TERMS OF REFERENCE FOR THE LOCAL CONSULTANT

Transcription

1 Terms of Reference for preliminary study for Hospital Information System 1 TERMS OF REFERENCE FOR THE LOCAL CONSULTANT 1. Background The Royal Government of Bhutan has identified Information and Communication Technology as a key enabler of the Good Governance, which is one of the pillars of Gross National Happiness. The Department of Information Technology (DIT) is mandated to work in collaboration with various agencies in the Government to help these organizations to improve their efficiency through re-engineering of their processes and using ICT to improve the service delivery. One of such key agency is the Ministry of Health (MoH) and Hospital Services in particular. Automation of Hospitals using Hospital Information System not only enhances the efficiency of working of the Hospital but also optimizes the scarce resources of the Hospital like equipments, man power, medicines etc. The Electronic Medical Records of the citizens helps the country to provide quality healthcare facility to its citizens because Hospital will have all the historical data about the medical history of all the patients. This system can also serve as a huge knowledge base for the aspiring medical professionals who want to learn about different medical cases information about which would not be available otherwise. Therefore, in order to improve the service delivery both with respect to time and quality, the Department of Information Technology and Ministry of Health are presently collaboratively working to implement Hospital Information System which will integrate all modules of patient care as well as Hospital Management in 350 bedded Jigme Dorji Wangchuck National Referral Hospital (JDWNRH). If the project in JDWNRH is successful, the services will be extended to other Hospitals in the Country. Thus, the system proposed will be a centralized HIS server housed in a data centre which can be used by all the Hospitals in the country in future with optimal cost of operation and maintenance. 2. Objectives The project wants to hire a local individual consultant who will be responsible for conducting the survey on e-readiness and existing scenario of Health facilities in Bhutan including the Infrastructure, population served, connectivity, specialities existing and planned in each Hospital, IT literacy level of Health Professionals in each Hospitals etc. The Survey should cover comprehensive information needed for extension of Hospital Information System Services up to existing and planned Grade I BHUs. Further, the consultant shall study the existing systems like Laboratory and Drugs, Vaccine and Equipments Department (DVE) or any other existing Information System and advice on whether to integrate the new HIS with these systems or to replace them depending on the findings and issues. After the completion of the Survey, the consultant will be responsible for the preparation of Request of Proposals (RFP) for the selection, customization and implementation of an off-theshelve Hospital Information System. The Consultant will be assisted by Project Manager, Project Technical Focal Person and Procurement Officer, MoIC in finalizing the RFP.

2 Terms of Reference for preliminary study for Hospital Information System 2 3. Local Consultant Deliverables The local consultant shall deliver the following deliverables: 1. The Consultant shall survey the e-readiness of all the Health facilities in all the Hospitals in Bhutan (including the Grade I BHUs) including the Infrastructure, Services, Resources and possible ways of network connectivity to each centre. This includes the medical and other equipments in the centre, specialties existing and planned, human resources and their IT literacy both in case of Health Professionals and low level IT support staff. The survey shall be conducted in the following sequence: a. The consultant shall visit few categories of Hospitals/Healthcare Centres and prepare a template questionnaire for the survey which will be comprehensive and will cover all the information required for the survey. b. The consultant shall seek approval on the format and content of the information collection template from the Technical Working Committee. c. Upon the approval of the template, the consultant shall collect the information from different Hospitals and existing and planned Grade I BHUs. The Ministry of Health will provide full cooperation and support for the survey in terms of providing the information. d. The consultant shall compile the findings and analyze them and prepare a report. 2. The local consultant shall then use the above collected data to prepare Request for Proposals (RFP) for the selection, customization and implementation of an off-the-shelve Hospital Information System in close consultation with the HIS working committee consisting of Head of Technical Working Group, Departmental Focal Points of JDWNRH, Project Manager, DIT and Project Focal Points from DIT and MoH. 3. The local consultant shall study the existing systems like Laboratory (LIS), Drugs, Vaccine and Equipments System (DVED) or any other existing Information System of JDWNRH and advice on whether to integrate the new HIS with these systems or to replace them depending on the findings and issues. The findings will be part of the consultant s final report. 4. The consultant shall present his findings as well as the RFP to the Technical Working Committee from DIT, MoH and JDWNRH. A workshop shall be organized for that purpose. Then, the consultant shall submit the final report and RFP after incorporating the feedback from the workshop.

3 Terms of Reference for preliminary study for Hospital Information System 3 4. Duration of the Local Consultant The duration will be for 45 working days from the date of signing of the contract. In the first 20 days, the consultant will be required to complete all site studies and surveys, including the Grade I BHUs. In the last 25 days, the consultant will be responsible for the preparation of RFP for the selection, customization and implementation of an off-the-shelve Hospital Information System in close consultation with the HIS working team from MoH, JDWNRH and DIT. 5. Submission of RFP and Final Report by the Local Consultant The Local Consultant will be required to prepare a full fledged Request for Proposals (RFP) for the selection, customization and implementation of an off-the-shelve Hospital Information System in accordance with the Procurement Manual of the Royal Government of Bhutan. Subsequently, the Local Consultant shall be liable to answer Audit inquiries pertaining to the RFP wherever and whenever necessary. The Consultant will also be required to submit his findings of the survey of each Hospital (including the Grade I BHUs planned and existing) in the Final Report. This document will be used as a reference for planning of future expansion of HIS to other Hospitals if the pilot at JDWNRH is successful. 6. Consistency and correctness of the Data/Information The facts and findings of each of the Hospitals will be verified by the Technical Working Group and consultant will be fully liable for any incorrect information provided in any aspect of the report. This is done to avoid incorrect data that may give incorrect information for future planning. 7. Qualification The candidate should have Bachelors Degree in IT or IT related fields with minimum 5 years working experience and should have a sound knowledge of the RGoB Procurement practices. Experiences in working with Health Sector and ICT Procurement especially in procurement of software and Information Systems will be an added advantage. 8. Experience The candidate should have experience in conducting need assessment and working with agencies of the Government. 9. Transportation and Logistics for Field Visit (if required) The Consultant will be required to provide his/her own transportation and logistics and none of this will be provided by the DIT or MoH. If required the DIT will provide a table and chair in the Department with a Desktop computer and access to printing, telephonic, and fax services while at the Department. However, the consultant is required to bear all cost during the Field visits and the publication of the master report.

4 Terms of Reference for preliminary study for Hospital Information System Evaluation Criteria The evaluation criteria for the selection of the consultant will be based on the following: a. Qualification 40% b. Experience 60% 11. Copyright for the RFP The RFP prepared shall be submitted in soft copy, in a CD/DVD ROM instead of a printed copy. The RFP thus prepared will be fully owned by the DIT/MoH including the rights associated with the document. 12. Non-disclosure Agreement Since the consultant will be working with information that may at times be classified, the recruited consultant is required to sign a non-disclosure agreement with the DIT/MoH during the time of signing of the Contract Agreement.

5 Terms of Reference for preliminary study for Hospital Information System 5 Relevant Services Carried Out in the Last Five Years That Best Illustrate Qualifications Using the format below, provide information on each assignment for which you were legally contracted. Assignment Name: Country: Location within Country: Name of Client: Professional Staff Provided by Your Firm/Entity(profiles): N o of Staff: Address: N o of Staff-Months; Duration of Assignment: Start Date (Month/Year): Completion Date (Month/Year): Approx. Value of Services (in Ngultrums): Name of Associated Consultants, If Any: N o of Months of Professional Staff Provided by Associated Consultants: Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions Performed: Narrative Description of Project: Description of Actual Services Provided by you/your Staff: Firm s Name: Full Name and Signature of Authorized Representative:

6 Terms of Reference for preliminary study for Hospital Information System 6 2C: COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF REFERENCE AND ON DATA, SERVICES, AND FACILITIES TO BE PROVIDED BY THE CLIENT On the Terms of Reference: On the data, services, and facilities to be provided by the Client: Full Name and Signature of Authorized Representative:

7 Terms of Reference for preliminary study for Hospital Information System 7 2D: DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT

8 Terms of Reference for preliminary study for Hospital Information System 8 2E: FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF Proposed Position: Name of Firm: Name of Staff: Profession: Date of Birth: Years with Firm/Entity: Nationality: Membership in Professional Societies: Attach passport size photograph Detailed Tasks Assigned: Key Qualifications: [Give an outline of staff member s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations. Use about half a page.] Education (attach certified copy of original certificate for Key qualification): [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page.] Employment Record: [Starting with present position and using the format given, list in reverse order every employment held. For experience in last ten years, also give types of activities performed and client references, where appropriate. Use about two pages.] From: Project Title Employer Position held and Description of Duties To: Location: Languages: [For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.] Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. Date: [Signature of staff member and authorized representative of the firm] Day/Month/Year

9 Terms of Reference for preliminary study for Hospital Information System 9 Full name of staff member: Full name of authorized representative: