity Building, Information Management, Legal,
                   Security, Financial Management, Accountability, Staff Mobility.



5. ICT Strategy
Which ICT tools & applications will support the revamped services & how - see example in annex 6c.

         5.1 Proposed ICT Environment
                   5.1.1 Proposed system architecture
                   A block diagram of the main physical components of the system e.g. PCs, server and communication
                   equipment e.g. router, modem, connection lines.

                   5.1.2 Integration within the system
                   An explanation of how the components talk to each other. This may be visible in the diagram at 5.1.1.

                   5.1.3 Links with external departments
                   An explanation (can be diagrammatic) of how the components of the system enable communication with
                   external departments/Ministries.

         5.2 Application System Architecture
                   5.2.1 Proposed application system architecture
                   A block diagram of all applications proposed to support the services identified.
                   5.2.2 Integration of sub-systems within the main system
                   An explanation of how the applications work together as one system. This may be visible in the diagram at
                   5.2.1.


                   5.2.3 Links with external departments
                   An explanation (can be diagrammatic) of how the applications ensure communication with external
                   departments/Ministries.




6. Change Management
What alterations in other domains are required so that the new system with revamped services can be successfully implemented.

         6.1 New organisational set-up
         Any changes required in the existing organisational must be reflected.

         6.2 Marketing plan
         An overall practical plan to ensure acceptance at citizen level and buy in at Government level.

         6.3 Ownership
         A senior responsible owner (e.g. Chief Information Officer) for overall project together with heads for each service &
         their committed management teams.

         6.4 Issues
         Any future problems that can be forecasted and possible solutions that can be put in place in areas such as Capacity
         Building, Information Management, Legal, Security, Staff Mobility, etc.

         6.5 Monitoring & review mechanism
         To ensure that the implementation of the plan and the performance of the new systems can be adequately monitored.
7. Action plan
The plan must be contained within 3 years or less.

          7.1 Prioritisation of services
          Explanation of how services were prioritised & why.

          7.2 For each Service (in tabular form)
                    7.2.1 Description (related to 1.2)
                    e.g. Application for Scholarship write up in accordance with a process map.

                    7.2.2 Applications (related to 5.2)
                    Applications that will support the service e.g. Status Tracking Module for Scholarship applicants.

                    7.2.3 Budget
                    Cost for implementing service electronically.

                    7.2.4 Time Frame
                    Time from initiation of project to completion.

                    7.2.5 Ownership
                    A senior responsible owner for each service together with a committed management team.

                    7.2.6 Measurement system
                    Indicators with expected and actual values to gauge success of implementation - have benefits been reaped ?
                    Regular reviews will be undertaken (yearly mgt, quality & technical audits).

                    7.2.7 Deliverables
                    Tangible elements that will be the final output - e.g. running system, acceptance document, technical & user
                    manuals.

8. Implementation Process
A standard section in all e-business strategy documents which provides an overview of the next steps after completion of this
document i.e. endorsement at various levels, budget release, marketing, preparation of specifications for hardware / software for
services (in line with prioritisation & time frame), tendering, evaluation, implementation, training, pilot testing, roll out, project
closure, post implementation review etc.

9. Conclusion
Elaborate on how the e-business strategy document meets the e-government objectives and is in line with government's vision of
providing effective and efficient service to businesses and the community at large.




                           Annex 6b - Sample Process Map & Information Flow
Current Situation
The Government of Mauritius is offered scholarships for undergraduate and postgraduate studies from donor countries. The
Scholarship section of the Ministry of Education and Scientific Research (MOE) is the body responsible to advertise, process and
select candidates for the award of scholarships. At the scholarship section, offers are made to candidates through the press and
on the website of the MOE. Applications forms are available at the Ministry of Education and Scientific Research and can be
downloaded from the website of the Ministry. Candidates should come in person to deposit the application form and have their
certificates and other supporting documents verified. The deadline for the submission of applications is two weeks after the
publication of the press communiqué.

Process Map

       Applicant
     Download from                                                       Applicant                                        Applicant
    websi te or Collect                                           Fills in Application                         Calls in person at MOE
   Applicati on Form (AF)                                                  Form                                to submit form & docs
         from MOE


                 MOE Scholarship Staff                               MOE Scholarship Staff
                  Inform short-listed                                Process application                                    Verifies docs        MOE Counter
                      candidates                                                                                             submitted              Staff


    Applicant                                                       MOE Scholarship Staff
                                                                                                                               Applicant
                                                                         Finalise lis t of
                  Calls in for interview                                                                                   Gets repl y
                                                                      scholarship winners
                                                                                                                         on Schol arship

Information Flow


                                     Scholars hi p
                PRESS                Communique                     APPLICANT                               Inte rvie w Re ques t /
                                                                                                               Final Dec ision

                                                          Download
                                                                                                                                            MOE
         Sc holars hi p
         Communique
                                                        Applic ati on Form                                                               Scholarship
                                       Sc holars hi p
                                       Communique
                                                                                       Coll ect Applica tion Form /
                                                                                     Submit Complete Form & Docs
                                                                                                                                           Section
                MOE Press Unit                          MOE Website
                                                                                                                         Verify comple te d
                                                                                                                      applica tion form & docs

                                                                                      MOE Counter




                                               Annex 6c - Sample ICT Strategy
Situation
Application for scholarship which is a service provided by the Ministry of Education & Scientific Research, will be
provided through an interactive website. The applicant will log into the service through the Government Portal. He/She
will be given maximum information about the scholarship in question and will be requested to fill in an online form. On
successful submission of the electronic form, the applicant will be given an ID number which he/she can use to log in the
status tracking system. This system will provide the applicant with latest information on the status of processing of
his/her application. One of the status will provide the applicant with a schedule time and date for interview and he/she
will be requested to bring all relevant supporting documents mentioned in the application form.

         5.1 Proposed ICT Environment

                  5.1.1 Proposed system architecture
                  A block diagram of the main physical components of the system e.g. PCs, server and communication
                  equipment e.g. router, modem, connection lines.


                                                        GOVERNMENT
                                                        ONLINE
                                                        CENTRE
                                   Firewall /                            Servers with web
                                                                         portal application,                 Firewall
                                   Routers                                status tracking,
                                                                                 etc.




                                   Dedicated internet line                                           INTERNET


                                           Ministry of
                                           Education
                                                                                               Scholarship applicants
                                                                                                from home, kiosks,
                                                                                                  cybercafes, etc.
                             Central                      Mauritus
                             Population                   Examinations
                             Database                     Syndicate


                  5.1.2 Integration within the system
                  An explanation of how the components talk to each other. This may be visible in the diagram at 5.1.1.
                  As per the diagram in 5.1.1, applicants will connect to the system residing at the Government Online Center
                  (GOC) via the Internet. The systems at the GOC will communicate with the back end system at the Ministry of
                  Education & Scientific Research (MoE) through the Internet. The security and communication equipment
                  involved are described in diagram 5.1.1.

                  5.1.3 Links with external departments
                  An explanation (can be diagrammatic) of how the components of the system enable communication with
                  external departments/Ministries.

                  Scholarship section staff of MOE will need to access the systems at the Mauritius Examinations Syndicate and
                  the Central Population Database as part of the screening/validation of applicants. They may require access
                  through the Internet with password authentication.
5.2 Application System Architecture
         5.2.1 Proposed application system architecture
         A block diagram of all applications proposed to support the services identified.




                          Portal Services                                                         Government
                                                                                                  Online Centre
                          Security Mgt

                          Govt Online services
                          Back end Applications                                                      Ministry of
                                                                                                     Education
                          Database
         5.2.2 Integration of sub-systems within the main system
         An explanation of how the applications work together as one system. This may be visible in the diagram at
         5.2.1.

         As explained in diagram 5.1.2, the web enabled application residing at the Government Online Centre (GOC)
         will communicate with the existing back end processing system for Scholarships residing at the Ministry of
         Education (MoE). An interfacing program will enable the download to the backend database for processing.
         MoE staff to scan each application and transfer (in batch) to the back end system for further processing. Any
         change in processing status in the backend system will be automatically reflected in the Status Tracking
         Module (part of Govt online services) residing at the GOC.


         5.2.3 Links with external departments
         An explanation (can be diagrammatic) of how the applications ensure communication with external
         departments/Ministries.

         As part of the Government Online Services, modules will be developed for access of the appropriate parts of
         the system by other departments/ministries concerned with application for scholarships. This will enable more
         rapid status changes in the Status Tracking Module. The MOE scholarship section staff will access
         computerised systems such as the Central Population Database and the Mauritius Examinations Syndicate
         system for validation purposes.
                                List of Contacts for E-Business Plan

             Departments            Officer in Charge                Designation              Tel. No.

Projects                          Dr N. Jaypaul         Principal Medical Officer            201 1473

Statistics                        Mr. N.Jeeanoody       Chief Statistician                   210 0940

Health Inspectorate               Mr S.K Sohun          Chief Health Inspector               210 3948

Occupational Health Unit          Dr Sibartie           Head Occupational Health Unit        211 2847

Primary Health Care               Mr M.S Ayoob Saab     Principal Assistant Secretary        201 1914

Aids Unit                         Dr A.Saumtally        A.g National Aids Coordinator        212 3224

Blood Transfusion Service         Dr (Mrs) J.Sonoo      Pathologist in charge                425 7118

Demography/Evaluation Unit        Mr J. Sunkur          Principal Demographer                201 1895

Preventive                        Mr. V. Putchay        Principal Assistant Secretary        201 3488

Government Analyst Division       Mr. A.K Subratty      Chief Government Analyst             465 5601

Environmental Health
                                  Mr C Thandrayen       A.g Chief Sanitary Engineer          208 6304
Engineering Unit
Vector Biology & Control                                Head,Vector Biology & Control
                                  Mr A Bheecaree                                             466 6276
Division                                                Division

Dentistry                         Dr. A.S Asser         Principal Dental surgeon             201- 1303

Curative                          Mr D.Gaoneadry        Principal Assistant Secretary        201 2228

Primary Health Care               Dr K. Pauvaday        Principal Medical Officer            201 1903

Central Health Laboratory         Dr S.S Manraj         Consultant in charge                 259 1213

Pharmacy                          Mr G.Requin           Director , Pharmaceutical Services   201 1334

Medical Records                   Mr. S Monohur         Medical records Organiser            201 2537

Transport                         Mr Gowreesunkur       Transport Superintendent             234 4850

Chief hospital Administration     Mr.R.R Appanah        Chief hospital Administrator         210 2710

Stores                            Mr Coolen             Chief Purchasing & Supply Officer    201 2089

                                                        Superintendent Orthopaedic
Orthopaedic Workshop              Mrs Jooty                                                  454 1019
                                                        Workshop
                                          List of Contacts for E-Business Plan

      Hospital              Departments                Officer in Charge                Designation         Tel. No.
                                                                           Regional Health Services
J Nehru          Hospital Administrative Office    Mr . N. Namah                                          251 - 2661
                                                                           Administrator
J Nehru          Medical & Administrative          Dr.Bauljeeawon          Regional Health Director       603 -7000

Mahebourg        Medical & Administrative          Dr. J.A Rajarai         A.g Medical Suprintendent      257 - 6734

Souillac         Medical & Administrative          Dr . C. Bissonauth      A.g Medical Suprintendent      250 - 1873

Long Mountain    Medical & Administrative          Dr. A.R Aboobakar       A.g Medical Suprintendent      250 - 1976

Poudre D'Or      Medical & Administrative          Dr. M.F Rujeedawa       Consultant                     250 -2021

Flacq            Medical & Administrative          Dr. K Bissoondyal       Regional Health Director       413 -3491
                                                                           Regional Health Services
Flacq            Hospital Administrative Office    Mr. A. Panchoo                                         413 -3490
                                                                           Administrator
Victoria         Medical & Administrative          Dr. S.P. Maharhaje      Regional Health Director       425 -1481
                                                                           Regional Health Services
Victoria         Hospital Administrative Office    Miss Y.D Ramkissoon                                    424 -1223
                                                                           Administrator
ENT              Medical & Administrative          Ng Kee Kwong            Consultant in Charge           686 - 2061

SSRN             Medical & Administrative          Dr. R Ramcharitar       A.g Regional Health Director   243 - 4292
                                                                           Regional Health Services
SSRN             Hospital Administrative Office    Mr. D. Seetul                                          243 -3952
                                                                           Administrator
Dr A G Jeetoo    Medical & Administrative          Dr. A.H Abdool          Regional Health Director       212 -3201
                                                                           Regional Health Services
Dr A G Jeetoo    Hospital Administrative Office    Mr.H.Dhaliah                                           212-3201
                                                                           Administrator
BSH              Medical & Administrative          Dr S. Sunnassy          Medical Superintendent         465 -3590

SBEH             Medical & Administrative          Dr. H Dawreeawoo        Consultant in charge           433 - 4206

								
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