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RfP for Learning Management System

SAATHII seeks proposals from IT agencies with experience in developing/maintaining e-learning systems to partner on a proposed large-scale Blended Clinical Training (BCT) initiative of the National AIDS Control Organization (NACO), supported by The Global Fund to Fight AIDS, Tuberculosis and Malaria (GFATM).

Download PPT at or click here.



SAATHII, a national NGO working in the areas of public health seeks proposals from IT agencies with experience in developing/maintaining e-learning systems to partner on a proposed large-scale Blended Clinical Training (BCT) initiative of the National AIDS Control Organization (NACO), supported by The Global Fund to Fight AIDS, Tuberculosis and Malaria (GFATM).
The training initiative aims to build the capacities and skills of government health care providers, including medical officers, nurses, and laboratory personnel (over 15,000 personnel across the country). Two key components of the capacity building are (1) clinical training for multiple cadres that is delivered online and offline (2) ICT-enabled learning needs assessment, training scheduling and delivery, tracking of participant progress and refresher/mentorship needs through online assessments, and participant certification on successful completion. More details are at

We invite agencies with relevant in-house competence to submit technical and financial bids for establishing a customized Learning Management System.
The expectation includes:
A. Fully functional (Tested, debugged) Learning Management System, based on agreed-upon and government-vetted Software Requirement Specifications (SRS), that will run on to the National Informatics Centre servers of the Government of India after staging. LMS developed based on open source software will be preferred.
B. Full documentation including database schemas, flowcharts etc.
C. Well annotated code base.
D. Well indexed User Manual.
E. Post-delivery software maintenance and user support

The following components of the Learning Management System are required:
3.1 Course Management: E.g. lists of induction and refresher courses, eligibility, registration of participants and tracking of their participation and performance through a human resources database, certification, information and syllabus, pre-requisites (previous induction or refresher training, cadre-specific requirements. Note that some courses will be cadre-specific and others cross-cutting across cadres. About 30 GB of course content is anticipated.
3.2 Course Authoring: Authoring for content and quizzing, with ability to import packages developed with an external tool (SCORM 1.2 compliant)
3.3 System Access: Role based login access (instructor, facility, student)
3.4 Student Management Tools: Progress tracking, on-line assessment by instructors, with robust analytics and report generation via an easily-accessible dashboard to retrieve progress reports and other learner data. Ability to take in assessments from offline training and integrate it into the dashboard analytics.
3.5 Automated tasks: Application program interface (API) or webhook that leverages data to trigger automatic tasks in the system.
3.6 Communication: Email, podcasts and forums (communities of practice) for sharing doubts, questions, case studies and good practices sharing etc. towards a virtual knowledge and learning portal.
3.7 Student tools: Home page, self tests, bookmarks, progress tracking via student dashboard and analytics.
3.8 Learner feedback: Course evaluation surveys, test evaluation surveys etc.
3.9 Adaptability: Ability to enable eLearning on mobile, tablet or computer, and two work efficiently on relatively older browsers/versions of Microsoft internet explorer, Firefox, and Chrome in remote locations with slow internet connections.
3.10 Ability to integrate with external SaaS software for webinars, analytics software, and other government databases as needed.
3.11 Scalability: to accommodate course updates, learner pool size and category expansion, and ability to make single changes to update assets/objects/activities embedded in all places they are used.
3.12 Training on LMS: The vendor will be expected to train a team of SAATHII staff in Delhi on the LMS.

The proposal should mention all measures in place for security including network, system security, application security, data protection, email security, virus control, compliance with security standards. The code would get audited through CERT-In empanelled auditors prior to hosting the software on NIC provided infrastructure. The selected agency shall procure the SSL certificate which complies with all the web browsers and platforms/devices. The NIC will not provide EMS tools. Thus, the Bidders may propose open source EMS tools.
5.1 Development phase 3 months from signing of contract
5.2 Date and time for submission of final bids in hard copy - June 26, 2018, 5 pm.
5.3 Announcement of results - Shortlisted agencies will be invited by July 5, 2018, for negotiations.

6.1. Submission of Proposal
The prospective agencies shall submit the proposal in two parts, viz, Technical and Financial and should follow the form given in the "Supplementary Information for agencies Annexure 1a)
The "Technical proposal" should include the description of the agency, its relevant experience in the field of assignment, the qualification and competency of the personnel proposed for the assignment and a few samples of similar assignment completed in the past. The Technical Proposal should not contain any cost information whatsoever, and should not exceed seven pages of single spaced text in Times New Roman 12 points font size.

The “Financial Proposal” should contain the detailed price offer for the services as outlined in Annexure 1b.
The "Technical" and "Financial" proposals must be submitted in two separate envelopes with respective names “Technical Proposal - ” and “Financial Proposal - ” following the formats/schedules as prescribed in Annexure 1. Each proposal (Technical and Financial) proposal should contain a paper copy of the relevant proposal and a CD or pen drive with the electronic version of the respective contents. Do not add Technical and Financial Proposal content in the same CD or pen drive.

The Technical and Financial Proposal envelopes must be enclosed in one larger envelope labelled with the name of the submitting agency and the text RfP for Blended Clinical Training. The same to be submitted at the following address by 5 pm on June 25, 2018.
Address : Anupam Hazra, Associate Director, SAATHII, S-56A Panchsheel Park, New Delhi 110017.
6.2 Evaluation

A two-stage procedure will be adopted in evaluating the proposals:
i) Technical evaluation, which will be carried out prior to opening any financial proposal;
ii) Financial evaluation.
The evaluation committee will carry out its evaluation applying the evaluation criteria on the technical proposals, meeting the qualification criteria mentioned in the "Supplementary Information for agencies (Annexure 1)”.
The evaluation committee will determine if the financial proposals are complete and without computational errors. Proposals will finally be ranked according to their combined technical and financial evaluation.
The Technical bids will first be open and scored as per the following break-up, experience in similar projects 40%, Turnover 3 yrs 5%, Proposed team and profile 30%, and Solution 25%. All those scoring above a certain benchmark (as decided by the technical review committee) will be selected for opening the financial bids. From among these, those with the lowest quotations will be invited for negotiations.
6.3 Negotiations
During negotiations the agency must be prepared to furnish the detailed cost break-up and other clarifications to the financial proposal submitted by it, as may be required to adjudge the reasonableness of the price proposed. If the negotiations with this agency are successful, the award will be made to it. If negotiations fail, and if it is concluded that a contract with reasonable terms cannot be concluded with this agency, the agency with second preference will be invited for negotiations. This process will be repeated till an agreed contract is concluded. Please note that we are not bound to select any of the firms submitting proposals.
You are requested to hold your technical and financial proposal valid for 90 days from the deadline for submission of proposal without change in the personnel proposed for the assignment and your proposed price.
Please note that the cost of preparing a proposal and of negotiating a contract, including visits to the NGO’s office, if any, are not reimbursable as a direct cost of the assignment.
Please note that the fee which you receive from the contract will be subject to normal taxation liability in India.
6.4 Performance Bank Guarantee: At the time of contract signing the selected agency (hereinafter referred to as the vendor) will have to provide a Performance Bank Guarantee for 12% valid during the contract period and for period of 6 months from end of service contract, i.e. until June 2021. The details of the same will be discussed and finalized during the negotiation stage.
6.5 Resource Deployment and continuity: After the contract signing the vendor will need to submit a list of proposed personnel. SAATHII will interview those candidates. The vendor will have to ensure the continuity of those personnel, and submit their deployment reports every week
6.6 Service Level Agreement (SLA): The SLA will be discussed during the negotiation stage and will be included in the overall contract.
6.7 Deliverables and Timelines: The table given below describes the deliverables and timelines for this assignment.

Download timelines table at or click here.  
Annexure - 1
Proposals should include the following information:
A. Technical Proposal
1. A brief description of the agency including:
a. Organizational structure
b. Date and type of incorporation
c. Operating locations
d. Human resources and skill/experience set, including LMS
e. Letter of Authorization (Power of Attorney) in favour of Authorized Signatory
f. Declaration stating that the agency in the last 3 (three) years immediately prior to the bid due date, shall have:
i. Not failed to perform any contract with a government-owned or government controlled entity as evidenced by imposition of damages or penalty by an arbitral or judicial authority or a judicial pronouncement or arbitration award against the Bidder or its Affiliate or if the said damages or penalty has been accepted by the Bidder or its Affiliate, as the case may be;
ii. Not been expelled from any Government Contract by any government-owned or government controlled entity; or
iii. Not had any Government Contract terminated by any government-owned or government controlled entity for breach by such Bidder or its Affiliate;
iv. Not been blacklisted or barred by any central or state governmental department, Public Sector Undertaking or statutory or regulatory authority from participating in any project.
g. The policies related to the proposed team such as continuity of the proposed personnel, their deployment reports every week, interview of the key personnel etc.
2. Agency’s capacity including:
a. Relevant experience, with a focus on assignments executed during the last three years.
b. Samples and clients of similar/relevant assignments handled in the past.
c. The composition of the team of personnel which the agency would propose to provide.
d. Proposed work plan and personnel deployment.
e. Experience working with government and public-private partnership projects, and having software hosted on government infrastructure
f. Certified total turnover for the last 3 financial years
g. Copies of audited accounts and income tax returns for last 3 years, along with copies of GST registration certificate and income tax registration certificate/ copy of PAN card.
3. Testing:
a. Describe your testing methodology and approach to code certification. What tools do you use? What standard documents do you produce?
b. Do you possess infrastructure for constructing performance based testing? If so describe the infrastructure, utilities and your experience conducting the different forms of performance testing.
4. Technology Stack: compliance to deliver all listed requirements, product description if you already have a product, brief description of proposed Technology (e.g. JAVA / .NET, database, third party tools e.g. Moodle, third party integration) to be used, or any COTS product that would be used, capability and APIs that will be provided for third party integrations.
5. Support: What communications infrastructure is in place to facilitate the elevation and resolution of question and issues during a project?
6. References: Provide a minimum of three (3) trade references including names of persons who may be contacted, position of person, address and phone number where similar products or services similar in scope to the requirements of this RFP have been provided.
B. Financial Proposal
The financial proposal should include
1. Pricing for development of the LMS.
2. Monthly pricing for monthly support and trouble-shooting post-development (from Go Live until Dec 2020)
3. Monthly pricing for ongoing development that may be requested by NACO and SAATHII (from Go Live until Dec 2020, provide monthly rate at 75 hours per month – subject to submission of proposal for each new development to SAATHII and its approval)
4. Pricing for incorporating a real-time video-conferencing solution including third-party licencing costs as relevant
5. Maintenance post Dec 2020 (guaranteed fixed monthly rate x 24 months) if required by NACO).
6. Specify central and state tax component separately on financial bid. Taxes will be paid to the vendor only if incurred by the vendor, and on production of tax invoice.
The above should be inclusive of all anticipated costs, including but not limited to security audit costs, staging server cost, factoring increase in strike rate, cost of a staff who will be dividing their time between NACO and SAATHII’s Delhi office, travel to/in Delhi for meetings and LMS trainings. Other LMS training expenses such as costs of bring SAATHII team to Delhi and venue-accommodation-food will be borne by SAATHII.
7. Summary sheet highlighting the total cost for the above, with detailed working of the budget in a separate sheet.
8. The expected payment schedule should also be included in the financial proposal. Service-Level Agreement will be negotiated and agreed upon with the vendor at time of contracting, and will have a financial penalty for delays.
9. Statements around conflict of interest, if any.

Annexure – 2: Answers to questions received from prospective vendors
1. Can an NGO apply
The selected vendor will be issued a service contract, not a grant agreement. So a non-profit organization with tax-deductible status may not be able to apply.

2. Clinical mentorship visit - format for collecting the feedback and how it will be uploaded
Format will be developed later. Data will be entered.

3. Can a consortium apply?
Yes, but the contract will be with the principal member of the consortium.

4. Deadline extension
Will be extended to July 26, 5 pm.

5. Amount / hours to be budgeted for doing on the ongoing modifications / updates
75 hours a month. See Financial proposal guidelines in Annex I (B)

6. Is need for full time or part time staff to be based in Delhi
Yes, it would be essential for one staff to be based in Delhi to divide time between NACO and SAATHII

7. Will the courses on offer will be either interactive or offline? Is it going to be video tutorials and PDF?
Online courses will consist of slide presentations with interactive elements, recorded video tutorials, animations, quizzes, and reference documents in PDF, available online and for download. All the contact-class content will be available online as well.

8. Will the learners be able to download the course material (videos/PDFs)?
Yes, see above.

9. If course authors use some third party tool to create course material, then how that course will come in this application (Upload/share the file at a shared at other locations) or all the content will be filled at one central point.
All content provided will be SCORM 1.2 compliant, and uploaded from a single point.
9. Did not understand what automated tasks is (point 3.5).
Automated tasks will include but not be limited to such tasks as tests/quizzes that are triggered once a student completes a training module.
10. Point 3.6 talks about chat. Is it going to be human chat or robot chat? If robot chat, then a database of probable questions and answers need to be created.
. Human chat.
11. And features/functionalities should be developed in (3 months)?
Yes, all the features listed in Sections 2 and 3 of the RfP need to be developed in 3 months from time of contract signing. However, the time duration of development phase is subject to getting final approvals from NACO
12. Are we free to use any programming language/platform/database? OR is there any list prescribed language suggested by NIC.
LMS developed on open source platforms will be strongly preferred.
14. What % of the contract value shall be asked as the Performance Bank Guarantee?
It is 12% of the contract value. For details refer to Section 6.4 above
15. Request for sharing the PPT used during the Pre-bid meeting.
It is available online at