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Tender: Gem/2025/B/6122281 - Cloud Video Conferencing Software
The Cloud Video Conferencing Software tender, referenced as GEM/2025/B/6122281, has been issued by the Health and Family Welfare Department Kerala. This tender aims to procure high-quality video conferencing software to enhance virtual communication capabilities within the department, promoting seamless collaboration among healthcare professionals and stakeholders. The software must be reliable, secure, and user-friendly, catering to diverse functionalities required for effective digital meetings.
Scope of Work and Objectives
The primary objective of this tender is to select a vendor who will deliver a Cloud Video Conferencing Software solution that meets the increasing demand for virtual interaction in the health sector. The scope encompasses:
- Installation and configuration of the software.
- Integration with existing systems (EMR and patient management systems).
- Provision of necessary training to the personnel.
- Ongoing technical support and maintenance.
This solution should enable features such as real-time video and audio communication, screen sharing, recording capabilities, and effective collaboration tools to facilitate discussions.
Eligibility Criteria
To qualify for this tender, bidders must fulfill certain eligibility requirements:
- Be a registered entity, demonstrating legal capability to operate within the market.
- Have prior experience in providing cloud-based software solutions of similar nature, preferably within the health sector.
- Compliance with local laws and regulations.
Technical Requirements
The submitted software must comply with the following technical specifications:
- High-definition video and audio quality.
- Support for a minimum number of concurrent users as specified by the department.
- Browser compatibility and mobile application access.
- Robust security features such as end-to-end encryption and data protection.
Financial Requirements
Bidders should be prepared to submit financial documents demonstrating their capacity to undertake the project, including:
- Annual turnover details for the last three years.
- Detailed breakdown of pricing, including licensing, implementation, and ongoing costs.
Document Submission Details
All bidders are required to submit their proposals along with necessary documentation electronically through the designated procurement platform. Submissions must include:
- Company profile and relevant certifications.
- Proposal outlining the solution offered and compliance with the requirements specified in this tender.
- Financial bid breakdown.
Special Provisions
This tender provides certain benefits to Micro, Small, and Medium Enterprises (MSEs) and startups, encouraging their participation in the bidding process. Preferred consideration may be given to these entities, promoting local manufacturing and empowerment of small businesses.
Evaluation Process
The evaluation will follow a structured approach, where bids will be assessed based on:
- Compliance with technical specifications.
- Financial viability and overall cost-effectiveness.
- Experience and past performance records.
Delivery Locations
The Cloud Video Conferencing Software solution will be deployed within various healthcare centers under the Health and Family Welfare Department across Kerala, ensuring widespread access for employees.
Contact Information
Specific contact details have not been provided. Bidders are encouraged to visit the relevant procurement website or portal to seek further information regarding the submission process.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
3 DocumentsDocuments Required from Seller
- Experience Criteria
- Past Performance
- Bidder Turnover
- Certificate (Requested in ATC)
- OEM Authorization Certificate
- OEM Annual Turnover *In case any bidder is seeking exemption from Experience / Turnover Criteria
- the supporting documents to prove his eligibility for exemption must be uploaded for evaluation by the buyer
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Frequently Asked Questions
The eligibility requirements include being a registered entity, exhibiting a legal capacity to operate, and proving prior experience in providing cloud-based software solutions, particularly in the health sector. Bidders must also adhere to compliance with local laws and regulations to participate effectively in the tender process.
The technical specifications for the software necessitate high-definition video and audio capabilities, support for multiple concurrent users, compatibility with various browsers, and a mobile application. Additionally, it should feature robust security measures like end-to-end encryption to ensure data protection during communications.
The Earnest Money Deposit (EMD) requirements along with payment terms will be outlined in the tender documentation. Typically, the EMD is a percentage of the total bid amount and ensures the commitment of the bidder. Payment terms will likely include stages based on milestone completions post-delivery and acceptance of the software solution.
Proposals must be submitted electronically through the designated procurement platform where details on submission methods will be specified. Bidders are required to provide a full proposal, including company credentials and a financial bid breakdown reflecting compliance with the tender requirements.
Micro, Small, and Medium Enterprises (MSEs) are provided special provisions aimed at promoting their participation, which could include preferential bidding conditions, reduced financial requirements like lower EMD, and support tailored to foster local growth aligned with 'Make in India’ policies. This initiative encourages MSEs to enhance their capabilities and competitive stance within the market.
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