Opd Tender Document 2013

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.
2013
GOVT OF N.C.T. OF DELHI HEALTH AND FAMILY WELFARE DEPARTMENT DIRECTORATE OF HEALTH SERVICES F-17, Karkardooma, Delhi 110032 No.F(21)/CMP/513/DHS/SHIB/2013/ NOTICE INVITING TENDER COMPUTERISATION OF OPD, CASUALTY AND INDOOR PATIENT REGISTRATION AND LAB REPORTING SERVICES IN HOSPITALS OF DELHI GOVERNMENT Online tenders are invited under Two-Bid system from reputed bidders, either individually or as a joint venture/consortium/partnership for outsourcing of Computerised OPD, Casualty and Indoor Patient Registration and Lab Reporting services in various Hospitals of Delhi Government for a period of Two year through e-tendering. Eligible bidders are requested to submit their offers online through eprocurement platform https://govtprocurement.delhi.gov.in on terms and conditions given in the prescribed Tender Document. Date Time Activity Downloading of tender document 13/03/2013 10.00 HRS through e- Procurement portal Prebid Conference of prospective 02/04/2013 bidders Last date of submitting online bid and 18/04/2013 EMD Opening of Technical bids 18/04/2013 16.00 HRS 15.00 HRS Dated: 13.3.2013
15.00 HRS
The EMD with requisite documents as per tender document shall be required to be dropped in the tender box placed at DHS(HQ) and will be opened by the Tender Committee in the presence of tenderers or their authorized representatives who wish to remain present on the same day at 15.00 Hrs. in the Office of Directorate of Health Services, Conference Room, Government of NCT of Delhi. A copy of the tender document is available on website https://govtprocurement.delhi.gov.in. The detailed advertisement & all subsequent updates, amendments, Corrigenda etc. related to this tender will appear on this web site.
DIRECTOR HEALTH SERVICES GOVT. OF NCT OF DELHI
No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013
GOVT OF N.C.T. OF DELHI HEALTH AND FAMILY WELFARE DEPARTMENT DIRECTORATE OF HEALTH SERVICES F-17, Karkardooma, Delhi 110032 No.F(21)/CMP/513/DHS/SHIB/2013/ Dated: 13.3.2013
TENDER DOCUMENT FOR COMPUTERISATION OF OPD, CASUALTY AND INDOOR PATIENT REGISTRATION AND LAB REPORTING SERVICES IN HOSPITALS OF DELHI GOVERNMENT INSTRUCTIONS TO BIDDERS 1. GENERAL:1.1. The present tender is being invited for Computerisation of OPD, Casualty and Indoor Patient Registration and Lab Reporting Services in Hospitals of Delhi Government Allopathic hospitals under which the contractor shall provide the Equipment, material, trained personnel and will use its services for as specified in the scope of work (Annexure II). Eligible bidders are requested to submit their online bids as per terms and conditions given in the prescribed Tender Document as per following schedule. Date Time Venue Activity Downloading of tender 13/03/2013 10.00 HRS https://govtprocure document through ement.delhi. gov.in Procurement portal Prebid Conference 02/04/2013 16.00 HRS Office of the Director Health Last date of submitting 18/04/2013 15.00 HRS Services, F-17, online bid and EMD Karkardooma, offline Opening of Technical 18/04/2013 15.00 HRS Delhi-32 bids Opening of financial bids 1.2. to be communicated later
All subsequent updates, amendments & corrigenda etc. clarifications of the prebid conference, related to this tender will only appear on this Delhi Govt. etender portal https://govtprocurement.delhi.gov.in. The complete bids should be submitted before the due date and time of submission as mentioned in clause 1.1. The bids shall be opened in Conference Room, 1st Floor, Directorate of Health Services, F-17 Karkardooma, Delhi 32 in presence of Bidders or their authorised representatives who opt to be present as per schedule mentioned in clause 1.1 above.
1.3.
1.4.
In the event of any of the above mentioned date of opening of bids being declared as a holiday/closed day in the office of the Govt., the Bids will be opened on the next working day at the same time. Furnished counters (with tables and Chairs) along with electricity connection shall be provided by the Hospital. The cost of electricity shall be borne by the hospital. The space and electricity so provided shall be free of charge. It is expected that the bidder shall take this into account while quoting the rates. The bids are invited for 6 clusters as described in the scope of work (Annexure II). A bidder the bidder may submit bids upto maximum of 3 clusters as per his capacity and eligibility, however the award shall be limited to best two offers.
1.5.
1.6.
2. ELIGIBLE BIDDERS:2.1. The bidder for qualification may be a single entity or a combination of entities (i.e. the Consortium), coming together to implement the Project. However, no bidder applying individually or as a member of a Consortium, as the case may be, can join hands with another bidder. The bidder may be i. a single business entity under the Companies Act 1956 or an incorporated entity under equivalent acts of the parent country (in case of foreign entities) or ii. an organization registered under the Societies Registration Act 1860 or any relevant Act of a State or Union Territory in India or iii. a Public Trust registered under the Indian Trusts Act 1882 or any other equivalent act of a state or union territory in India or iv. a Charitable Company registered under Section 25 of the Companies Act,1956 or v. a partnership firm or vi. a proprietorship firm or vii. A trust registered under viii. any combination of (i),(ii),(iii),(iv),(v) or (vi) with a formal intent to enter into an agreement or under an existing agreement to form a Consortium. A Consortium shall be eligible for consideration subject to the conditions set out in Clause 2.1. The bidder must have at least one branch office in Delhi TECHNICAL AND FINANCIAL CAPACITY : 2.4.1. The bidder should have the experience of at least five years in the development and operation of relevant medical/hospital application/similar project (in Computerisation and operation of hospital OPD/IPD /Lab/Diagnostic registration/MIS etc.) in Government hospitals or registered hospitals (200 bedded or above). The bidder should have minimum five year experience in successful implementation of similar minimum two projects /Hospital
2.2.
2.3. 2.4.
Management System (complete or part) in a minimum 200 bedded hospital. 2.4.2. The bidder should have adequate human, managerial, technical and financial resources to undertake the contract. 2.4.3. The bidding firm/company must have adequate skilled and trained manpower (in software development cycle/hardware and networking/project management) and requisite experience. The bidder should have at least two inhouse (onboard) software development teams. 2.4.4. The firm should be ISO 9001:2000 certified or similar standard. 2.4.5. The bidder shall also provide valid attested copies of all the documents/certificates/registration required under the scope of this tender. 2.4.6. The bidder should also meet the following conditions of experience and financial capacity for bidding for the clusters: Cluster Estimated Eligibility condition of experience and financial Cost in capacity to be fulfilled by bidders for the Lakh cluster Rupees (per year) BSA Hospital 92 Three completed works (as per clause 2.4.1) (BSAH) costing not less than Rupees 34 Lakh or two similar completed works costing not less than Rupees 42 Lakh or one such completed works costing not less than Rupees 68 Lakh. DDU Hospital 92 -do(DDUH) BJRM Hospital (BJRMH) Directorate of Health Services (DHS) GTB Hospital (GTBH) LN Hospital (LNH) 77 -do-
74
-do-.
88
-do-.
85
-do-.
2.5.
The bidding entity should also have an average financial turnover equal to or more than the mentioned amount against each cluster during the last three financial years viz. 2009-10, 2010-11 and 2011-12 to bid for the cluster: Cluster Turnover in Lakh Rupees BSA Hospital (BSAH) 25 BJRM Hospital (BJRM) 25 DDU Hospital (DDUH) 25 Directorate of Health Services (DHS) 25 GTB Hospital (GTBH) 25 LN Hospital (LNH) 25 The eligibility criteria in case of a consortium shall have to be met by the lead member of the consortium. A copy of the certificate from the statutory auditor in fulfilment of the criteria mentioned in clause 2.4 and 2.5 shall require to be submitted in support of eligibility along with copies of certified audited balance sheets.
2.6.
2.7.
3. QUALIFICATION OF THE BIDDERS:3.1. The Bidder, to qualify for award of contract, shall submit a power of attorney authorizing the signatories of the bid to commit each member of the Partnership/Company/Society/Consortium/Joint venture. 3.1.1. Memorandum of Understanding shall be provided in case the Bidder comprises of Joint venture/ Consortium/Partnership. 3.1.2. Nomination of one of the members of the partnership, consortium or joint venture to be in charge and this authorization shall be covered in the power of attorney signed by the legally authorized signatories of all members of consortium/joint venture/partnership firm; 3.1.3. Details of the intended participation by each member shall be furnished with complete details of the proposed division of responsibilities and corporate relationships among the individual members. 3.1.4. Resolution of the board of directors authorising the signatories in this regards is to be furnished in case of company 3.2. The bidder shall submit full details of his ownership and control or, if the Bidder is a partnership, joint venture or consortium, full details of ownership and control of each member thereof. The bidder should submit online i. a partnership deed in case of a partnership firm and PAN number of the partners, ii. Memorandum and article of association and certificate of registration in case of Private / Public limited company or registered society and iii. PAN number of the proprietor in case of proprietorship concern iv. PAN number of each member of the consortium v. Certificate of registration for Service Tax/VAT issued by Service Tax/VAT Authorities in regard of the bidding entities 5
3.3.
3.4. 3.5.
Bidder must upload scanned authenticated copies of all requisite documents, duly self-attested, along with technical bid of the tender. Each Bidder (each member in the case of partnership firm/joint venture/consortium) or any associate is required to confirm and declare with his bid that no agent, middleman or any intermediary has been, or will be, engaged to provide any services, or any other item or work related to the award and performance of this contract. They will have to further confirm and declare that no agency commission or any payment which may be construed as an agency commission will be paid and that the tender price will not include any such amount. If the Director of Health Services subsequently finds to the contrary, the Department reserves the right to declare the Bidder as non-compliant and declare any contract if already awarded to the Bidder to be null and void. Canvassing or offer of an advantage or any other inducement by any person with a view to influencing acceptance of a bid will be an offence under Laws of India. Such action will result in the rejection of bid, in addition to other punitive measures.
3.6.
4. ONE BID PER BIDDER:4.1. Each bidder shall submit only one tender either by himself or as a partner in joint venture or as a member of consortium. If a bidder or if any of the partners in a joint venture or any one of the members of the consortium participate in more than one bid, the bids are liable to be rejected. 4.2. A bidder the bidder may submit bids upto maximum of 3 clusters, however the award shall be limited to best two offers. The tender will be evaluated and awarded clusterwise. 5. COST OF BID:The bidder shall bear all costs associated with the preparation and submission of his bid and the Department will in no case shall be responsible or liable for those costs, regardless of the conduct or outcome of the tender process. 6. VISIT TO DEPARTMENT:The bidder is required to provide Computerisation of OPD registration services in Hospitals of Delhi Government with requisite Equipment, material, uniformed trained personnel and will use its services for as specified in the SCOPE OF WORK and is advised to visit and acquaint himself with the area and operational system. The costs of visiting shall be borne by the bidder. It shall be deemed that the contractor has undertaken a visit to the Department and is aware of the operational conditions prior to the submission of the tender documents. 7. TENDER DOCUMENTS:7.1. Contents of Tender Documents. 7.1.1. The Tender Invitation Document has been prepared for the purpose of inviting tenders for providing the computerization of OPD Registration Services in hospitals of Delhi Government. The Tender document comprises of: (a) Notice of Invitation of Tender. 6
(b) Instructions to bidders (c) Terms and Conditions. (d) Annexures i. Tender form for the computerization of OPD Registration Services in hospitals of Delhi Government (Annexure-I) ii. Scope of Work (Annexure-II) iii. Method of award of work (Annexure-III) iv. Check list for Pre-qualification Bid (Annexure-IV) v. Check list for Technical Evaluation (Annexure-V) vi. Undertaking (Annexure-VI-VII) vii. Price bid format (Annexure-VIII) viii. Form of Bank Guarantee for Performance Security (Annexure-IX) ix. Form of Indemnity Bond (Annexure-X) x. Form of Bank Guarantee for Bid Security (Annexure-XI) xi. Form of Agreement(Annexure-XII) xii. Formats of stationary for OPD/Emergency/IPD Cards(AnnexureXIII) 7.1.2. The bidder is expected to examine all instructions, Forms, Terms and Conditions in the Tender document. Failure to furnish all information required by the Tender document or submission of a tender not substantially responsive to the Tender document in every respect will be at the bidders risk and may result in rejection of his bid. 7.1.3. The bidder shall not make or cause to be made any alteration, erasure or obliteration to the text of the Tender document. 7.2. CLARIFICATION OF TENDER DOCUMENT:7.2.1. The bidder shall check the pages of all documents against page number given in indexes and, in the event of discovery of any discrepancy or missing pages the bidder shall inform the Office of Director Health Services. 7.2.2. In case the bidder has any doubt about the meaning of anything contained in the Tender document, he shall seek clarification from the Office of Director Health Services not later than two weeks before submitting his bid. Any such clarification, together with all details on which clarification had been sought, will be copied to all bidders without disclosing the identity of the bidder seeking clarification. All communications between the bidder and the Department shall be carried out in writing. 7.2.3. Except for any such written clarification by the Department, which is expressly stated to be an addendum to the tender document issued by the Office of Director Health Services, no written or oral communication, presentation or explanation by any other employee of the Department shall be taken to bind or fetter the Department under the contract. 8. PREPARATION OF BIDS:7
8.1. Language-The bids and all accompanying document shall be in English. In case any accompanying documents are in other languages, it shall be accompanied by an English translation. The English version shall prevail in matters of interpretation. 8.1.1. Documents Comprising the Bid : 8.1.2. Tender document issued for the purposes of tendering as described in Clause 7.1 and any amendments issued shall be deemed as incorporated in the Bid. 8.1.3. The bidder shall, on or before the date given in the Notice Inviting Tender, submit his bid through e-tendering. The bidder shall also drop the EMD in sealed envelope clearly marked with the name of the Tender in the tender box placed at DHS(HQ). A copy of the EMD shall also require to be uploaded on e-tender portal. 8.1.3.1. The clusterwise bid security Cluster BSA Hospital (BSAH) BJRM Hospital (BJRMH) DDU Hospital (DDUH) DHS (DHS) GTB Hospital (GTBH) LN Hospital (LNH) shall be as under: Bid Security in Rs. 500000 500000 500000 500000 500000 500000
If a bidder is quoting for more than one cluster, he should submit the bid security equal to the sum of amount indicated against each cluster. 8.1.4. One copy of the Tender document and Addenda, if any, thereto with each page signed and stamped shall be attached to acknowledge the acceptance of the same. 8.1.5. The contractor shall deposit Bid Security (Earnest Money Deposit) for an amount as per clause 8.1.3 in the form of an Account Payee DD, Fixed Deposit Receipt from a commercial bank, or Bank Guarantee from a commercial bank in an acceptable form in favour of Director Health Services along with the Tender document. The Bid Security will remain valid for a period of forty-five days beyond the final bid validity period. Bid securities of the unsuccessful bidders will be returned to them at the earliest after expiry of the final bid validity and latest on or before the 30th day after the award of the contract. 8.1.6. These shall be addressed to the Director Health Services and submitted in the Office Director Health Services at the address given in the Tender document. 8.1.7. The Bidder (member in case of joint venture/ consortium/ partnership firms) shall furnish the details regarding total number of works, as stated in Clause 2.4, completed in preceding three years, which were similar in nature and complexity as in the present contract requiring supply of trained man power to provide Computerisation of OPD, 8
Casualty and Indoor Patient registration Services in Hospitals of Delhi Government. 8.2. BID PRICES:8.2.1. Bidder shall quote the rates on the basis of rates per Registration Counter per shift in Indian Rupees for the entire contract of each of the cluster on a single responsibility basis such that the Tender price covers contractors all obligations mentioned in or to be reasonably inferred from the Tender document in respect of Computerisation of OPD Services at Hospitals of Delhi Government. This includes all the liabilities of the contractor such as salaries to staff, identity cards of personnel deployed by the contractor and all other statutory liabilities (like Minimum Wages, ESI, PF contributions, service charges, all kinds of taxes etc.), cost of printing etc.. 8.2.2. A bidder the bidder may submit bids upto maximum of 3 clusters , however the award shall be limited to best two offers. The tender will be evaluated and awarded clusterwise. 8.2.3. Conditional bids/offers will be summarily rejected. 8.3. FORM OF BID:The Form of Bid shall be completed in all respects and duly signed and stamped by an authorized and empowered representatives of the Bidder. If the Bidder comprises a partnership firm, consortium or a joint venture, the Form of Bid shall be signed by a duly authorized representative of each member of participant thereof. Signatures on the Form of Bid shall be witnessed and dated. Copies of relevant power of attorney shall be attached. 8.4. CURRENCIES OF BID AND PAYMENT:The Bidder shall submit his price bid/offer in Indian Rupees and payment under this contract will be made in Indian Rupees. 8.5. DURATION OF CONTRACT:The contract shall be valid for a period of two year and the department reserves the right to curtail or to extend the validity of contract depending upon the cost effectiveness and escalation. 8.6. BID SECURITY/ Earnest Money Deposit (EMD):8.6.1. The contractor shall deposit Bid Security (Earnest Money Deposit) as per clause 8.1.3 in the form of an Account Payee DD/ Pay order/ Fixed Deposit Receipt or Bank Guarantee from a nationalised scheduled bank in an acceptable form in favour of Director Health Services along with the Tender document before the due date. The Bid Security will remain valid for a period of sixty days from last date of bid submission. 8.6.2. Any Tender not accompanied by Bid Security shall be rejected.
8.6.3. Bid securities of the unsuccessful bidders will be returned to them at the earliest after expiry of the final bid validity and latest on or before the 30th day after the award of the contract. 8.6.4. Bid security of the successful bidder shall be returned on receipt of Performance Security by the Department and after signing the agreement. 8.6.5. Bid Security shall be forfeited if the bidder withdraws his bid during the period of Tender validity. 8.6.6. Bid Security shall be forfeited if the successful bidder refuses or neglects to execute the Contract or fails to furnish the required Performance Security within the time frame specified by the Department. 8.7. FORMAT AND SIGNING OF BID:8.7.1. The bidder shall submit online a scanned copy of the Tender document and addenda, if any, thereto, with each page of this document signed and stamped to confirm the acceptance of the terms and conditions of the tender by the bidder. 8.7.2. The documents comprising the bid shall be typed or written in indelible ink and all pages of the bid shall be signed by a person or persons duly authorized to sign on behalf of the bidder. All pages of the bid, where entries or amendments have been made, shall be signed by the person or persons signing the bid. 8.7.3. The bid shall contain no alterations, omissions or additions except those to comply with instruction issued by the Department, or are necessary to correct errors made by the bidder, in which case such corrections shall be initialled/ signed and dated by the person or persons signing the bid. 9. SUBMISSION OF BIDS :9.1. The bidder shall submit the Pre-qualification Bid, Technical Bid and the Financial Bids online on the e-tender web portal uploading scanned copies of documents specified in the technical bid after authenticating the documents. Besides, the bid security in original shall require to be dropped in the tender box in sealed cover duly superscribed Bid Security for Computerisation of OPD, casualty and indoor patient registration services in hospitals of Delhi Government. 9.2. The sealed cover of Bid Security should consist of Bid Security (Earnest Money Deposit) for an amount of as per clause 8.1.3, in form of Account Payee DD/Fixed Deposit Receipt from a commercial bank/ Bank Guarantee from a scheduled nationalised bank. 9.3. The sealed covers shall be addressed to the Director Health Services, Govt. of NCT of Delhi and will be put in the Tender Box placed in State Health Intelligence Bureau, Third Floor, Directorate of Health Services(HQ), F17, 10
Karkardooma, Delhi 110032 before the last date and time of submission of bids. 9.4. The online submission of bids shall contain scanned copies of a. Bid Security (Earnest Money Deposit) for an amount as per 8.1.3 in the form of an Account Payee DD/Pay order/ Fixed Deposit Receipt or Bank Guarantee from a scheduled nationalised bank in an acceptable form in favour Director Health Services; b. Self attested one recent passport size photograph(s) of the authorized person(s) of the firm/agency with name, designation, Office/Residential address and office Telephone numbers, whether the bidder is a sole proprietor/partnership firm and if partnership firm, names addresses and telephone numbers of Directors/Partners also; (Annexure I) c. Self attested copy of the bidding entity PAN No. card under Income Tax Act; as per clause 3.3 d. Self attested copy of the bidding entity Service Tax Registration Number as per clause 3.3; e. Self attested copy of valid Provident Fund Registration Number of the bidding entity; f. Self attested copy of valid ESI Registration Number of the bidding entity; g. Self attested copy of valid Licence and Number of the bidding entity under Contract Labour Act and under any other Acts/Rules; h. Proof of Average Annual turnover as stated in Clause 2.4.3 supported by audited Balance Sheet; i. Proof of experience as stated in Clause 2.4.1 and 2.4.2 supported by documents from the concerned organizations; i. Proof of experience ii. List of inboard staff (Technical, Managerial) iii. Project completion certificate or Phase completion certificates j. Copy of the certificate from the statutory auditor in fulfilment of the eligibility criteria mentioned in clause 2.4. k. Memoranda of association and certificate of registration in case of partnership, society, company or consortium, as per clause 2.2 l. Duly filled and signed Annexures- I, VI, VII and VIII. m. Technical proposal 9.5. The tender shall remain valid and open for acceptance for a period of 60 days from the last date of submission of tender. 9.6. Late and Delayed Tenders:9.6.1. Bids must be received in the Department at the address specified above not later than the date and time stipulated in the NIT. The Department may, at its discretion, extend the deadline for submission of bids in which case all rights and obligations of the Department and the Bidder will be the same. 9.6.2. Any bid received by the Department after the deadline for submission of bids, as stipulated above, shall not be considered and will be returned unopened to the bidder. 11
10. Bid Opening and Evaluation:10.1. Opening of the Bids 10.1.1. The authorized representatives of the Department will open the Prequalification/Technical Bids in the presence of the Bidders or of their representatives who choose to attend at the appointed place and time. 10.1.2. The bid of any bidder who has not complied with one or more of the conditions will be summarily rejected. 10.1.3. Conditional bids will also be summarily rejected. 10.2. Evaluation of the Bids
10.2.1. Subsequently, the technical bids will be evaluated as per the methodology given in the Annexure-III of the Tender document. 10.2.2. Financial bids of only the technically qualified bidders will be opened for evaluation in the presence of qualified bidders. 10.2.3. A bidder the bidder may submit bids upto maximum of 3 clusters, however the award shall be limited to best two offers. The tender will be evaluated and awarded clusterwise. 11. Right to accept any Bid and to reject any or all Bids:11.1. The Directorate of Health Services, Government of NCT of Delhi, is not bound to accept the lowest or any bid and may at any time by notice in writing to the bidders terminate the tendering process. The Directorate of Health Services, Government of NCT of Delhi, may terminate the contract if it is found that the agency is black listed on previous occasions by the any of the Departments/Institutions/Local Bodies/ Municipalities /Public Sector Undertakings, etc. The Directorate of Health Services, Government of NCT of Delhi, may reject the Bid in the event that the Bid is accepted but the successful bidder fails to furnish the Performance Security or fails to execute the contract agreement.
11.2.
11.3.
12. Award of Contract:12.1. The Directorate of Health Services, Government of NCT of Delhi, will award the contract to the successful evaluated bidder whose bid has been found to be responsive and who is eligible and qualified to perform the contract satisfactorily as per the terms and conditions incorporated in the bidding document. Such contracts shall be awarded cluster wise. The Directorate of Health Services, Government of NCT of Delhi, will communicate the successful bidder by facsimile confirmed by letter transmitted by Speed Post/Registered post that his bid has been accepted. This letter (hereinafter and in the condition of contract called the Letter of Offer) shall prescribe the amount which department will pay to the contractor in consideration of the execution of work/services by the contractor as prescribed in the contract. 12
12.2.
12.3.
The successful bidder will be required to execute a contract agreement in the form specified in Annexure-XI within a period of 30 days from the date of issue of Letter of Offer. The successful bidder shall be required to furnish a Performance Security within 15 days of receipt of Letter of Offer for an amount of ten per cent of the total value of the contract in the form of an Account Payee DD/Payorder/Fixed Deposit Receipt from a commercial bank, or Bank Guarantee from a commercial bank from a commercial bank in an acceptable form (Annexure-IX) in favour of Director Health Services. The Performance Security shall remain valid for a period of sixty days beyond the date of completion of all contractual obligations. In case the contract period is extended further, the validity of Performance Security shall also be extended by the contractor accordingly. Failure of the successful bidder to comply with the requirements of above clauses shall constitute sufficient grounds or the annulment of the award and forfeiture of Bid Security.
12.4.
12.5.
13
TERMS AND CONDITIONS OF CONTRACT

1. Scope of Work : As per Annexure II 2. Responsibility of hospital : 2.1. The hospital shall be providing furnished registration counters with free electricity to the vendor. The counters shall require to be established, equipped and run by the vendor. 2.2. The hospital shall also allow the vendor to have a connection to its Computer network subjected to vendor installed system meeting the criteria of the IT/cyber security policy. 2.3. The hospital wise specific inputs required for development of software, formats of the slips/reports, shiftwise details shall be provided by the hospital concerned. 2.4. The services provided will be periodically checked by the Medical Superintendent concerned or any person authorized by him based on certain objective criteria. Each hospital shall also identify an officer as nodal officer to deal with the vendor in day to day working of the work. 2.5. The individual agreements in regard of the tender shall be entered between the MS of the hospital concerned and the vendor. 2.6. The payment to the vendor shall be made by the hospital concerned. 3. Responsibility of Vendor: 3.1. The vendor shall establish, equip and run the requisite number of counters in the hospitals as per requirement of the hospital. 3.2. The vendor shall ensure that all software provided/used in the premises shall be legal and licensed. 3.3. The vendor will provide the trained manpower for running the counters. It will be the sole responsibility of the contractor that the men engaged are trained and the Department will not be liable for any mishap, directly or indirectly. 3.4. The vendor shall prepare the requisite software for implementation as per schedule and will implement it before the due date. 3.5. The vendor shall submit daily/weekly/monthly/quarterly/annual /other reports in both digital and hardcopy. 3.6. All the consumables and disposables required for the services are to be procured by the contractor. All consumables and disposables should be eco-friendly. The printed stationary as per specifications bearing the hospital name and other particulars for OPD and Emergency registration as per format provided by the hospital concerned shall be provided by the vendor. 3.7. The vendor shall also abide by all the statutory requirements in respect of on running any such system or the manpower deployed. 3.8. The vendor shall abide by the service level agreement clauses as per Para 7 of the terms and conditions and scope of work (Annexure II). Submission of Bills:
4.
14
4.1.
4.2.
4.3.
4.4.
4.5. 4.6.
4.7. 4.8.
The payment would be made at the end of every month based on the actual shift manned/operated by the personnel supplied by the contractor and based on the documentary proof jointly signed by the representative of the Department and the contractor/his representative/personnel authorized by him. No other claim on whatever account shall be entertained by the Department. The bills shall be submitted to the concerned Medical Superintendents on monthly basis. The payment of such bills shall be made as per government rules by the hospital concerned. The payment would be made at the end of every month based on the actual shifts of the counters operated manned/operated by the personnel supplied by the contractor and based on the documentary proof jointly signed by the representative of the Department and the contractor/his representative/personnel authorized by him. No other claim on whatever account shall be entertained by the Department. The Department will deduct Income Tax at source under Section 194-C of Income Tax Act from the contractor at the prevailing rates of such sum as income tax on the income comprised therein. The contractor will have to deposit the proof of depositing employees contribution towards PF/ESI etc. of each employee in every three months. If as a result of post payment audit any overpayment is detected in respect of any work done by the agency or alleged to have done by the agency under the tender, it shall be recovered by the Department from the contractor. If any underpayment is discovered, the amount shall be duly paid to the contractor by the Department. The contractor shall provide the copies of relevant records during the period of contract or otherwise even after the contract is over whenever required by the Department.
5.
Penalties 5.1. For the delayed Execution of the work, a penalty of 2% of the annual cost per hospital per week or part their off for delayed execution per hospital shall be levied. If the delay is for more than 4 weeks, the agreement will be liable to be cancelled and Performance Guarantee shall stand forfeited. 5.2. For poor quality of paper and printing a penalty of Rs 2000 per occasion shall be levied. 5.3. For downtime exceeding the defined limit as given; a penalty of Rs 5000 per occasion shall be levied 5.4. For Late submission of reports beyond the stipulated time in as given in Scope of Work Annexure 2, clause 7.4; a penalty of Rs 100 per day per report shall be levied. 5.5. For wrong coding of diagnosis/ incomplete entry of diagnosis a penalty of Rs 100 per such occasion shall be levied. 5.6. Late opening of any counter a penalty of Rs 1000 per occasion shall be levied. 15
5.7. Nonfunctioning of any counter for more than 4 hours continuously in a shift a penalty of Rs 5000 per occasion in addition to any other applicable penalty shall be levied 5.8. The decision of the Medical Superintendent concerned shall be final and binding in regard of deciding about the penalties. 6. Termination Clause : Director Health Services if so desires may terminate the contract after giving a notice of 3 months without assigning any reason for any hospital, cluster or part of cluster. Service Level Agreement 7.1. In case any of contractors personnel(s) deployed under the contract is (are) absent, a penalty equal to double the wages of number of staff/supervisors absent on that particular day shall be levied by the Department and the same shall be deducted from the contractors bills. 7.2. In case any of contractors personnel deployed under the contract fails to report in time and contractor is unable to provide suitable substitute in time for the same it will be treated as absence and penalty as mentioned in clause 5 of the terms and conditions shall be levied. 7.3. In case any public complaint is received attributable to misconduct/misbehaviour of contractors personnel, a penalty or Rs.500/for each such incident shall be levied and the same shall be deducted from contractors bill. Further the concerned contractors personnel shall be removed from the system immediately. 7.4. In case the contractor fails to commence/execute the work as stipulated in the agreement or unsatisfactory performance or does not meet the statutory requirements of the contract, Principal Employer reserves the right to impose the penalty as detailed below:7.4.1. 2% of the annual cost of order/agreement per week, upto four weeks delays. 7.4.2. After four weeks delay the Department may cancel the agreement and get this job to be carried out preferably from other agency from open market. The difference, if any, will be recovered from the defaulter contractor and also shall be black listed for a period of four years from participating in such type of tender and his earnest money/security deposit may also be forfeited, if so warranted. 7.5. The Department reserves the right to cancel or reject all or any of the tender without assigning any reason. 7.6. Any act on the part of the tenderer to influence anybody in the Department is liable to rejection of his tender. 7.7. Every employee so engaged by the contractor shall wear uniform and a badge wearing his/her name, while on duty. The said uniform and badge shall be provided by the contractor at his own cost. 7.8. MANPOWER DEPLOYED : 7.8.1. The contractor shall engage the men/women whose age shall be between 18-50 years only. 16
7.
7.9.
7.8.2. Manpower so engaged should be trained DEO operations before joining. 7.8.3. The IT assistant/DEO must be a graduate with minimum six month course on computers and one IT assistant/DEO per counter per 8 hour shift shall be required. 7.8.4. One supervisor, Graduate with at least 5 year IT experience, one for each hospital shall require to be deployed. 7.8.5. The contractor shall deploy his personnel only after obtaining the Department approval duly submitting curriculum vitae (CV) of these personnel, the Department shall be informed at least one week in advance and contractor shall be required to obtain the Departments approval for all such changes along with their CVs. 7.8.6. In addition, Department will also arrange training in batches by Civil Defence and Fire Service Departments for deployed manpower. During this training, contractor shall have to arrange for substitute for the staff undergoing training. Smaller Departments can tie up with bigger Departments in neighbourhood for such trainings. 7.8.7. The list of staff going to be deployed shall be made available to the Department and if any change is required on part of the Department fresh list of staff shall be made available by the contractor after each and every change. 7.8.8. Only physically fit personnel shall be deployed for duty by the contractor. 7.8.9. The contractor shall ensure that the staff shall not take part in any staff union and association activities. 7.8.10. The staff engaged by the contractor shall be available all the time as per their duty roster and they shall not leave their place of duty without the prior permission of the authorized officer of the Department. 7.8.11. The contractor shall be responsible to provide immediate replacement to take place of any staff engaged by him, who is not available for duty at the place of posting and such other additional staff as may be required for additional counters for which prior information have been given. The contractor shall abide by and comply with all the relevant laws and statutory requirements covered under Labour Act, Minimum Wages and (Contract Labour (Regulation & Abolition Act 1970), EPF etc. with regard to the personnel engaged by him for the awarded works. It will be the responsibility of the contractor to provide details of manpower deployed by him, in the Department and to the Labour department.
7.10. The contractor shall be liable and responsible to provide all the benefits viz. Provident Fund, ESI, Bonus, Gratuity, Leave, etc. to the staff engaged by him. As far as EPF is concerned, it shall be the duty of the Contractor to get PF code number allotted by RPFC against which the PF subscription, deducted from the payment of the personnel engaged and equal employers amount of contribution should be deposited with the respective 17
PF authorities within seven days of closing of every month. Giving particulars of the employees engaged for the sanitation works, is required to be submitted to the Department. In any eventuality, if the contractor failed to remit employee/employers contribution towards PF subscription etc. within the stipulated time, the Department is entitled to recover the equal amount from any money due or accrue to the Contractor under this agreement or any other contract and will be deposited with RPFC on behalf of the contractor. 7.11. The Department shall have the right to ask for the removal of any person of the contractor, who is not found to be competent and orderly in the discharge of his duty. 7.12. The contractor shall not engage any sub-contractor or transfer the contract to any other person in any manner. 7.13. The antecedents of staff deployed shall be got verified by the contractor from local police authority and an undertaking in this regard to be submitted to the department and department shall ensure that the contractor complies with the provisions. 7.14. The Contractor will maintain a register on which day to day deployment of personnel will be entered. This will be countersigned by the authorized official of the Department. While raising the bill, the deployment particulars of the personnel engaged during each month, shift wise, if any, should be shown. The Contractor has to give an undertaking duly countersigned by the concerned official of the Department, regarding payment of wages as per rules and laws in force, before receiving the 2nd payment onwards. 7.15. That in the event of any loss occasioned to the Department, as a result of any lapse on the part of the contractor which will be established after an enquiry conducted by the Department, the said loss can claim from the contractor up to the value of the loss. The decision of the Medical Superintendent concerned will be final and binding on the contractor. 7.16. The Department may direct the contractor, to have any person removed that is considered to be undesirable or otherwise and similarly Contractor reserves the right to change the staff with prior intimation to the Department. 7.17. The contractor will deploy supervisors as per the need given by the Department. The supervisor shall be required to work as per the instructions of Department. 7.18. Other service level agreement conditions shall be as per Scope of Work as given in Annexure II of this tender document. 8. The vendor will deposit a performance warrantee in the form of Bank Guarantee from a schooled nationalised bank in the name of Director Health Services, Govt of NCT of Delhi equal to 10% of the value of contract with the department valid for a period not less than 60 days after fulfilment of all contractual liabilities.
18
9. All liabilities arising out of accident or death while on duty shall be borne by the contractor. 10. The contractor and its staff shall take proper and reasonable precautions to preserve from loss, destruction, waste or misuse the areas of responsibility given to them by the Department and shall not knowingly lend to any person or company any of the effects of the Department under its control. The contractor shall be responsible to maintain all property and any equipment of the Department entrusted to it. Any damage or loss caused by contractors persons to the Department in whatever shape would be recovered from the contractor. 11. The staff engaged by the contractor shall not accept any gratification or reward in any shape. 12. The personnel supplied have to be extremely courteous with very pleasant mannerism in dealing with the Staff/visitors, especially with female staff/visitors and should project an image of utmost discipline. The Department shall have right to have any person moved in case of patient/staff/visitor complaints or as decided by representative of the Department if the person is not performing the job satisfactorily or otherwise. The contractor shall have to arrange the suitable replacement in all such cases. 13. The contractor shall abide by and comply with all the relevant laws and statutory requirements covered under various laws such as Labour Act, Minimum Wages Act, Contract Labour (Regulation and abolition) Act, EPF, ESI and various other Acts as applicable from time to time with regard to the personnel engaged by the contractor for the Department. 14. The contractor shall ensure that its personnel shall not at any time, without the consent of the Department in writing divulge or make known any trust, accounts matter or transaction undertaken or handled by the Department and shall not disclose to any information about the affairs of Department. This clause does not apply to the information, which becomes public knowledge. 15. Any liability arising out of any litigation (including those in consumer courts) due to any act of contractors personnel shall be directly borne by the contractor including all expenses/fines. The concerned contractors personnel shall attend the court as and when required. 16. FORCE MAJEURE:- If at any time during the currency of the contract, either party is subject to force majeure, which can be termed as civil disturbance, riots, strikes, tempest, acts of God etc. which may prevent either party to discharge the obligation, the affected party shall promptly notify the other party about the happening of such an event. Neither party shall by reason of such event be entitled to terminate the contract in respect of such performance of their obligations. The obligations under the contract shall be resumed as soon as practicable after the event has come to an end or ceased to exist. The performance of any obligations under the contract shall be resumed as soon as 19
practicable after the event has come to an end or ceased to exist. If the performance of any obligation under the contract is prevented or delayed by reason of the event beyond a period mutually agreed to, if any, or seven days, whichever is more, either party may at its option terminate the contract. 17. NOTICE TO PROCEED means the notice issued by the Department to the contractor communicating the date on which the work/services under the contract are to be commenced. 18. If the contractor is a joint venture/consortium/group/partnership of two or more persons, all such persons shall be jointly and severally liable to the Department for the fulfillment of the terms of the contract. Such persons shall designate one of them to act as leader with authority to sign. The joint venture/ consortium/group/partnership shall not be altered without the approval of the Department. 19. PERIOD OF CONTRACT :The contract period shall be twenty four months from the date of the commencement (as mentioned in Notice to Proceed). 20. During the course of contract, if any of contractors personnel are found to be indulging in any corrupt practices causing any loss of revenue to the Department shall be entitled to terminate the contract forthwith duly forfeiting the contractors Performance Guarantee. 21. The Department shall not be responsible for providing residential accommodation to any of the personnel of the contractor. 22. The Department shall not be under any obligation for providing employment to any of the worker of the contractor after the expiry of contract. The Department does not recognize any employee employer relationship with any of the workers of the contractor. 23. OBLIGATION OF THE CONTRACTOR:23.1. The contractor shall ensure full compliance with tax laws and IT laws of India with regard to this contract and shall be solely responsible for the same. The contractor shall submit copies of acknowledgements evidencing filing of returns every year and shall keep the Employer fully indemnified against liability of tax, interest, penalty etc. of the contractor in respect thereof, which may arise. 23.2. The contractor shall disburse the wages to its staff deployed in the Department every month through ECS or by Cheque in the presence of representative of the Department. 23.3. DEFAULT IN MAKING PAYMENT OF WAGES TO PERSON ENGAGED: In the event of default being made in the payment of any money in respect of wages of any person deployed by the contractor for carrying out of this contract and if a claim therefore is filed in the office of the Labour 20
Authorities and proof thereof is furnished to the satisfaction of the Labour Authorities, the Department may, failing payment of the said money by the contractor, make payment of such claim on behalf of the contractor to the said Labour Authorities and any sums so paid shall be recoverable by the Department from the contractor. 23.4. If any money shall, as the result of any instructions from the Labour authorities or claim or application made under any of the Labour laws, or Regulations, be directed to be paid by the Department, such money shall be deemed to be payable by the contractor to the Department within seven days. The Department shall be entitled to recover the amount from the contractor by deduction from money due to the contractor or from the Performance Security. 23.5. The bidder should be registered with the concerned authorities of Labour Department under Contract Labour (R&A) Act 1970 and Delhi Works Contract Act. (Wherever applicable). It will be the duty of the Vendor to get appropriate licenses from various authorities as applicable. 24. INDEMNITY : The contractor shall indemnify and hold the Department harmless from and against all claims, damages, losses and expenses arising out of, or resulting from the works/services under the contract provided by the contractor. 25. DISPUTE RESOLUTION:25.1. Any dispute and or difference arising out of or relating to this contract will be resolved through joint discussion of the authorities representatives of the concerned parties. However, if the disputes are not resolved by joint discussions, then the matter will be referred for adjudication to a sole Arbitrator appointed by the Lieutenant Governor of Delhi. 25.2. The award of the sole Arbitrator shall be final and binding on all the parties. The arbitration proceedings shall be governed by Indian Arbitration and Conciliation Act 1996 as amended from time to time. The cost of Arbitration shall be borne by the respective parties in equal proportions. During the pendency of the arbitration proceeding and currency of contract, neither party shall be entitled to suspend the work/service to which the dispute relates on account of the arbitration and payment to the contractor shall continue to be made in terms of the contract. Arbitration proceedings will be held at Delhi/New Delhi only. 26. JURISIDICTION OF COURT:- The courts at Delhi/New Delhi shall have the exclusive jurisdiction to try all disputes, if any, arising out of this agreement between the parties.
21
I. II. III. IV. V. VI. VII. VIII. IX. X. XI.
ANNEXURES Tender form for the computerization of OPD Registration Services in hospitals of Delhi Government (Annexure-I) Scope of Work and Details of Manpower required (Annexure-II) Method of award of work (Annexure-III) Check list for Pre-qualification Bid (Annexure-IV) Check list for Technical Evaluation (Annexure-V) Undertakings (Annexure-VI-VII) Price Bid Format (Annexure-VIII) Form of Bank Guarantee for Bid Security (Annexure-IX) Form of Bank Guarantee for Performance Security (Annexure-X) Form of Agreement(Annexure-XI) FORMATS OF STATIONARY (Annexure-XII)
22
(Annexure-I) TENDER FORM Computerisation of OPD, Casualty and Indoor Patient Registration Services in Hospitals of Delhi Government No.F(21)/CMP/513/DHS/SHIB/2013/ Dated: 13.3.2013)
Tender No Due date for tender _______________________ Opening time & date of tender ______________ Affix duly attested P.P. Size photograph of the bidder
S No 1.
Item
Detail
Details of Bidder i. ii. iii. iv. Name of Bidding Entity Registration number of the Bidding Entity Regd. Address PAN No.
2.
Details of Authorized Signatory of bidder for the tender i. ii. iii. iv. v. vi. Name Designation, Address Office Telephone No Mobile No. Fax No.
3.
Details of Authorised Person of bidder to deal with i. ii. iii. iv. v. vi. Name Designation, Communication Address Telephone No Fax No. Email address Please specify as to whether bidder is a sole Proprietor/ partnership Firm /Company/Society/Consortium Name, address/ Telephone No. of Director/ partners A. B C. D
4.
i.
ii.
23
5.
Details of earnest money deposited i. ii. iii. iv. v. Amount DD/PO/FDR/BG No. Date of issue Name of the issuing authority Validity till
6.
Confirm your organisation employs : a) 20 or more than 20 employees or b) Less than 20 employees.
7.
In case your organisation employs more than 20 employees, same should fulfill PF &ESI requirements. a) PF Registration No. given by PF Commissioner b) ESI Registration No. given by : :
8.
Any other information.
9. Declaration by the contractor:This is to certify that I / We before signing this tender have read and fully understood all the terms and conditions and instruction contained herein and undertake myself / ourselves abide by the said terms and conditions.
(Signature of Tenderer)
Name: Designation: Address: Dated: Phone No.(O) :
24
(ANNEXURE-II) Computerisation of OPD, Casualty and Indoor Patient Registration and Lab Reporting Services in Hospitals of Delhi Government (No.F(21)/CMP/513/DHS/SHIB/2013/ Dated: 13.3.2013)
SCOPE OF WORK 1. The present work on Computerization of Hospital OPD/Emergency/Indoor Admission Registration Services is to be awarded on outsourcing basis. 2. The hospital shall be providing : 2.1. Furnished counters (Tables and Chair) along with electricity connection shall be provided by the Hospital. The cost of electricity shall be borne by the hospital. The space and electricity so provided shall be free of charge. It is expected that the bidder shall take this into account while quoting the rates. 2.2. The hospital shall also allow the vendor to have a connection to its Computer network subjected to vendor installed system meeting the criteria of the IT/cyber security policy. Wherever, a system of Internal Networking wiring exists in the hospital, the bidder shall explore its usefulness and if required shall arrange the same at his own cost. 2.3. The counters shall require to be established, equipped and run by the vendor. 3. The services provided will be periodically checked by the Medical Superintendent concerned or any person authorized by him based on certain objective criteria. Each hospital shall also identify an officer as nodal officer to deal with the vendor in day to day working of the work. 4. HOSPITALS WHERE THE SERVICES ARE TO BE PROVIDED 4.1. The system is to be established for Hospital OPD, Casulaty and IPD, Registration and Lab Reporting for 6 cluster viz covering the undermentioned Delhi Government Allopathic Hospitals: Cluster Hospitals included BSAH BSA HOSPITAL, ASJ HOSPITAL, BM HOSPITAL, SGM HOSPITAL DDUH DDU HOSPITAL, DADA DEV MC HOSPITAL, Pt.MMM HOSPITAL, RTRM HOSPITAL GTBH GTB HOSPITAL, SVBP HOSPITAL, JPC HOSPITAL LNH LN HOSPITAL, GNEC, ST CENTRE, AAAG HOSPITAL DHS DHAS, Dr.NCJ HOSPITAL, KNM HOSPITAL, LBS HOSPITAL, DBCH BJRMH BJRM HOSPITAL, ABG HOSPITAL, MV HOSPITAL, SRHC HOSPITAL 4.2. Any new hospital may be added to the above list by the department at any time at same terms and conditions and shall be attached to DHS cluster. 5. No. of Counters 5.1. The tentative hospital and cluster wise number of counters to be setup and hospital OPD/IPD attendance is as under :
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Table : Clusterwise workload of various hospitals in 2011 and expected number of counters hospitalwise/clusterwise S.N o 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. OPD New Regns. 1009198 68973 554144 697772 503340 440831 322831 475691 660426 160413 340711 384652 189707 167000 49568 657121 1361687 629435 233850 909648 303427 202593 8500 Special Clinics Regns. 15703 10123 28612 23892 6011 26698 0 12774 162176 7922 27744 3742 Casualty Regns. 128171 81032 112955 137465 79503 92142 23765 277118 10899 94859 50453 423921 14 190438 237737 75224 29944 209545 47288 2982 10888 No of IPD Regns. 47809 17148 27228 12250 7813 9179 8031 53473 7619 6785 7714 18060 256 18723 78065 11422 4493 87160 8750 11303 3273 No. of Lab tests 968615 9254 663569 746646 272877 368026 217897 450697 4565604 96898 449526 166822 310035 80608 7801 424725
-
Cluster
Hospital
Counters for OPD (single shift 8 1 7 8 7 5 5 5 8 4 5 5 6 4 1 8 4 17 8 4 14 5 4 1
BSAH
BJRMH
DDUH
DHS
GTBH
LNH
BSA HOSPITAL ASJ HOSPITAL BM HOSPITAL SGM HOSPITAL BJRM HOSPITAL ABG HOSPITAL MV HOSPITAL SRHC HOSPITAL DDU HOSPITAL DADA DEV MC HOSPITAL Pt.MMM HOSPITAL RTRM HOSPITAL DHAS Dr.NCJM HOSPITAL KNM HOSPITAL LBS HOSPITAL DBC HOSPITAL GTB HOSPITAL JPC HOSPITAL SVBP HOSPITAL LN HOSPITAL AAAG HOSPITAL GNEC ST CENTRE
2787112 263735 143830 3046051 141171 32602 37464
Counters for IPD/ Casualty (3 Shift each ) 3 0 2 2 2 1 1 1 4 1 2 1 2 1 0 2 0 2 2 1 3 1 1 1
Counter shifts for Lab 2 1 1 2 1 1 1 1 2 1 1 1 1 1 1 4 1 4 1 1 4 1 1 0
Total counters shifts (Appx) 19 2 15 16 14 9 9 9 22 8 12 9 13 8 2 18 5 26 15 8 26 9 8 4
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5.2.
5.3.
The above mentioned number of counters may increase or decrease as per requirement any time during the contract period and the exact number and functioning shall be decided by the MS concerned. For any increase or decrease in the number of counters, the payment will be correspondingly increased or reduced proportionately at the quoted rates, with cap of 20% hike. For the functioning of counters for special requirement other than working days the MS of the hospital concerned shall decide.
6. Counter Timings 6.1. All counters shall operate on shift basis with each shift being for 8 hours. 6.2. The OPD and Laboratory /Radiology counters shall operate on single shift basis on all working days of the hospitals. The OPDs of the hospitals function on all working days (throughout the year except on Sunday and Gazetted holidays). The hospitals also run some Sunday Clinics and some of the counters shall be required to be operative on Sunday/holidays as decided by the MS concerned. The registration counter timing /shifts shall be decided by the MS of the hospital concerned as per requirement. 6.3. Emergency /IPD Registration Timings shall function round the Clock on 8 hour shift basis. 7. The awarded work to be accomplished shall include : 7.1. To establish a Central Computerized Hospital Patient Registration of OPD/ Casualty/Admissions, and Computerization of Laboratory, Medical Records Department (coding and Entry of Diagnosis) and shall include : i. Registration of new OPD cases, Revisits, Cross Referrals, Emergency Registration, Indoor admissions ii. Collection of Diagnosis Slips, Coding and data Entry as per ICD 10 iii. Collection of details of Indoor Patients, Coding of Diagnosis and data Entry as per ICD 10 in the software iv. Development of a laboratory sample registration and reporting system v. Analysis and generate daily / monthly / annual data reports 7.2. The required Software Solution is expected to include the following in order to support the clinical and administrative activities of the hospital. These are general need-based requirements. On award of contract, the Vendor will interact with various departments and work out the details so that the system is designed to meet the specific requirement of the hospital. Post implementation, there may also be subsequent customizations and enhancements which will be carried in consultation with the Hospital by vendor. A unique ID will be generated for each patient. Data retrieval of the patient will be based on this unique ID.
7.3.
8.
IMPLEMENTATION OF AWARDED PROJECT/TIME FRAME: 8.1. Software development: one month from the date of award of order i. Development of software 21 days after award ii. Resubmission of software after incorporating suggestions: within next 7 days iii. LAN and Hardware installation: one month from the date of award of order. iv. Testing : One week after the development of Software v. Implementation: One week after the testing vi. Total duration of Development phase is 45 days. 8.2. No payment shall be made to the vender during development phase. 27
9. OPD Registration 9.1. The objective is to keep the patient waiting time below 10 minutes per patient for OPD registration. 9.2. For OPD the average approximate processing time with the patient on the counter shall be appx. 30 seconds. This may allow upto 120 registrations per hour including repeat visits. New OPD registration should include the following details : o Name, Age, Sex, Address(area/locality), Father/Mother Name, o Special Status : o DGEHS beneficiary.. DGEHS Card No.. o Sr Citizen o Disabled o Referral o BPL Patients o GRC/Stree Shakti Patients o MLC o Any other special category o Date and Time of First Registration, Department, Room No. 9.3. The OPD registration slip shall also mention the registration Number, Room no and the queue number for that room. The format of stationary is given in Annexure 12. The final modalities /format of registration as decided by the hospital concerned shall be final. 9.4. Follow up / Revisits - For follow up patient revisits to the hospital OPD on another date, relevant details will be entered in the database and fresh date will be put on the old card by stamp. Unique registration number given per patient shall remain same and should be traceable with the details of the patient and registration number. Revisit continuation slip shall also be generated and printed. Continuation sheet with all relevant details including date of last visit and diagnosis printed shall be given if required. 9.5. The modalities/format of registration as decided by the hospital concerned shall be final. 9.6. There should be provision in the software for accessing the patient data from any other hospital software applications such as investigations. 9.7. Change of department and Cross Referrals - Any patient may require one or more consultants opinion from different dept (Cross referrals). In case of referrals from one specialty to another the referred department will be endorsed on the card and entered in the patient record from the OPD/Emergency counter foil or when the patient presents at the counter. 9.8. Clinical Information including provisional and final diagnosis will be captured for patients as per ICD-10 standards. 10. Emergency/Admission Registration 10.1. The details shall ordinarily be same as for the OPD registration. However the counters shall work on round the clock in 8 hours shifts. 10.2. Patient demographic data as above, and Registration number, MLC Number, Specialty Dept, Unit, Name of Head of Unit/ Room In Charge (wherever applicable), Room number, Token Number, Expected Service Time, Current date and Time will be printed on each registration card. 10.3. Clinical Information including provisional and final diagnosis will be captured for patients as per ICD-10 standards. Barcode scanner and printer shall be available at the emergency registration counter for management of emergency laboratory samples and reports as described under laboratory workflow.
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10.4. The format of stationary is given in Annexure 12. The final modalities /format of registration as decided by the hospital concerned shall be final. 11. Indoor Registrations : 11.1. The details as per hospital format shall be recorded and an admission slip shall be issued . The counter shall work on round the clock. The format of stationary is given in Annexure 12. The final modalities /format of registration as decided by the hospital concerned shall be final. 11.2. Admission registration card of the patient, who is already registered for OPD/ Accidents and Emergency, will be made on preprinted (Bilingual - in Hindi and English) carbonized duplicate stationary by entering the remaining data in the patient's record (e.g. complete address, attendants name and telephone number, ward name and number and location etc) as per the sample card text and format. (Admission Sheet sample as per annexure 12). 11.3. The patient will retain the unique id number and a new admission number will be generated / allocated. For subsequent admissions of the same patient, the patient record / data will be updated indicating the segregated subsequent admission data under unique patient ID. 11.4. All admission registrations will be done only after due authorization of the unit in charge or his/her authorized doctor. The authorization slips issued by the doctors admitting the patients will be maintained separately for verification. 11.5. Issue of Attendance Pass: One Visitors pass (and one attendance pass with different colour codes) shall be generated, printed and issued at time of admission to family member of the admitted patient. Validity of the attendant pass will be till discharge. Form & design of pass shall be similar to standard conference badge with at least 200GSM paper. 12. Validity of cards and Lost cards: 12.1. OPD Card will be valid from the date of First registration for the period of the 1 (one) year. Admission and Emergency card will be valid for one visit/admission only. Provision of OPD, Emergency and admissions of all visits of the patients should be available in real time. 12.2. Lost cards - For the patients reporting loss of registration card, the patient data will be searched using the search criteria and a new registration card will be printed. Generation of LAB Reports 13.1. The bidder will establish a Centralised Hospital Labs registration and reporting system (Laboratory information System (LIS) with Integration with Laboratory Equipments and with OPD Software System, IPD and Casualty areas. 13.2. Laboratory Workflow: i. The doctor in the OPD/ Casualty/ Ward would recommend the Patient for a Laboratory Test ii. The Patient will go to the Sample Collection Room for the recommended Laboratory Test, iii. The person at laboratory registration counter in OPD will register the patient and print out barcode stickers for the recommended number of tests to be pasted on the sample containers. An additional sticker will be printed and pasted on the OPD ticket of the patient. During lab registration of patients with suspected notifiable diseases, complete house level address and contact number shall be entered into the LIS. iv. Inpatient laboratory registration counter will collect the samples, print barcodes and label the sample tubes and forms.
13.
29
v. vi. a) b)
vii.
viii.
ix.
x.
xi.
xii.
13.3. 13.4. i.
ii.
iii. 13.5.
After Sample Collection, the test procedures in various Analyzers (Laboratory Equipments) will begin, The Results for the Conducted Tests will be updated in the following two ways: If the Laboratory Equipment is capable of interfacing with software systems, then the same will be integrated (bidirectional) with the LIS. If the Laboratory Equipment is not capable of interfacing with software systems, then there should be a provision in the LIS to manually update the results of the Laboratory tests and analysis of the data. Provision to verify online results will be provided (at least two stage validation of results). For this purpose computers of LAB will also be networked with LIS. There should be provision for LIS Integration to existing lab software The patient at the next re-visit to the hospital will go to the OPD Counter, where the sticker on the OPD ticket will be scanned and all the pending Laboratory reports will be printed and given to the patient. Provision of old OPD reports Mark as duplicate should also be there, Lab reports shall be made available for dispatch within defined time (fixed by laboratory) for IPD patients to respective inpatient units in real time., o All reports of one patients shall be available date wise as patient investigation summary, All panic values /reports defined by respective labs shall be flagged to relevant unit /patient care area terminal and should be visible on screen to the inpatient computers for ready reference, For samples during emergency hours, barcode labels shall be generated by the person in emergency lab or alternatively by the person manning emergency registration counter. Ready reports shall be entered into the system by the same person at emergency for effective dissemination of laboratory reports in the system, Manual Updation of Results: Manual feeding of the results in the LIS with atleast three stage validation. There should be atleast three level data approval and authorization (first level through data entry operator, second level by lab technician and/or resident and final through consultant) through their own unique ID and password. The final report shall include name of the person's approving /authorizing the report with date and time of approval. Provision of datewise and test wise turn-around time should be available, Provision of panic reporting on system's screens of respective units shall be made available. Vendor will have to provide age based reference range for minimum & maximum value for the tests. Integration of all proposed services (software modules) :All the components of the services as per scope of work shall be integrated. System Requirements: Equipment Interfacing: The Laboratory Test Equipments are capable of interfacing with software systems, which is bi-directional. The proposed LIS should be able to integrate with these Laboratory Equipments and automatically update the results of the Conducted tests. All computer systems placed should brand new with configuration to meet the requirement fast enough efficiently., Security: The proposed LIS should be secure enough so as to prevent any DATA PILFERAGE and recoverable from any data loss. Vendor will ensure to place required hardware to ensure the same, HIS Integration: The proposed LIS should be scalable and capable to integrate with the complete HIS System (proposed by the Delhi Govt, in future). Lost LAB Reports- For Patients reporting loss of LAB reports, the patient LAB data will be searched using the search criteria and a duplicate LAB report will be printed. 30
13.6. LAB test Report Formats attached subject to revision, time to time as per need of the hospital as per requirement. (Annexure 13). 14. Analysis of data and Generation of Reports : The system should be capable of generating the following daily / monthly / annual reports as given below : 14.1. Daily Reports (to be submitted by 10 AM of succeeding working day to the MS/authorised officer) a. Report for OPD for Age, Sex (M-F-Child), wise compiled morbidity report as per ICD 10 and total Number of patients b. Department /Room wise patients Deptt Room No. Patients c. Shift wise and Daily for Casualty and Indoor (ward Wise) Ward Registration Communicable cases disease Report as under IDSP (list of disease to be provided by the hospital concerned) Disease Code Deptt/ward No of cases Line listing of notifiable disease cases (list of disease to be provided by the hospital concerned) Diagnosis Name Age Sex Address BPL referral Report Cross Referral Report No of patients advised admission Deptt wise. No of individual samples registered and tests done in laboratory /Blood Bank Birth and Death Registration report for submission /transmission to local bodies
d.
e.
f. g. h. i. j.
14.2. Weekly Reports (to be submitted by on first working day of the succeeding week to the MS/authorised officer) Weekly Compiled Reports as under 13.1 for the Week starting Monday 14.3. Monthly Reports (to be submitted by 3rd working day of the succeeding month to the MS/authorised officer) a. b. c. d. Compiled Reports as under 13.1 for the month Age, Sex, (M-F-C)wise compiled morbidity report as per ICD 10 Communicable cases disease Report as per CBHI format NonCommunicable cases disease Report as per CBHI format (list of disease to be provided by the hospital concerned) Disease Code Deptt/ward No of cases Age Sex Locality wise Age Sex wise Cross referral Report Age Sex wise Special OPD reports
e. f. g.
14.4. Annual Reports a. Compiled Reports as under 13.1 for the year b. Age Sex (M-F-C)wise compiled morbidity report as per ICD 10 14.5. Any other report as decided by the MS of hospital concerned 31
15. Inbuilt Monitoring system in Software 15.1. The software developed/deployed should have inbuilt system of monitoring the performance of the counters with software driven documents and verifiable by third party or hospital administration. 15.2. The software should also have provision to check the number of slips issued at any counter during a particular interval of time to keep a track if inefficiency and to pick up blank minutes. 16. Technical Specs of the Paper/Slips 16.1. OPD/Casualty/IPD Slip : i. Preprinted A4 size, At least 120 GSM, with 1 inch width detachable portion to record diagnosis ii. Printing Single Colour iii. Patient details to be printed in dotmatrix /Laser Print iv. The format of stationary is given in Annexure 12. The final modalities /format of registration as decided by the hospital concerned shall be final. 16.2. Technical Specs of the Lab Report : i. A4 size, At least 75 GSM, ii. Printing Single Colour Laser iii. Patient details to be printed in dotmatrix /Laser Print iv. The format of stationary is given in Annexure 13. The final modalities of format as decided by the hospital concerned shall be final.
17.
18.
MANPOWER : 17.1. The IT assistant/DEO must be a graduate with minimum six month course in computers. 17.2. One supervisor, Graduate with at least 5 year IT experience, one for each hospital Hospital Information Management System is under the process of implementation in Delhi Govt Hospitals. As and when HIMS is implemented in the hospital, the number of hospitals/counters shall be reduced accordingly. HARDWARE (PCs, Server, Printers, LAN, UPS etc), SYSTEM SOFTWARE, NETWORKING). 19.1. The Vendor shall provide the complete hardware i.e. PCs, Servers, printers, UPS, Scanner, Barcode Printer(s), Barcode Reader(s), networking, manpower, system software and the application software etc at his own cost. 19.2. The Vendor will deploy sufficient Hardware to take care of proposed system requirements including service time/waiting time/standards as defined. Hardware and system software installed should be of standard quality and configuration with guarantee / warranty for the period of contract. The systems deployed should be brand new including computers and printers with latest configuration. 19.3. Desktop Configuration - Hardware should be capable enough to support application/system software with the operational load and requirements 19.4. (Suggested hardware - Intel Pentium i3 Processor based PC, latest Windows OS/ Linux & other required application software). 19.5. Laser Jet Printer - The printer speed should be capable of handling the operational load. Print quality should be as per the industry standards and readable at all the times.
19.
32
19.6. UPS - The UPS should be able to provide the power back for each individual PC, Servers, networking equipments and printers for a minimum for 30 minutes. 19.7. Server (IBM/ACER/HP/DELL) i. Main server Hardware should be capable enough to support application/system Software and database with the operational load and requirements. ii. (Suggested Hardware (minimum) Xeon dual core or above 4 / 8 GB RAM iii. SATA hard drives with mirroring OR RAID, Windows server OR Linux application software, Anti virus iv. There should be an additional standby server to avoid operational loss due to Main Server Breakdown. Additional printers & PC at least 15% of total requirement should be available as standby in case of breakdown of any PC or printer. 19.8. Barcode Scanners/Readers and Barcode Printers should be of high performance industry standards. 19.9. Scanner for MRD work should be digital office scanner with minimum speed 8 ppm with automated document feeder. 19.10. Third Party software - The Vendor shall take care of License required for 3rd party software if any used in the proposed system at their own cost. 19.11. Up gradation - In case any new technology is introduced during the phase of installation and contract period same must be incorporated (if required for improvements of service quality delivery) at the same price, without any costs to the Hospital, within the same terms of contract. Upgrades of all the existing software during the contract period should be provided by the Vendor and same should be at the same cost. 19.12. Networking (components, configuration and fittings) and Management : The networking of the buildings shall be done as per networking standards to the entire satisfaction of the Hospital authorities. Existing LAN system installed during previous computerization process may be checked for functionality and may be utilized. Further extension /repairs/modifications should be done at vendors cost. Vendor is required to conduct the survey and submit the detailed networking plan specifying the route, depth, and facilities etc to be created, for the approval. Proposed work shall be taken up by the Vendor, strictly in accordance with the layout plan submitted & approvals of works thereof. 19.13. Network shall be managed by the trained manpower of the Vendor as per the networking protocols and industry standards thereof. 19.14. The system should provide connectivity for user/password access to retrieve patient reports through computers on existing network of the hospitals. 19.15. System Administration : should support a formalized Systems Administration for the management of all components specifically Backups/Restores Anti-virus Software upgrades Network management Database administration User/ Application / Database/ Network Security issues Data processing and management control Trouble shooting
33
19.16. No equipment shall be removed from the premises of the hospital by the company without the concurrence of the hospital authority including for purpose of replacement of the spares etc. 19.17. The vendor shall provide the complete hardware, system software and the application software. 19.18. The vendor shall provide/arrange for the stationary after getting them printed and consumable items required. Printing formats will be provided by the hospital. 19.19. The vendor shall provide Trained Manpower for each shift. 19.20. Number of computers and manpower will be such so as to keep waiting time below 10 minutes per patient. 19.21. The vendor shall ensure secure Data and backup of the same always available on demand. Backup should resides in the Hard disk as well as on CD. 19.22. The safe custody of the equipment provided by the vender in the hospital shall be the responsibility of the vendor. 19.23. After the contract period is over the vender can remove hardware, software developed and power back up system installed by the vender. However database generated will be the property of the Hospital and vender shall handover the same in good condition to the hospital authorities in usable form. 19.24. The vender shall take care of License required for 3rd party software used if in his system at his own cost. 19.25. The software developed shall be web based and Administrial control of the system and application software shall be transferred to respective Medical Superintendent. 19.26. In case any new technology is introduced during the phase of installation the same must be incorporated at the same price within the same terms of contract. 20. Application Software 20.1. Vendor should develop web based user friendly application software using technologies offered by Microsoft / Oracle/ Linux/I Java. Data base should be Microsoft SQL server I/Oracle data base / My SQL or any other industry Standard data base. 20.2. General Functionality / specification of the Software /System: The application software shall : i. Ensure the accessibility of patient data by all authorized users in the healthcare system ii. Provide access to external and internal, data banks only to the authorized person, iii. Be capable of capturing data from different places and make it available at a single place for data capturing, viewing, modifications, report generation, investigation, research purposes updating of existing patient details subject to authorization etc. iv. System should allow searching for a particular patient by using a variety of alternative selection criteria such as complete or partial Name, Date of birth, Admitting department, Admitting ward and floor. Physician in charge, Date of admission or any combination of the above or other fields maintained in databases, v. Have no limitation as to the number of users it is able to support concurrently. vi. Provide on-line enquiry facilities about information held in the system, o Be available 24 hours a day/365 days a year. 34
Allow up to 25% workload increase per annum and the projected workload as given else where in the document. viii. Support an automatic log-off after a certain time period e.g. 2 minutes or system administrator configurable time period. ix. The required system shall be a ready-made package with minimal modifications and is expected to meet the requirements of the Document, x. Be based on a friendly graphical user interface (GUI). xi. Support auditing (Audit tracking in terms of User IDs, Date and time of last updates and the last changes) xii. Provide constant monitoring and troubleshooting of security system function, xiii. Validation of the patient registration data in the software should be as per the print outs generated, xiv. System should support bar coding driven entry / ordering I delivery system for patient identification, labeling, tracking and entering data when ever required & Print bar codes whenever and where needed. Software should be able to pick up repeat entries of same patient, xv. System should be capable of making full use of the new technologies of databases and the new communication possibilities (e.g. intranet and internet technologies) & be capable of stepwise evolution over time as new software modules are added to enable the storing of the specialized information generated by the various distinct specialties in hospitals until the complete EMR concept is achieved. xvi. Standards: a. Should be compatible with industry standards. b. Comply with communication protocols and standards widely accepted in the industry c. Support of XML for export and import. xvii. Integration : The software should a. Be capable of integration with other systems through stable and public interfaces, b. Allow for the future introduction of the subsystems or modules 20.3. Openness : The software should allow any subsystem or module to be replaced or added independently of the other subsystems. In order to ensure the use of open standards for the interfaces of the integration mechanism the providers are required to include a statement of conformance with the adopted open standards. 20.4. Adaptability : The system should a. Exploit its Relational Database Management System (RDBMS) capability. b. Be capable of adapting to future changes in procedure, workload, volume of data input or volume of data storage or organizational structure. c. The Coding of Diseases/Operations/Procedures will have the following main characteristics: d. Support a classification system widely accepted internationally such as ICD-10. e. Ensure that the use of such classification systems will be able to facilitate clinical care and allow statistical analysis and transmission of information, f. Provide the option of appending an unlimited number of new codes to the system,
vii.
35
g. Be regularly updated with regard to the codification system whenever a new update on ICD is released by WHO / concerned agency. 20.5. Development, Deployment, Customizations and Enhancements a. System Requirement Specifications / User Requirement Definitions should be signed off by the authorized representative of Hospital before starting of the development of application, b. The software will be customized and enhanced as per the requirements of the Hospital after the implementation. c. As per the future requirement, there may be a remote registration centers as well. These centers should also be able to connect to the application and database. The application will be extendable to a WEB based application with remote access through secured web and registration. d. The information captured in the database shall require to be same over all clusters and hence the application developed shall require to be customised so as to be in consonance with the uniform data structure for all clusters. 20.6. Acceptance Testing: 20.7. An acceptance testing procedure, to be worked out jointly by the Vendor and the Hospital, to test individual components and successful integration of all components shall be followed, 20.8. Acceptance testing should then be carried out as per the signed off system requirement specification and should be signed off by authorized representative of Hospital before deployment of the application. Hospital 20.9. shall issue the acceptance certificate on successful commissioning of various component of the project viz. Hardware, software, Local Area Network, Cabling, Manpower deployment. Cost of the testing procedure will be borne by the Vendor. 20.10. The subject approval is also governed and binding on Vendor of the written stipulation/ terms and conditions defined and based on this clear understanding & others not explicitly. It would be required in executing the subject scope of work, to liaise with the authorized representative of the Hospital, 20.11. Administrable control/ rights: The software developed shall be web based and Administrate rights of the system and application software shall be transferred to Medical Superintendent of the Hospital. For this purpose a computer in the office of Medical Superintendent or any other location shall also be networked with the system used for patients registration. 21. Administrable control of the software shall be with the Medical Superintendent. For this purpose PC in the office of Medical Superintendent shall also be networked with the system used for OPD registration. RESPONSE TIME: The Software implemented must provide for the response time less than 2 seconds for the information stored and less than 5 seconds for queries. UPTIME: The firm will provide 99% uptime for the servers and 95% up time for rest of the system & Printers during period of contract. The penalty to be imposed for uptime less than the specified uptime will be deducted from the security deposit. WARANTY AND MAINTENANCE BACKUP: 24.1. Service support: The firm should have well established office and service centers supported by qualified software and hardware maintenance professionals for the maintenance of the hardware and software supplied by them. It is sole responsibility of the vender to keep servers up 99% of the time and rest of system at 95% of the time at their own cost. The vender 36
22. 23.
24.
should stock some of essential items at the site for keeping system up as mentioned above. DATA MANAGEMENT/ CONFIDENTIALITY/ NONDISCLOSURE OF INFORMATION 25.1. The bidder shall : i. hold the generated Information in strict confidence and take all reasonable precautions to protect such Information and ii. not disclose any such Information or any information derived therefrom to any third person or agency and iii. shall not make any use whatsoever at any time of such Information except to internally for development of software /reports and , iv. not retain any such information on conclusion or termination of the contract and will also remove all hard copy and softcopy information from its records/storage . 25.2. Database Management i. Data entry and capture : The system should allow the use of a wide variety of devices for the capture or access of data such as PC's, notebooks. ii. Data Storage : The system should : Be capable of well-organized and indexed storage of information to allow efficient and reliable data retrieval for clinicians, researchers and other authorized health professionals, Support secure data archiving. iii. Data Backup : The system should provide easy and reliable procedures for backup operations to be carried out at regular intervals, The Vendor shall ensure secure Data and backup of the same always available on demand. Backup should reside in the Hard disk as well as on reliable storage media (provided by the Vendor), The Vendor will provide the backup (daily progressive and weekly fall) of data and maintain up to date database with application at IT Unit / Specified Location, Restore should be available at any time. Testing of data restores should be done at regular intervals and reports shall be made available to the Hospital. iv. Data Access : The system should provide a simple and effective way for health care personnel to retrieve, view and print data from workstations connected with the system subject to authorization, and allow clinicians search for and view chronological records of results, according to customizable search criteria. v. Data Security I Data loss, theft I Data integrity a. Data security and Integrity should be maintained by the Vendor by taking all suitable measures. It will include the necessary mechanisms for safeguarding the continuous availability, confidentiality and integrity of the data stored in the system. Privacy & confidentiality of Patient I Hospital data shall be maintained at all costs as under law. b. Vendor or any of its sub parties or Personnel shall not use, share, or distribute any information collected, retained. c. Data generated will be sole property of the hospital concerned/H&FW department. d. Ensure that before connecting to the system the user's identity, authority level and security profile are verified. e. Be capable of preventing the use of unique identification numbers for any other purpose other than the provision of health care services, o Be able to detect and report any breaches of security. 25.
37
Allow the application of consent by multiple authorized users for the opening and processing of certain files containing identification fields and sensitive personal data that can possibly be matched with external files, g. Support a single password to access different modules and levels of data. h. Use audit trails to track, all activity of data editing and editing person at all times in order to minimize the possibility of undetectable alteration of data, o The data will be duly checked and verified by employing mutually agreed standard procedures, preferably by generating printout and cross-checked with the admission card. All the incomplete entries / incorrect entries/ errors in data will be duly completed / corrected by the authorized person within well-placed authorization mechanism with audit trail, i. The data should be with uniform format across different hospitals/clusters and be exportable to Microsoft Excel and Microsoft access on demand. j. Data backup of all hospital data captured through the System must be stored in the onsite backup server of similar (or higher) configuration as main server and external storage device outside the network system and provided to hospital authorities. The updating frequency of the backup may be decided with MS concerned.
f.
38
Annexure-III COMPUTERISATION OF OPD, CASUALTY AND INDOOR PATIENT REGISTRATION AND LAB REPORTING SERVICES IN HOSPITALS OF DELHI GOVERNMENT METHOD OF AWARD OF WORK A bidder may put quotation for a maximum of 3 clusters with award limited to best two offers. Technical bids of only those bidders who prequalify as per eligibility conditions and have submitted the EMD shall be evaluated technically. The price bids of only those bidders who qualify technically shall be opened. In case of a situation where the same bidder is L1 in all the three clusters, the best two offers shall be awarded to L1 bidder and L2 bidder in the third cluster shall be offered to match the rate of L1 for the cluster to be eligible for award of cluster. In case of L2 not willing the offer shall be passed on to L3 and so on. The bids will be evaluated clusterwise as per the provisions of GFR 2005. All successful accepted bidders will have to submit the acceptance of offer along with performance warrantee of 10% of the contract value valid for a period equal to 60 days beyond the total contractual liabilities within 7 day of such intimation after which the EMD shall be returned.
1. 2. 3. 4.
5. 6.
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Annexure-IV COMPUTERISATION OF OPD, CASUALTY AND INDOOR PATIENT REGISTRATION AND LAB REPORTING SERVICES IN HOSPITALS OF DELHI GOVERNMENT Check list for Bid Security (To be submitted offline) 1. Bid Security (Earnest Money Deposit) for an amount of Yes/No as per clause 8.1.3, in form of Account Payee DD/Fixed Deposit Receipt from a commercial bank/ Bank Guarantee from a scheduled nationalised bank
40
Annexure-V CHECK LIST FOR SUBMISSION OF ONLINE BID (SCANNED LEGIBLE PHOTOCOPIES OF AUTHENTICATED DOCUMENTS (WITH SIGANTURES AND COMPANY SEAL) TO BE SUBMITTED: S No 1 2 Document Scanned copy of Bid Security (Earnest Money Deposit) for an amount as per 8.1.3 Self attested one recent passport size photograph(s) of the authorized person(s) of the firm/agency with name, designation, Office/Residential address and office Telephone numbers, whether the bidder is a sole proprietor/partnership firm and if partnership firm, names addresses and telephone numbers of Directors/Partners also; (Annexure I) Self attested copy of the bidding entity PAN No. card under Income Tax Act; as per clause 3.3 Self attested copy of the bidding entity Service Tax Registration Number as per clause 3.3; Self attested copy of valid Provident Fund Registration Number of the bidding entity; Self attested copy of valid ESI Registration Number of the bidding entity; Self attested copy of valid Licence and Number of the bidding entity under Contract Labour Act and under any other Acts/Rules; Proof of Average Annual turnover as stated in Clause 2.1 supported by audited Balance Sheet; Proof of experience as stated in Clause 2.4.1, 2.4.2 and 2.4.3 supported by documents from the concerned organizations; i. Proof of experience ii. List of inboard staff (Technical, Managerial) iii. Project completion certificate or Phase completion certificates Copy of the certificate from the statutory auditor in fulfilment of the eligibility criteria mentioned in clause 2.4.2 and 2.4.3 Memoranda of association and certificate of registration in case of partnership, society, company or consortium, as per clause 3.3 Duly filled and signed Annexures-VI Duly filled and signed Annexures- VII Duly filled and signed Annexures- VIII. Technical proposal Any other document(s).. Uploaded Yes/No Yes/No
3 4 5 6 7
Yes/No Yes/No Yes/No Yes/No Yes/No
8 9
Yes/No
Yes/No Yes/No Yes/No Yes/No
10
11
Yes/No
12 13 14 15 16
Yes/No Yes/No Yes/No Yes/No Yes/No
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Annexure-VI [FORMAT OF UNDERTAKING REGARDING ACCEPTANCE OF TENDER TERMS AND CONDITIONS ON 100 Rs NOINJUDICAL STAMP PAPER] To The Director Health Services, Govt. of NCT of Delhi New Delhi. Reference: Computerisation of OPD, Casualty Indoor Patient Registration and Lab Reporting Services in Hospitals of Delhi Government (Tender NO. No.F(21)/CMP/513/DHS/SHIB/2013/ Dated: 13.3.2013) Sir 1. I ,S/o/D/O /W/O R/O. am fully and lawfully
authorised to sign this undertaking on behalf of the bidders .(Name of the firm, Regd. Address)in regard of the tender for Computerisation of OPD, Casualty and Indoor Patient Registration and Lab Reporting Services in Hospitals of Delhi Government (Tender No.F.DHS/ 2012/
dated..). 2. We .... (Name of Firm) agree to abide by all the terms & conditions as mentioned in tender document Tender No No.F.DHS/ 2012/ dated...
3. All tender documents are complete in all respect and have been duly signed. 4. We hereby undertake to we will ensue the employee engaged will be paid at such rates which are compliant to the labour laws about minimum wages, EPF, ESI, bonus etc.
5. We have enclosed Earnest Money Deposit of Rs only (Rupees only) in form of demand draft/FDR/Bank Guarantee no.
of........................... (Name of Banker) in favour of Director Health Services, Govt. of NCT of Delhi payable at New Delhi.
(Signature of Authorised Signatory) With rubber stamp of the bidder
42
Annexure-VII [FORMAT OF UNDERTAKING REGARDING NO CRIMINAL LIABILITY ON 100 Rs NONJUDICAL STAMP PAPER] Computerisation of OPD, Casualty, Indoor Patient Registration and Lab Reporting Services in Hospitals of Delhi Government No.F(21)/CMP/513/DHS/SHIB/2013/ Dated: 13.3.2013
UNDERTAKING 1. I ,S/o/D/O /W/O R/O. am fully and lawfully authorised to sign this undertaking on behalf of the bidders .(Name of the firm, Regd. Address)in regard of the tender for Computerisation of OPD, Casualty and Indoor Patient Registration and Lab Reporting Services in Hospitals of Delhi Government (Tender No.F.DHS/ 2012/ dated..). 2. I hereby submit that the bidders or any of its directors/proprietors/partners have never been blacklisted by any Government agency and there is no Anticorruption/CBI case pending against the bidding firm(s) or its directors. 3. I hereby submit that the bidders or any of its directors/proprietors/partners have never been convicted in court of law .
(Signature of Authorised Signatory) With rubber stamp of the bidder
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ANNEXURE-VIII COMPUTERISATION OF OPD, CASUALTY AND INDOOR PATIENT REGISTRATION AND LAB REPORTING SERVICES IN HOSPITALS OF DELHI GOVERNMENT No.F(21)/CMP/513/DHS/SHIB/2013/ Dated: 13.3.2013
FORMAT FOR PRICE BID (To be submitted online on e-tender portal only in prescribed online form) SNo 1 1 Item 2
Rate per Registration Counter per 8 hour shift for BSAH Cluster Rate per Registration Counter per 8 hour shift for BJRM Cluster Rate per Registration Counter per 8 hour shift for DDU Cluster Rate per Registration Counter per 8 hour shift for DHS Cluster Rate per Registration Counter per 8 hour shift for GTBH Cluster Rate per Registration Counter per 8 hour shift for LNH Cluster Rate exclusive of all Taxes in Rupees
3 4 5 6
- Service Tax as applicable will be paid over and above the quoted rates
44
Annexure-IX MODEL BANK GUARANTEE FORMAT FOR PERFORMANCE SECURITY To The Director Health Services WHEREAS . (name and address of the vendor) (hereinafter called the supplier) has undertaken, in pursuance of contract no. dated . to provide the establish and run the Computerised OPD, Casualty, Indoor Patient registration and Lab Reporting services in Hospitals of Delhi Government (herein after called the contract). AND WHEREAS it has been stipulated by you in the said contract that the vendor shall furnish you with a bank guarantee by a scheduled commercial bank recognized by you for the sum specified therein as security for compliance with its obligations in accordance with the contract; AND WHEREAS we have agreed to give the supplier such a bank guarantee; NOW THEREFORE we hereby affirm that we are guarantors and responsible to you, on behalf of the supplier, up to a total of Rs . (amount of the guarantee in words and figures), and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the contract and without cavil or argument, any sum or sums within the limits of (amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. We hereby waive the necessity of your demanding the said debt from the supplier before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the contract to be performed thereunder or of any of the contract documents which may be made between you and the supplier shall in any way release us from any liability under this guarantee and we hereby waive notice of any such change, addition or modification. This guarantee shall be valid until the .. day of , 20 . (Signature of the authorized officer of the Bank) . Name and designation of the officer . . Seal, name & address of the Bank and address of the Branch
45
ANNEXURE-X (to be executed on a non-judicial stamp paper of Rs.100/-) INDEMNITY BOND This Indemnity Bond is executed on this ___________ day of ___________ by Shri___________________ s/o Shri ___________ _____________resident of ______________________________________________________ in favour of Director Health Services, Govt of NCT of Delhi. 2. The executant is the Proprietor/Partner/Director of M/s ________ _________ ______________________situated at ___________ ______ _______ __________ _____________ and has submitted bids to the Director Health Services, Govt of NCT of Delhi for the tender on Computerisation of OPD , Casualty, Indoor Patient Registration and Lab Reporting services in Hospitals of Delhi Government. 3. The executant undertakes to indemnify the Department of Health and Family Welfare, Govt of NCT of Delhi, Directorate of Health Services and the hospitals concerned from any injury, loss or damage caused to or suffered by any person or property, arising out of or relating to provision of Computerisation of OPD , Casualty, Indoor Patient registration and lab reporting services in Hospitals of Delhi Government and the consequential claim or claims shall be borne by the executant who hereby indemnifies and safeguards the Department of Health and Family Welfare, Govt. of NCT of Delhi, Directorate of Health Services, the hospitals concerned in respect of any of such claim or claims.
EXECUTANT
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ANNEXURE-XI
MODEL BANK GUARANTEE FORMAT FOR BID SECURITY To The Director Health Services WHEREAS . (name and address of the bidder) (hereinafter called the supplier) has undertaken to bid for the tender no. dated . to provide Computerisation of OPD, casualty, indoor patient registration and lab reporting services in hospitals of Delhi Government i (herein after called the contract). AND WHEREAS it has been stipulated by you in the said contract that the bidder shall furnish you with a bid security in the form of bank guarantee by a scheduled commercial bank recognized by you for the sum specified therein as security for compliance with its obligations in accordance with the tender terms and conditions; AND WHEREAS we have agreed to give the supplier such a bank guarantee; NOW THEREFORE we hereby affirm that we are guarantors and responsible to you, on behalf of the supplier, up to a total of Rs __________ (Rupees __________ only), and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the tender terms and conditions and without cavil or argument, any sum or sums within the limits of (amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. We hereby waive the necessity of your demanding the said debt from the supplier before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the contract to be performed thereunder or of any of the tender documents which may be made between you and the supplier shall in any way release us from any liability under this guarantee and we hereby waive notice of any such change, addition or modification. This guarantee shall be valid until the .. day of , 20 . (Signature of the authorized officer of the Bank) . Name and designation of the officer . . Seal, name & address of the Bank and address of the Branch
47
ANNEXURE-XII AGREEMENT This contract agreement made on the [-----------------] day of [--------------------] [-----------------------] BETWEEN (1) Director Health Services, Government of NCT of Delhi, F-17, Karkardooma, Delhi-32 (hereinafter called the Procurer), and a. [insert name of Service Provider], a corporation incorporated under the laws of [insert: country of Service Provider] and having its principal place of business at [insert: address of Service Provider ] (hereinafter called the Service Provider Whereas the Procurer invited bids for certain services, viz., Computerisation of OPD, casualty, indoor patient registration and Lab Reporting services in hospitals of Delhi Government and has accepted a Bid by the Service Provider for the supply of those Goods and Services in the sum of [insert Contract Price in words and figures, expressed in the Contract currency (ies) ] (hereinafter called the Contract Price). NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: 1. In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract referred to. 2. The following documents shall constitute the Contract between the Procurer and the Service Provider, and each shall be read and construed as an integral part of the Contract: (a) This Contract Agreement (b) Tender Document No..F.8/ (F)/(14)/182/2012/H&FW dated ) (c) The Service Providers Bid and original Price Schedules (d) The Procurers Notification of Award (e) [Add here any other documents(s)] 3. The Contract shall prevail over all other Contract documents. In the event of any discrepancy or inconsistency within the Contract documents, then the documents shall prevail in the order listed above. In consideration of the payments to be made by the Procurer to the Service Provider as hereinafter mentioned, the Service Provider hereby covenants with the Procurer to provide the Services and to remedy defects therein in conformity in all respects with the provisions of the Contract. The Procurer hereby covenants to pay the Service Provider in consideration of the provision of the Services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the Contract.
4.
5.
48
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with the laws of [insert the name of the Contract governing law country] on the day, month and year indicated above.
For and on behalf of the Procurer Signed: [----------------------] In the capacity of [insert title or other appropriate designation]
For and on behalf of the Service Provider Signed: [insert signature of authorized representative(s) of the Service Provider]
In the presence of [insert identification of official witness]
In the capacity of [insert title or other appropriate designation] In the presence of [insert identification of official witness]
49
ANNEXURE-XII FORMATS OF STATIONARY (All formats to Bilingual in Hindi and English) OPD Card OUTPATIENT REGISTRATION CARD COUNTER FOIL (To be retained by the attending doctor) OPD Regn No. Diagnosis .. (Provisional/final) ICD 10 Code. Remarks .. Logo of Hospital NAME OF HOSPITAL ADDRESS OUTPATIENT REGISTRATION CARD OPD Regn No. Deptt./Unit Date / Time Name Fathers/Husbands Name Address Unit Days Age Room No. Sex Queue Token No Religion
Category : General/ BPL/ EWS/ DGEHS/ Sr Citizen/Others Referral to Deptt
Provisional Diagnosis Investigations Date History/Clinical Findings/Reports
Treatment/Instructions
SPACE FOR MESSAGE
50
EMERGENCY/CASUALTY REGISTRATION CARD FORMAT Logo of Hospital NAME OF HOSPITAL ADDRESS EMERGENCY REGISTRATION CARD Emergency Regn No. Name Fathers/Husbands Name Address Date / Time Age Sex MLC No Religion
Date
History/Clinical Findings/Reports
Treatment/Instructions
SPACE FOR MESSAGE
51
NAME AND ADDRESS OF HOSPITAL ADMISSION SUMMARY Patient`s Name Age Date of Birth Sex Marital status C.R.Number Religion Ward Treating unit
Husband`s/Father`s/Guardian`s Name Full address Occupation Category : General/ BPL/EWS / Family Income DGEHS/ Sr Citizen/ Others Date and time of discharge/death Days of stay Telephone number
Date and time of admission Notify in case of emergency(Give name address, relationship)
Previous admission(s):Give date and number Provisional diagnosis(to be complete within 24hours of admission)
On admission, patient or qualified person must sign authorization for medical and /or surgical treatment
Final diagnosis Secondary diagnosis or complications Operation/Procedure Consultation with ____________________________________________________
Code Number
Result: Recovered / Improved / Not Improved / Treated / Examination only / Died / Left against Medical advise / L.W.P Cause of Death ______________________________________________________ I have examined and approved this complete medical report on .201 House Physician Registrar/S.R.Resident Head of the Unit
AUTHORISATION FOR MEDICAL AND/OR SURICAL TREATMENT I hereby authorized the physician or physicians incharge of the case of .to administer any treatment; or to administer such anesthetics and perform such operation as may be deemed necessary or advisable in the diagnosis and treatment of this patient. Date Signature_____________ Or __________________ (Nearest Relative) Relationship to patient_____________
Witness _________________
RELEASE FOR RESPONSIBILITY FOR DISCHARGE This is to certify that I a patient in Dr.Hedgear Arogya Sansthan ,Delhi am being discharged against the advice of the attending physician and of the hospital administration. I acknowledge that I have been informed of the risk involved and hereby release the attending physician and the hospital from all responsibility for any ill effects which may result from discharge from the hospital. Witness __________________ Patient or nearest relative__________ Witness __________________ Relation ship to patient_____________ Date ________ STATEMENT REGARDING PERSONAL EFFECTS I have been admitted to .Hospital, Delhi and I have kept no valuable with me. Date_________ Signature of patient or responsible person______________ Relationship to patient______________________________
52
ANNEXURE 13
Sample of Laboratory Report Laboratory Test Report [NAME OF HOSPITAL]

Name Referred Hospital/Dept/Unit Name of Test Provisional Diagnosis Test Description Type of Specimen Observed Value Age Sex Date Time Hospital Regd No Lab Regd No Sample Collection Date &Time
Reference Range
Test Method
Approved By
[Any other observation/report value]
(Doctor Code) Date & Time of Report Printing: It is a computerized report and does not require signature [Detailed description of test [for few specific tests only]]
53

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No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.

DIRECTOR HEALTH SERVICES GOVT. OF NCT OF DELHI

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

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No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

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No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

TERMS AND CONDITIONS OF CONTRACT

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I. II. III. IV. V. VI. VII. VIII. IX. X. XI.

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

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Any other information.

Name: Designation: Address: Dated: Phone No.(O) :

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

Counters for OPD (single shift 8 1 7 8 7 5 5 5 8 4 5 5 6 4 1 8 4 17 8 4 14 5 4 1

2787112 263735 143830 3046051 141171 32602 37464

Counters for IPD/ Casualty (3 Shift each ) 3 0 2 2 2 1 1 1 4 1 2 1 2 1 0 2 0 2 2 1 3 1 1 1

Counter shifts for Lab 2 1 1 2 1 1 1 1 2 1 1 1 1 1 1 4 1 4 1 1 4 1 1 0

Total counters shifts (Appx) 19 2 15 16 14 9 9 9 22 8 12 9 13 8 2 18 5 26 15 8 26 9 8 4

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

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Yes/No Yes/No Yes/No Yes/No Yes/No

Yes/No Yes/No Yes/No Yes/No

Yes/No Yes/No Yes/No Yes/No Yes/No

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

(Signature of Authorised Signatory) With rubber stamp of the bidder

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

(Signature of Authorised Signatory) With rubber stamp of the bidder

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013

No.F(21)/CMP/513/DHS/SHIB/2013 Dated: 13.3.2013