Transcription
VHW/TEND#001-2022Request for Proposal (RFP) - VHW/TEND#001-2022TENDER No. 001-2022SUPPLY, IMPLEMENTATION & COMMISSIONING OFAN ELECTRONIC MEDICAL RECORDS (EMR)APPLICATIONPlanned TimetableIssue Request for Proposal and Advert07 February 2022Deadline for Bid Submission07 March 2022Bid Opening10 March 2022Evaluation Date14 March 2022Shortlisted Vendors System Demo Date21 - 25 March 2022Due diligence (reference check essentially) forfinalist and semi finalist28 March - 1 April 2022Awarding Contract4 April 2022For technical questions please contact:emrprocurement@villagehealthworks.orgRFP document, Vendor Response Requirements, & Evaluation Criteria - Page 1 of 87
VHW/TEND#001-2022Contents1Background/Context . 51.1Purpose of this Request for Proposal (RFP) . 51.2.1Business Objective of the new EMR. 61.2.2Technology Objectives of EMR . 61.2.3User requirements . 61.3Deliverables and Outcomes . 71.4Cost of Bidding . 81.5Clarification of Documents . 81.6Amendment of Documents. 81.7Language of Tender . 81.8Submission and Timeline . 9FUNCTIONAL, TECHNICAL . 102Specifications . 112.1General . 112.2Statement of Purpose . 112.3Critical Success Factors . 112.4Performance Measure Criteria. 122.5Responsive Bids . 122.6Tender Award . 132.7Bidder/Supplier’s Responsibilities. 132.8Pricing Structure . 132.8.1EMR Pricing . 132.8.2Implementation & Consulting Costs . 132.9Technology Transfer . 142.10Resources . 142.11Technology. 14RFP document, Vendor Response Requirements, & Evaluation Criteria - Page 2 of 87
VHW/TEND#001-20222.12Training – Capacity Building . 142.13Objectives . 142.14Scope of services. 152.15Notations in this Document . 163Business Objective . 163.3.1Current EMR . 163.3.3Current State. 17Bahmni has 3 subsystems that are described below: . 17Electronic Medical Records subsystem . 17Laboratory subsystem: . 18Enterprise Resource Planning subsystem: . 183FUNCTIONAL & TECHNICAL SPECIFICATIONS . 183.14Functional Requirements . 18CAPACITY BUILDING AND TRAINING REQUIREMENTS . 194.1Capacity Building Requirements . 194.2Training Requirements . 194.3Training and Training Materials Requirements . 204.4Technical Training Requirements . 204.5Functional Training Requirements . 215PROJECT MANAGEMENT IMPLEMENTATION REQUIREMENTS . 215.1Project Implementation Methodology. 215.2Project Plan . 225.3Project Management Tools . 225.4Quality Management . 225.5Project Reporting . 225.6Project Team Organization . 235.7Vendor/Bidder Key Roles . 235.8Relevant Experience. 24RFP document, Vendor Response Requirements, & Evaluation Criteria - Page 3 of 87
VHW/TEND#001-20226SERVICE LEVEL AND SUPPORT REQUIREMENTS . 246.1Technical and Functional Support . 246.2Identification of the Prime Contractor . 246.3Hardware Deployment Services . 246.4Duration and Scope of Support Services. 256.5Warranty . 256.6Testing and Error Corrections . 256.7Upgrades for System Software . 256.8System Maintenance . 266.9Supplier Support Services . 266.10Provision of Local Support . 266.11Ceasing to Trade . 277INSPECTION AND TESTING REQUIREMENTS. 277.1Inspections . 277.2Functional Testing . 277.3High Volume Testing . 287.4Installation Tests . 287.5Operational and Final Acceptance Tests . 287.6Improvement of Terms of Reference (TOR) . 298Appendices- Technical & Functional Requirements to be met by vendor . 308.1Appendix1 - Detailed General System Requirement . 308.2Appendix2 - Detailed Requirements . 529Appendices – Technical Evaluation and other Bidder Requirements . 779.1Appendix 3 - Software Manufacturer / Bidder Firm Product Profile . 779.2Appendix 4 – Technical Evaluation Criteria . 81PRICINGSCHEDULE . 8310Appendix – Financials (Pricing Schedule) . 84RFP document, Vendor Response Requirements, & Evaluation Criteria - Page 4 of 87
VHW/TEND#001-20221 Background/ContextVillage Health Works’ (VHW) mission is to provide quality, compassionate, and dignifiedhealthcare and education to improve the lives of individuals, contribute to resilientcommunities, and strengthen health and education systems. In collaboration with those weserve, we develop grassroots and long-term solutions to address illness, poverty, violence, andneglect.Healthcare is at the heart of what we do. Through community health programs, primary care,and inpatient services, we are able to improve both the individual health and overall wellnessof our community.In order to provide these healthcare services VHW requires a robust modern electronic medicalrecords (EMR) management system.VHW seeks a robust, secure, and scalable Electronic Medical Record (EMR) to replace theexisting Bahmni EMR. This new EMR should anticipate the organization’s growth andcomplexity, while significantly improving patient care.1.1 Purpose of this Request for Proposal (RFP)We have issued this request for proposal (RFP) as a part of our procurement strategy to securecompetitive proposals and select suppliers/subcontractors for the purchase, implementation,and maintenance of an EMR. As such, the purpose and goals of this RFP are as follows: Identify the software provider and EMR product, whose “out of the box” functionality isthe best fit with VHW defined business requirements. Identify best implementation partner to set-up and configure the chosen EMR, as well asprovide project management, change management, user training, and after-salessupport and maintenance. Implement the new EMR, including providing change management and user training toalign VHW’s clinical workflows in line with the processes of the new system.RFP document, Vendor Response Requirements, & Evaluation Criteria - Page 5 of 87
VHW/TEND#001-20221.2.1Business Objective of the new EMRAs VHW prepares to open the Women’s Health Pavilion (WHP), it is imperative that the EMR is robust,agile and able to meet the demands of a modern institution utilizing state of the arttechnologies. The EMR will provide the use of mobile devices, analytics, compliance with dataprivacy and protection regulations, telemedicine, The business objective of the EMR is to bringVHW’s processes in line with international best practices. The current Bahmni system is not meetingthe clinical team’s needs and is adversely affecting patient outcomes. This has beendemonstrated by the frequent interruptions in the clinic, the pharmacy and laboratory.1.2.2Technology Objectives of EMR(i) Faster access to information formerly available only on paper or other physical media(ii) Track and monitor business processes, with the ability to identify bottlenecks and therebyinform how the system may be modified to improve performance(iii) Integrate applications so they populate and access one databank as much as possibleand reduce the need to reconcile enterprise information across duplicate databases(iv) Strengthen control over document/data access and modification, with user-specificpasswords and permissions administered through a trackable approval workflow(v) Provide reliable and accurate audit trail, including drill down capabilities, which isadministrator controlled and not able to be overridden by usersVHW intends to procure EMR software and implementation services suited for operations at the Kigutucampus that includes the Village Health Works clinic and the Women’s Health Pavilion (WHP).1.2.3User requirementsVHW user requirements are comprised of the following:i.Functional requirements for the EMR depicting requirements of Billing and CashierManagement, Full Laboratory Information System (LIS), Full Radiology InformationSystem (RIS), Pharmacy management, Stock management, Debtor and CreditorManagement, Clinical Orders, Inpatient care and Ward Management,Appointments, Analytics/Business Intelligence, Reporting;ii.Technical requirements for the EMR components depicting IT architecture andinfrastructure requirements essential for operating the EMR;iii.Change management and training requirements based on an assessment ofcapacity building needed to ensure full operationalization of the EMR;iv.Project management requirements for EMR implementation by the vendor/bidder;v.Service level, maintenance, and support requirements for the chosen EMR; andvi.Testing and quality assurance requirements for the EMR to be installed.RFP document, Vendor Response Requirements, & Evaluation Criteria - Page 6 of 87
VHW/TEND#001-20221.3 Deliverables and OutcomesThe following phases shall be fulfilled in the EMR Implementation project:i.Project Preparationii.Deltaiii. Realizationiv. Final Preparationv. Production: Go Live and Supportvi. Acceptance and Project CloseoutThe EMR vendor/ bidder shall assist VHW to fully implement the project by carrying outactivities that include (but are not limited to) the following:a) Assessment of technical architecture and infrastructureb) Scoping of what is to be implemented: i.e., which modules and sub-modules are tobe set up and configured to meet VHW’ needs;c) Evaluation of the clinical workflow improvements by:a. Taking stock of As-Is (i.e., current) and desired To-Be (i.e., future) states of VHWclinical workflows;b. Mapping EMR implementation, change management, and training to close gapsin VHW clinical workflows.d) Clinical workflow blueprint: Here the gaps between As-Is and To-Be states are analyzed in adocument used to e x p l a i n h o w t h e setup and configuration w i l l b e realized. Thisdocument shall include the following sections: templates, gaps analysis, clinicalworkflows design, clinical workflow model, workflow change and impact, configurationdesign, future impact and change assessment, functional design (module wise), riskassessment;e) Setup of server by creating separate environments for Development, Quality, andProduction, where isolated testing can be conducted for configuration, setting parameters,report design, as well as for system admin and user training and clinical workflow testing ofmodules;f)Provision of tools that suit the migration of data for the various software modules to beused in VHW operations and assist the clinicians in the testing of migrated data;g) Integration testing: exporting of settings and data from the Development environment tothe Quality environment and assisting the clinicians with integration testing;h) End-user training and production of training manuals;i)Go-live preparation that includes the creation of end-user profiles, authorization, andpermissions, go-live testing by end –users, the go-live date set, the strategy for datamigration (parallel running period or “big bang” approach);j)Go-live: the uploading of settings and data, and the commencement of the daily workRFP document, Vendor Response Requirements, & Evaluation Criteria - Page 7 of 87
VHW/TEND#001-2022in the Production environment;k) Support and maintenance: The vendor/bidder is expected to provide on-site andappropriate off-site support to assist system administrators and users such that the EMRcan be independently managed by VHW within three months o f the go-live date – withsupport and maintenance continuing for an additional nine months at a minimum.l)EMR vendor/bidder may wish to propose alternative approaches to the implementation ofthe software based on the overall, long-term requirements of VHW.1.4 Cost of BiddingEach bidder shall be responsible for all costs it incurs associated with the preparation andsubmission of its proposal and VHW will not be responsible or liable for reimbursing those costs,under any circumstances, regardless of the conduct or outcome of the bidding process.1.5 Clarification of DocumentsAny bidder requiring clarification of the tender documents may notify VHW by email at theaddress indicated on the top page of this RFP. VHW will respond in writing to any request forclarification that it receives no later than seven days prior to the deadline specified by VHW forthe submission of bids. Written copies of VHW’s response (including an explanation of the querybut without identifying its source) will be sent to all bidders that received the tender document.1.6 Amendment of Documentsa) At any time prior to the deadline for submission of bids, VHW modify the tenderdocuments for any reason, whether at its own initiative or in response to a clarificationrequested by a prospective bidder.b) All bidders that have received the RFP will be notified of the amendment in writing orby post and the amended RFP will be binding on their candidacy.c) To allow bidders reasonable time to take the amendment into account in preparing theirproposals, VHW, at its sole discretion, may extend the deadline for the submission of bids.1.7 Language of TenderThe proposal prepared by the bidder, as well as all correspondence and documents relating tothe tender exchange by the bidder and VHW, shall be written in English language, providedthat any printed literature furnished by the bidder may be written in another language if theyare accompanied by an accurate English translation of the relevant passages, in which case,for purposes of interpretation of the bid, the English translation shall govern.RFP document, Vendor Response Requirements, & Evaluation Criteria - Page 8 of 87
VHW/TEND#001-20221.8 Submission and TimelineVHW requests all bids be submitted no later than 07-March-2022 on company letterhead –either by email (to emrprocurement@villagehealthworks.org with “Réf. WHP -TEND#001- 2022”in the subject line) or by post (addressed to AVENUE MPUNGWE No 81 COMMUNE MUHA,KINANIRA III, Bujumbura, Burundi with “Réf. WHP -TEND#001-2022” on the envelope).To comply with both VHW procurement policy and Burundian Government regulation, theproposal should meet the following technical and financial guidelines.The technical proposal should include:d) VHW supplier information form: complete all fields, sign and stampe) VHW conflict of interest and supplier code of conduct: read and signf)Business Registration or licenseg) Debt/tax clearance certificate from OBR for Burundi based suppliersh) Debt/tax clearance certificate delivered by INSS for Burundi based suppliersi)Statutes of the company (copies)j)NIF (Tax certificate)k) Proof of physical addressl)Appendix 14 –software Manufacturer/Bidder firm product profilem) Appendix 15The financial proposal should include:n) Submission lettero) Appendix for pricing scheduleFailure to return above documents will result in the rejection of the bid.RFP document, Vendor Response Requirements, & Evaluation Criteria - Page 9 of 87
S &EVALUATION CRITERIA 2021 SoproCFORFP document, Vendor Response Requirements, and Evaluation Criteria - Page 10 of 87
VHW/TEND#001-20222 Specifications2.1 GeneralI.These specifications describe the requirements for goods. Bidders are requested tosubmit with their offers the detailed specifications, drawings, catalogues, etc. for theproducts they intend to supply.II.Bidders must indicate on the specifications sheets whether the equipment offeredcomply with each specified requirement.III.All the dimensions and capacities of the equipment to be supplied shall not be less thanthose required in these specifications. Deviations from the basic requirements, if any shallbe explained in detail in writing with the offer, with supporting data such as calculationsheets, etc. VHW reserves the right to reject the products, if such deviations shall befound critical to the use and operation of the products.IV.The bidders are requested to present information along with their offers as follows: Bidswill be evaluated on their responsiveness to the general and specific requirements laidout in the technical specifications.2.2 Statement of PurposeThe primary objectives of implementing a new EMR are as follows: Maximize efficiency Enhance patient care, agility and visibility Manage knowledge Achieve process excellence2.3 Critical Success FactorsFor the EMR to be implemented successfully, the following are deemed to be the criticalsuccess factors:i.Minimal customization and coding not exceeding 10% of the system;ii.It must provide for the centralized access of patient care information by VHW,eliminating sub optimality and entropy;iii.Training and capacity building must be a core objective to enable VHW toindependently run the systems implemented;EMR RFP document, Vendor Response Requirements, and Evaluation Criteria - Page 11of 87
VHW/TEND#001-2022iv.Given the implementation timeframes indicated in the phasing strategy above,project management of the implementation activities is critical including testing andquality assurance;v.Provision of post implementation support is critical in ensuring that the system issustainable over the long term; and2.4 Performance Measure CriteriaFollowing the implementation of EMR, the following performance measurement criteria willbe applied in the post implementation evaluation:i.Successful implementation of the core modules of EMR operational as planned onthe due dates;ii.The solution design is satisfactorily done and all the modules have been acceptedby VHW for deployment in production;iii.The Bidder/vendor’s ability to assist VHW undertake any required data conversionactivities to ensure that there is no backlog in transaction processing in the courseof implementation;iv.The installed EMR application can provide the functionalities required for therequired modules and can produce the envisaged VHW reports;v.The system components have been installed and are interoperable with any otherrequired in-house systems of VHW;vi.Proper training and capacity building activities have been carried out and VHWstaff can demonstrate ability to manage the system;vii.The Bidder has undertaken proper redesign of forms and captured all critical formson the EMR; andviii.The Bidder’s project management methodology has enabled VHW to meetenvisaged targets.2.5 Responsive BidsResponses received shall be evaluated to check if the basic requirements (see below) are metand a set of products will then be short-listed. Vendors of these short-listed products will then berequested to visit VHW and give presentations of their products.The Bidder may be a company or corporation. However, bidder may choose a partner or alignwith other service providers to meet the full requirement of the RFP. In the event a bidderpresupposes the involvement of partner, proposal must detail the responsibilities of partnerinvolved. However, the Bidder will fully be responsible for successful completion of the entireproject.EMR RFP document, Vendor Response Requirements, and Evaluation Criteria - Page 12of 87
VHW/TEND#001-2022Any expenditure to be incurred by the EMR Product vendors/authorized partners in connectionwith submission of this tender shall be borne by vendor.Evaluation will be done as indicated below:Technical Responses received shall be evaluated to check that the requirements (see below)are met and a set of products and Bidders/vendors will then be short-listed.Bidders/Vendors of these short-listed products will then be requested to visit VHW and give Demopresentations of their products.The costs incurred for the presentations will be borne by the bidder/vendor.2.6 Tender AwardThe rates for EMR application and services provided by supplier in response to this tender must bevalid for a period of twelve (12) months. Furthermore, once a tender has been awarded, alldefined rates for services to be provided under any resulting agreement must be guaranteedat the proposed rate for a period of two (2) years from the date of project initiation.2.7 Bidder/Supplier’s ResponsibilitiesAny personnel provided by Bidder/Supplier shall be considered to be personnel or agents of thesupplier. Under no circumstances will said personnel be considered to be agents or personnel ofVHW. However, VHW reserves the right to demand the removal and potential replacement of anyone or group of individuals provided by supplier to work on the project.2.8 Pricing StructureAll pricing information should reflect the total cost of ownership.2.8.1EMR PricingPlease define the pricing structure for the associated EMR costs, which includes license fees orother pricing methods, and other required features such as maintenance, upgrades, consultationand support fees, and post-implementation training costs and services. Provide a cost for thestated number of users per module as defined in the provided price schedules. Include all othercosts that may not have been captured in the schedules but are necessary to meet VHWrequirements. In addition, include a guaranteed cost per user for any incremental user licenseswhich must be purchased in the future as a result of business growth. If there is any discountavailable, please state.2.8.2Implementation & Consulting CostsSince VHW intends to utilize the selected EMR Bidder/supplier heavily throughout theimplementation process, costs associated with the implementation are expected to represent asignificant fraction of the total cost. Please indicate the total estimate for the number of hoursyou expect the implementation to consume, the hourly cost for an individual in each category,and the estimated total cost. Please make sure that your cost is both reasonable and verifiable.It is the intent of VHW, as part of its due diligence process, to talk to existing customers anddetermine how close the actual implementation costs came to the original estimates. It isimportant, therefore, that your numbers be realistic given the size and transaction volume of ourorganization.EMR RFP document, Vendor Response Requirements, and Evaluation Criteria - Page 13of 87
VHW/TEND#001-20222.9 Technology TransferAs part of the implementation process, it is the hope of VHW that its existing information systemspersonnel can gain significant expertise in both the technology used by the application as wellas the inner workings of the application itself. It is our requirement that you identify the stepsinvolved in getting our IT personnel familiar with all aspects of your application.2.10 ResourcesIdentify the recommended resources (both technical and functional user areas) that VHWshould consider for the successful completion of this project.This should include:a. By job title, the number of dedication full-time employees for all VHW employeesrecommended for this EMR project.b. The minimum and optimum recommended project resources.c. A comprehensive project organizational chart and anticipated team reporting structurereflecting both supplier and VHW staffing.2.11 TechnologyDefine and quote for the technology plat
SUPPLY, IMPLEMENTATION & COMMISSIONING OF AN ELECTRONIC MEDICAL RECORDS (EMR) APPLICATION Planned Timetable Issue 07Request for Proposal and Advert February 2022 Deadline for Bid Submission 07 March 2022 Bid Opening 10 March 2022 Evaluation 14Date March 2022 Shortlisted Vendors System Demo Date 21 - 25 March 2022
