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ICMR-NATIONAL INSTITUTE OF EPIDEMIOLOGY
AYAPAKKAM, CHENNAI - 600 07
PHONE: 26136311, 26136164
ENQUIRY NO.NIE/P/GHSA/S/35/2017-18 DATE: 04/08/2017
For NIE Website
SUB: QUOTATION FOR SOFTWARE DEVELOPMENT IN IVRS AND SMS - REG
Dear Sir/ Madam,
Please quote your RATE for the under mentioned Software Development. Your
sealed quotations must reach this office on or before 16.08.2017 4.30P.M with PAMPHLETS. THE
QUOTATION MUST BE posted in SEALED ENVELOPE DULY SUPERSCRIBED AS:
QU
QUOTATION FOR: - Software Development IVRS and SMS based online
system for Data Aggregation, Reporting and Management Information
Systems for EBS – Reg.
ENQUIRY NO.NIE/P/GHSA/35/2017-18
DUE DATE: 16.08.2017, 4.30 P.M.
The procurement of the above software is subject to the terms and conditions stated
below. The offers are liable to be rejected if the supplier FAILS to comply with the
conditions.
DESCRIPTION OF ITEMS
AS PER ANNEXURE - I (Pages 1 to 14)
TERMS AND CONDITIONS:
AS PER ANNEXURE - II
Yours faithfully,
SENIOR ADMINISTRATIVE OFFICER
ANNEXURE - I
Technical Specification for
IVRS and SMS-based Systems for Event
based surveillance (EBS)
National Institute of Epidemiology, Chennai
Scope of work.
This document provides an overview of understanding requirements of workflow,
logic and information needs for design and development of SMS & Interactive Voice
Resposne (IVR) based system for Event Based Surveillance Systems (EBS).
Major Components of the System
1. An IVRS & SMS-based Interface between the field office and the software
application for real time data capture with two-way communication
2. A backend software application for data aggregation and automatic generation of
reports in the prescribed formats for NIE to be sent by email based on the provided
schedule.
3. A responsive web app for NIE to view management information system (MIS)
reportsof this surveillance.
Picture 1: Event based Surveillance System (EBS)
SMS
IVRS
Ba ke d soft are
appli atio
Respo si e e App
Co po e t Co po e t Co po e t
Technical requirements:
1. Installation commissioning interactive voice response system with related software
and necessary hardware with PRI connection
2. The software system should support outbound SMS through API, voice broadcast and
capable to provide restful API service.The software system should have inbuilt SMS
module.
3. Software should be developed on latest technologies. Preferably on Angular js, Node
js and MySQL or Equivalent.
4. The bidder should facilitate NIE to procure services and hardware required for
installation of IVRS and SMS based EBS system. Payment for this services and
hardware will be directly done by NIE.
5. The successful bidder should provide necessary training to NIE and other key staffs
on how to use the application and handle it more effectively.
6. The system should announce following choices of languages: announcement in
english, tamil, and announcement in combination of any of the above.
7. Server will be provided by NIE
8. Data generated from this system should be saved in the prescribed format at NIE
server for retrieval and integration
9. The successful bidder should demonstrate IVRS and SMS , inbound & outbound,
retrieval responsive web App.
2. Functional Requirements:
2.1. Daily Data Collection Module
Receive daily data from the different field users through voice call using IVR and
SMS for the day.
Send Error Notification by SMS to Field User if the SMS/IVR Format is Invalid
Forward the Message to concerned persons of the area from where event reported
through IVRS voice call or SMS.
2.2.Daily Data Presentation Module
Send SMS to EOC with Division-level Performance Statistics for the Day at 4.00
PM
Send Email to EOC in the prescribed consolidated Report Format at 4.00 PM
2.3.Decision Support System (for the NIE Scientists)
Provide a Web-based interface with Dashboard
Provide pre-formatted MIS Reports
Data collected should be stored in prescribed format to support analytical
reporting including drill-down/up, multi-dimensional analysis, pattern study and
machine learning in future
2.4.Configuration of the System
The EOC should be able to input the Monthly Targets for each Field User in their
Division
The Field Users' Mobile Nos. must be mapped to their Location, identifiable by
the unique mobile number used to register.
There should be provision to add and delete users.
There should be provision to create and edit the user groups.
There should be provision to update the field user profile (mobile numbers and
their details) to ensure concerned person received the message, considering
relocation and re allocation of staffs.
Field users should be assigned a role of volunteer/health staff
(VHN,HI,MO,BMO,BHS, DSU, SSU, district and state officials) for EBS system.
This roles should be used during the workflow and logic of the EBS system.
3. Workflow and Logic.
Picture 2: Workflow and logic of Event based Surveillance System (EBS)
3.1.Community level Volunteers:
Picture 3: First level communication (Volunteers)
Once Volunteer
come across /heard
some health events
(1-7) & service issues
(8,9) Error notification / Acknowledgement
through SMS & IVRS
IVRS
EBS backend
software
application
(Hosted at NIE
SMS
CommunityVolunteers
(6Signals) Asandwhensignalisknown,
volunteersendnumber1to7
(E.g.:1 forevent-Anyperson
withfeverandrashin
community,underEBS)
School&Anganwadi
(SchoolAbsenteeism)
Services(8,9)
Server
SMS&IVR
Message(IVR&SMS)senttoVillageHealthNurse(VHN)(E.g.:SMSAutoID,VolunteerNumber,Eventnumber,Villagename,Eventshort
descrip on)IVR:Eventshortdescrip on<from>Villagename<Reportedby>Volunteernumber
VHNgetaddi onal
informa on
fromVolunteer
Discard
(E.g.:EBS0002[OTP],D)
Verify
(E.g.:EBS0002[OTP],V)
TelephonicCall
Event Based Surveillance (EBS) system
MessagesenttoHealthInspector(HI)ForEg:SMS:AutoID,VolunteerNumber,Eventnumber,Villagename,Eventshort
descrip on
IVRS:Eventshortdescrip on<from>Villagename<Reportedby>Volunteernumber
Discard
(E.g.:EBS0001,D)
Respond(E.g.:EBS0001,R)
Monitor
(E.g.:EBS0001,M)
Field
verifica on
byHI
SMS/IVR
Volunteer
VillageHealthNurse
HealthInspector
• AllSMSsent/
receivedat
serverwill
automa cally
markedcopy
toMedical
officer(MO),
BlockMedical
Officer(BMO),
BlockHealth
Supervisor
(BHS),District
Surveillance
Unit(DSU)
withassigned
prefix
in
message tle
• IfVHNsend
SMS/IVRas
Verify ,SMS
willbesendto
HIforfield
verifica on
• IfHIsend
Respond ,
DSUwillbe
no fied
• IfHIsend
Monitor ,
Reminderwill
besentto
sameHIa er
7daysfor
followupShortAc on
TakenReport
SMS/IVR
SMS/IVR
SMS/IVR
SMS&IVR
Step 1: Volunteer will report to EBS system through SMS and IVR
Format of SMS and IVR will be fixed as below:
a. SMS: < event code >
“1” for event 1 under EBS.
b. IVRS
Press “1” for event 1 under EBS.
For each correctly reported SMS & IVR, acknowledgement should be sent to
the volunteer as
“Thanks for reporting < case of fever with rash> from <Ayyapakkam >
For each incorrect SMS & IVR, Error notification should be sent to the
volunteer as
“Please send the code 1-9 as per the EBS or call 1800********998 to
report”
Note:
Single digit value of “1 to 9” will be used under
EBS.
Formats provided here is all for understanding and SMS & IVRS format will
be finalized after demonstration.
3.2.Community level Health workers:
Picture 4: Second level communication (VHN)
Health worker
(VHN, MO)
Error notification / Acknowledgement
through SMS & IVRS
Signal Response SMS & IVR
EBS backend
software
application
(Hosted at NIE
Event reported by Volunteer SMS
Step 1: Communicating event reported to VHN
a) SMS sent to VHN for Event reported by Volunteer.
SMS: Auto ID <comma><space>Volunteer Number
<comma><space>Event number<comma><space>
Village name <comma><space> Event short
description
For e.g., EBS001, 98*******907, Mathur , 1, Fever with rash
b) IVRS message to VHN for Event reported by Volunteer
IVRS: Event short description <from> Village name <
Reported by > Volunteer number
For e.g., Fever with rash from mathur village reported by
9442335449
Step 2: VHN response after verification:
a) SMS: ID (Auto generated id-Number. for each message)
<comma><space> Event status (“V” for verified or “D” for
discard)
For e.g., EBS0001, V
b) IVRS:
IVRS should tell recent 9 events to be verified by VHN from her
areas with village name of the volunteer and ask to press “1-9” to
give response (selection of event for which she is going to
provide response now)
On pressing “1”, IVRS will ask to press “1” for verified and “2” for Discard
Should give summary of response “You have successfully
verified/Discard the Event “fever with rash” from “Village
name”.
Step 3: If VHN itself sends “1-9” send message directly to second level field
health worker
Step 4:Error notification / Acknowledgement.
For each correctly reported SMS & IVR, acknowledgement should be
sent to the volunteer as
“Thanks for verifying < case of fever with rash> from
<Ayyapakkam >
For each incorrect SMS & IVR, Error notification should be sent to
the volunteer as
“Please verify the event reported from correct village.
3.3.Second level Field Health workers:
Picture 5: Third level communication (HI)
Step 1: Communicating event verified by VHN to HI (Second level field health
workers)
a) SMS sent to HI for Event verified by VHN.
SMS: Auto ID <comma><space> Event short description
<comma><space> Event number <from> Village name
<comma><space> Volunteer Number
For e.g., EBS001, Fever with rash, 1, from mathur , 98*******907,
b) IVRS message to HI for Event Verified by VHN
IVRS: Event short description <from> Village name < Reported by
> Volunteer name
For e.g., Fever with rash from mathur village reported by
somasundaram
Step 2: HI response after verification:
a) SMS: ID (Auto generated id-Number. for each message)
<comma><space> Event status (“M” for Monitor or “R” for
response or “D” for discard)
For e.g., EBS0001, R
b) IVRS:
o IVRS should tell recent 9 events to be verified by HI from
his/her area with village name, name of the volunteer and ask to
Error notification / Acknowledgement
through SMS & IVRS
Signal Response SMS & IVR
EBS backend
software
application
(Hosted at NIE
Event reported by VHN SMS
Second level field
Health worker
press “1-9” to give response (selection of event for which she is
going to provide response now)
o On pressing “1”, IVRS will ask to press “1” for monitor and “2” for response and “3” for discard
o Should give summary of response “You have successfully
monitor/Discard/ response the Event “fever with rash” from
“Village name”.
Step 3: Error notification / Acknowledgement.
For each correct formatted SMS & IVR, acknowledgement should be
sent to the volunteer as
“Thanks for verifying < case of fever with rash> from
<Ayyapakkam >
For each incorrect SMS & IVR, Error notification should be sent to the
volunteer as
“Please verify the event reported from correct village.
Monitor and Respond: Reminder alert to be sent to second level field health worker
If “R” is reported by Second level field health worker, reminder should be sent from
NIE server after 7 days in the below format
a) SMS: ID (Auto generated id-Number. for each message)
<comma><space> Event status (“M” for Monitor or “R” for
response or “D” for discard)
For e.g., EBS0001, R
b) IVRS:
IVRS should tell recent 9 events reported as monitor to be verified by
HI from his/her area with village name, name of the volunteer and ask to
press “1-9” to give response (selection of event for which she/he is
going to provide response now)
On pressing “1”, IVRS will ask to press “1” for monitor and “2” for
response and “3” for discard
Should give summary of response “You have successfully
monitor/Discard/ response the Event “fever with rash” from “Village
name”.
3.4.Central Health officials:
Picture 6: Fourth level communication (VHN)
EBS backend
software
application
(Hosted at NIE
Event reported by HI SMS
Health officials
PHC, Block, District,
State, EOC
a) SMS sent to Health officials for Event verified by HI.
SMS: Auto ID <comma><space> Event short description
<comma><space>Event number<comma><space>
Village name <comma><space> Volunteer Number
For e.g., EBS001, Fever with rash, Mathur , 1, 98*******907
b) IVRS message to Health officials for Event Verified by HI
IVRS: Event short description <from> Village name <
Reported by > Volunteer number < from> Block name
For e.g., Fever with rash from mathur village reported by
9442335449 from Ikkadu block
Note:1
All events reported from volunteers should be sent to MO/BMO by SMS
All VHN response should be sent to MO/BMO by SMS
All HI response should be sent to MO/BMO by SMS
All HI responded as “Respond” should be sent to DSU, District officials as SMS
It should be ensured that zeros are sent for NIL counts.
Date denotes date of message.
3.5 WebApp:
Should be able to capture the following
Sending SMS to field users and groups manually.
Call logs
Reports
Dashboard
Division wise
Role wise
Message and status consolidation.
Download data.
4. Reports
Following reports has to be generated Daily/Weekly/Monthly and sent as SMS to
respective officials.
Daily call and SMS reports
Village/HSC/PHC/Block/District/state wise call reports
Call detail tracked record (CDR) reports
Call recording (mp3) reports
4.1. Email Format: Daily Performance Report of Division
The Following Fields shall be displayed in the Reports sent out on a daily basis:
1. Collection Report - DD-MM-YYYY (Today - 1)
Sub-Grouping:
District and Block-wise Tabulation (for each Sub-Group)
Summary (Total) of Columns for Sub-Groups
Grand Total of Columns for all Groups
2. Consolidated Collections - DD-MM-YYYY (Today - 1)
The Report sent by Email will be an aggregation of the Division-level
Reports in the format provided by the Department.
4.2. Email Format: weekly/ monthly Performance Report - All Divisions
The Grand-Total row of all the Reports of the Divisions shall be sent as an email
to EOC
The Report sent by email will be an aggregation of the State/District-level
Reports.
5. User access:
5.1.EOC users
5.2.EOC Officials
5.3. Super Admin
6. Stakeholder responsibilities.
6.1 Agency Responisbilities
Design and Development
Facilitate NIE to procure services and hardware required for installation of IVRS
and SMS based EBS system.
Plan activities and monitor progress
Report status to client on a regular basis
Testing and bug fixing
Fixing bugs identified in User Acceptance Testing (UAT)
Provide training during the Implementation phase till launch
Maintenance of the Application and Server until the end of the Contract Period.
6.2 NIE responsibilities
Provide inputs for system requirements
Provide relevant contents, facts and figures for the System
Review requirements specifications and provide timely clarification to all queries
User acceptance testing
Procure and provide the hosting solution and infrastructure
Make timely payment as agreed
Ensure data entry is made by the respective officials for updating the system
wherever applicable
Annexure – II
Terms and Conditions: 1. Price:
The Rates shall include all applicable taxes and charges for the Software
Development as mentioned in the Annexure - I.
2. Experience Certificate:
The bidder must have experience of similar two works in respect of any Govt./Semi Govt.
offices / Reputed private Organization and documentary evidence to be submitted in support
thereof with the quotation
3. Delivery Terms
The Software is time bound and the time schedule has to be adhered to complete the works. The
successful bidder shall complete work strictly within the accepted period of 30 days.
4. Quality of the Software:
Developed Software shall confirm to the specifications as given in Annexure – I to the
satisfaction of the Electronic Data Process Section at NIE.
5. Payment:
100% Payment shall be made only after development of Software in good condition
along with successful demo and satisfactory Installation report received by competent
authority. No advance payment will be made. The payment will be made by NIE by
NEFT Transfer to the bank account as mentioned in the bank mandate.
6. Quotation Validity:
If not mentioned otherwise quotation shall remain valid for acceptance for a period of
180 days from the date of opening prescribed in the quotation document. Any
quotation valid for a shorter period shall be treated as unresponsive and rejected.
7. Queries and Clarification:
The queries in the form of an e-mail should reach the following e-mail ID:
cdc.ghsa2016@gmail.com
By Phone 044 -26136347 / 26136340 / 26136311
8. Others General Terms and Conditions
a. Only sealed quotation will be accepted
b. Quotation sent through open letter or email will not be entertained
c. The Supplier shall submit the copy of PAN Number, TIN Number, GST Number,
Bank details along with quotation.
d. Supply should be as per specification
e. Director, NIE, reserves the right to reject any quotation wholly or partly without
assigning any reason.
f. No claim for any extra payment for any reason shall be entertained.
g. All the rates and amount shall be quoted in whole denomination of the Indian
Rupee.
h. All the communication with respect to the quotation shall be addressed to:
THE SENIOR ADMINISTRATIVE OFFICER
ICMR-National Institute of Epidemiology
No. R-127, Tamil Nadu Housing Board,
Ayapakkam, Chennai – 600 077.