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PROCEEDING OF PRE-BID MEETING ON DEVELOPMENT OF DIGITAL MEDICAL RECORD (DMR)

SYSTEM/ SOFTWARE AND SUPPLY OF TABLETS WITH PREINSTALLED DMR SOFTWARE UNDER

DISTRICT MINERAL FOUNDATION, SUNDARGARH HELD IN THE OFFICE CHAMBER OF DISTRICT

COLLECTOR, SUNDARGARH ON 17.01.2017 AT 12:00 NOON.

Reference: Bid Identification No/DRDA-SNG-DMF-08/2016-17

As per the date fixed for Pre-Bid meeting in the Detailed Tender Call Notice No. 6756/DRDA (DMF) Dated the

24th December, 2016, the Pre-Bid meeting was held in the office chamber of the District Collector, Sundargarh

on 17.01.2017 at 12:00 Noon, and representative of following three Firms had participated in the Pre-Bid

meeting.

Sr. No. Name of the Firm Name of the Representative

1. Maxworth Electronic Systems Pvt. Ltd., New Delhi Shantanu Dube

2. Dhanush InfoTech Pvt. Ltd., Secunderabad Subba Rao

3. Sparrow Softtech Pvt. Ltd., Ranchi Aszad Khan

After a threadbare discussion on the points raised by the above three firms, the following decisions has been

taken, which will be formed as part of the Detailed Tender Call Notice invited vide Tender Call Notice No.

6756/DRDA (DMF) dt. 24.12.2016.

Queries sought for by Bidders and clarifications/ decisions of Tender Committee thereof are as follows:

In how many hospitals Digital Medical Record (DMR) System will be implemented?

Implementation of Digital Medical Record System will be carried out in two phases. In first phase only three

major government hospitals of Sundargarh District will be covered and remaining will be taken up in second

phase. This tender is only for first phase of implementation of DMR System.

First Phase:

i. District Headquarter Hospital (DHH), Sundargarh.

ii. Rourkela Government Hospital (RGH), Rourkela.

iii. Sub Divisional Hospital (SDH), Bonai.

Second Phase:

i. Sub Divisional Hospitals (SDH), Other than SDH Bonai

ii. Community Health Centers (CHC)

iii. Primary Health Centers (PHC)

It is envisioned to create a paperless management system for health centers through implementation of DMR

System. In order to develop a DMR System/ Software, first it is required to understand the operations and

management of a hospital and for this purpose patient flow pattern and different modules of District

Headquarter Hospital (DHH) Sundargarh are discussed below. However, it is advised to interested bidders to

carry out research and study at DHH or RGH on their own.

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Patient’s Flow Pattern & Modules of District Headquarter Hospital (DHH) Sundargarh

1. Registration & Billing Counter: Upon arrival at DHH a patient first encounters with Registration and

Billing Counter. OPD & IPD Patients are required to register at the counter for Rs. 5/- and Rs. 10/-

respectively. Patients are given a registration slip and then directed to General OPD or Specialist OPD as

per their health issues. Prior to any medical tests and treatment which are suggested by doctors, patients

are required to pay a respected fees for tests at the registration counter. Patient can also avail ambulance

service after paying required charge at the counter.

2. Out Patient Department (OPD): There are two components of OPD, General OPD and Specialist OPD.

Patients are directed to OPD from registration counter. Registration Numbers are given to the patient by

the doctors. In lower order health centers Registration is done at OPD. After examining the patient

doctors provide a drug prescription and also suggests medical tests as required. Sometimes after

examination at General OPD patients are asked to visit Specialist OPD. Minor injury related cases are

directed to dressing room for dressing and care. Prior to exit from hospital patient encounters with Drug

Distribution Counter (DDC), where medicines are provided to patient.

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Based on examination and test reports, if required patient may admitted to In-Patient Department

(IPD) for further treatment. Some patients are also referred to higher order hospitals for treatment.

3. In Patient Department (IPD):

After examination at OPD patients which are required controlled and monitored treatment admitted to

Wards. Patients are required to register at the registration counter for Rs. 10/-. There are separate wards

for male and female patient in the hospital. Examinations of patients done at wards by the specialist

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doctors in several rounds and their health is monitored 24X7 by the nurses and compounders. Patients

are provided medicines at their bed in wards by nurses as prescribed by doctors. As per requirement

medical tests of patient are also carried out at bed or labs. All the records of medical tests, prescribed

drugs and regular general health checkup are maintained at the nurse station.

Departments such as Operation Theatres (OT), Labour Rooms and Cabin Block (Casualty

Department) are part of IPD and as per requirement patients are taken to these departments from wards.

There is also a Blood Bank for patients in the hospital.

As per doctors’ advice patients with improved health conditioned are discharged from the wards.

While discharging patients are provided medicines and also some health related suggestions by the

doctors and it is advised to visit hospital on regular basis for health checkups. Sometimes it is required to

refer a patient to higher order hospitals for better treatment and prior to that primary treatments are

provided to patients.

DHH Sundargarh also operates helpdesks for several health schemes such as Rashtriya Swasthya

Bima Yojana (RSBY), Biju Krushak Kalyan Yojana (BKKY) and Odisha State Treatment Fund (OSTF).

Is there any existing software system functioning for pharmacy at hospitals? And,

Integration of DMR system with existing software system is required or not?

Yes, there is an existing software system functioning in Pharmacy/ Drug Distribution Counter (DDC) at District

Headquarter Hospital Sundargarh and yes, it is required to integrate with DMR system.

Are there any existing server centers functioning at hospitals which will be required to store

the data?

DMF Sundargarh is seeking commercial bids in the amended Annexure-VI (Part-II) of this tender (DTCN No.

6756/DRDA (DMF)) for components which will be required for a Local/ Central servers. However, DMF

Sundargarh will take decision regarding to create Local and Central Server centers as per requirement. As all

the places which are under the first phase of implementation of DMR System has very good mobile network

connectivity so DMF Sundargarh may also opt for 3G/ 4G mobile connectivity for tablets through SIM cards.

Is there any requirement of Patient Tracking in implementation of DMR System?

Yes, Patient tracking is an essential part of envisioned DMR System. For tracking of a patient Unique ID

should be created and Aadhar Id of the patient could be used for this purpose. Unique IDs can be used for

mother and infant tracking, providing drug prescriptions, storage of blood samples, etc. through printed Bar

Codes/ QR Codes.

Will DMR Software be only for tablet based operations?

Yes, DMR Software will be only for tablet based operations but it should also manage to generate and print

MIS data through Laptops and Desktop computers.

For how many years successful bidder has to provide product warranty and services.

Successful Bidders are required to provide minimum 3 years of onsite warranty and services for all the

products which includes DMR Software and all the Hardware.

Is it required to have GPS and A-GPS enabled tablets?

As it was discussed during Pre-Bid meeting that for Attendance Management System of Medical Staff (e.g.

Doctors) tablets should be GPS (Global Positioning System) and A-GPS (Assisted-GPS) enabled. DMR Software

should able to track their logging in to system with location and time.

Is successful bidder have to provide source codes of DMR Software after completion of

contract?

Yes, successful bidder have to provide source codes of developed DMR Software after completion of contract

period to DMF Sundargarh.

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AMENDMENTS

After Pre-Bid meeting with interested bidders Tender Committee has decided to amend some clause of the

Detailed Tender Call Notice No. 6756/DRDA (DMF) dt. 24.12.2016.

i. Interested bidders which were not present in the Pre-Bid meeting on dt. 17.01.2017 will be allowed to

take part in the bidding process of this tender.

ii. Technical Presentation and Demonstration of proposed tablet will be held during Technical Bid opening on

dt. 22.02.2017 at 11.00 AM in the office chamber of PD DRDA. Project Evaluation Committee (PEC) will

evaluate the Technical Proposals of Pre-Qualified bidders as per criteria mentioned in Section 5.6.4 of

DTCN No. 6756/DRDA (DMF) dt. 24.12.2016. It is mandatory for all the bidders to give a Technical

Presentation and demonstrate of the proposed Tablet in commercial bid, irrespective of whether they

were present in the Pre-Bid meeting which was held on dt. 17.01.2017.

Technical presentation should include methodology and approach towards development of DMR

Software. Interested bidders should also explain installation and operation of local and central server.

Tablet which is proposed in commercial bid should be demonstrated as per specifications which are

mentioned in Annexure – IV.

iii. Chairperson, DMF will place the purchase order of minimum 100 tablets to successful bidder after

releasing the Contract Rate/ Work Order, number of tablets may increase as per requirement. The Bidder

should deliver the Tablets with preinstalled Digital Medical Record (DMR) Software/ System within 5

Months of placing the order by Chairperson, DMF at the Office of Project Director, District Rural

Development Agency, Sundargarh.

iv. Technical Specification and Compliance Table for servers & other products

Sd/-

Collector & Chairman,

DMF, Sundargarh

ANNEXURE – VII

Sr.

No. Description Minimum Specification

Specification

Provided By

the Bidder

Compliance-

Higher/ Lower

Remarks

If Any

1 Server Operating

System (OS) Linux

2 Processor Minimum Intel Xeon E5 12-16

Cores (As Per Requirement)

3 RAM 32 GB

4 Memory- Hard Disk 1 TB Hard Disk

5 UPS 5-10 KV

6 Wi-Fi Routers (Specified by Bidder)

7 Repeaters (Specified by Bidder)

8 Bar Code Label

Printer (Specified by Bidder)

Note: Bidders can propose additional components into above Technical Specification and Compliance Table if

any essential component/ item is not mentioned.

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ANNEXURE - IV:

TECHNICAL SPECIFICATION AND COMPLIANCE SHEET

Item Name – Tablet Computer

Make - …………………………………………………………….

Model - ………………………………………………………..…

Technical Specification and Compliance Table

Sr.

No. Description Minimum Specification

Specification

Provided By

the Bidder

Compliance-

Higher/

Lower

Remarks

If Any

1 Operating

System (OS)

iOS 10 or Higher/

Android 6.0 or Higher

(Note: Higher OS System will be

preferred than mentioned

above)

2 Display Size &

Technology

9.7 inches Diagonal Size or

Higher, Capacitive LCD/ IPS,

Multi touch (at least 5 touch

points) Display intensity to

support at least three level of

intensity. Display should be

readable in daylight indoor and

outdoor both.

3 Display

Resolution

2560 X 1440 pixels or Higher or

better display

4 Front Camera 2.0 MP of Higher

5 Rear Camera 8.0 MP of Higher

6 Memory

16 GB or Higher Internal

Memory and Memory card slot

for SD/ Micro

SD support (32GB or higher)

7 Audio Support

Stereo Speakers preferable, with

external 3.5 mm stereo jack for

headphone and with built-in

speaker. (Line- in optional)

8 Processor Octa Core 1.2 GHz Processor or

Higher

9 RAM 2 GB or Higher

10 Connectivity SIM Card and 4G Support

11 Wi-Fi Wi-Fi 802.11 a/b/g/n/ac, Wi-Fi

Direct, Wi-Fi Hotspot

12 Ports Micro USB v2.0 or Higher, USB

Host

13 Battery

Li-Ion 6000 mAh battery or

Higher (Minimum 8 Hours

Battery Backup)

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14 Bluetooth Standard Bluetooth v4.0 or

Higher

15 AC Power

Adapter

Input Voltage Range: 110V-

250V, 50 Hz AC power adapter

with necessary cables

16 Sensor Gravity Accelerometer/ Gyroscope

17 GPS and

A-GPS

Tablets should be GPS and

A-GPS enabled.

18 Warranty 100% comprehensive onsite

warranty for one year.

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External

Keyboard

Support

Through USB / Micro USB

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Stylus Pen for

Touch Screen

Inputs

Good quality Stylus Pen should

be proposed, If Stylus Pen is not

available in box of the proposed

tablet.

Note:

i. Existing model of tablet should be commercially available in the market (which has an eco-system like

“App Store” where free or priced apps can be downloaded for individual users) fulfilling the mentioned

specifications in the Valid documentary proof for commercially available in the market should be

submitted along with bid.

ii. Equivalent or higher specifications are acceptable.

iii. Other Specifications should be also mentioned in separate sheet, which are not mentioned in above

table.

iv. Preference will be given to

Dated: ……………………………… Signature & Seal of the Bidder

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v. Amended Annexure-VI (Part-I) and Annexure-VI (Part-II) of DTCN No. 6756/DRDA (DMF) dt. 24.12.2016.

vi. DMF Sundargarh reserves the right to cancel/ suspend the Commercial Bids for Hardware supplies which

are mentioned in Annexure-VI (Part-II) and opt Commercial Bids only for supply of DMR Software which is

mentioned in Annexure-VI (Part-I). DMF Sundargarh may also opt for supply of Hardware through

different process all together.

ANNEXURE – VI (PART - I)

COMMERCIAL BID

DEVELOPMENT OF DIGITAL MEDICAL RECORD (DMR) SYSTEM/ SOFTWARE

Sr.

No. Type of Work

Estimated Cost (In Rupees)

(In Figure) (In Words)

1 2 3 4

1 DEVELOPMENT OF DIGITAL MEDICAL RECORD

(DMR) SOFTWARE/ SYSTEM

N.B.:

i. The lowest price quoted by the Bidder will be considered as Lowest-1 Bidder.

ii. Estimated cost should also include Training Programmes for the Users and 3 Years On-Site

support & services for DMR Software/ System.

Signature of Bidder Signature of Collector,

Chairman cum- Managing Trustee

DMF, Sundargarh

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ANNEXURE – VI (PART - II)

COMMERCIAL BID

DEVELOPMENT OF DIGITAL MEDICAL RECORD (DMR) SYSTEM/ SOFTWARE AND SUPPLY OF

TABLETS WITH PREINSTALLED DMR SOFTWARE

Sr.

No. Type of Work

Estimated Cost (In Rupees)

(In Figure) (In Words)

1 2 3 4

1

SUPPLY OF TABLETS

(Per Tablet)

Make of Tablet …………………………….…

2 PROCESSOR FOR SERVER

(Per Processor)

3 OPERATING SYSTEM FOR SERVER

(Per License)

4 RAM

(Per ……………. GB RAM)

5 1 TB HARD DISK

(Per 1 TB Hard Disk)

6 UPS

(Per UPS …………..… KV Capacity)

7 WI-FI ROUTERS

(Per Wi-Fi Router)

8 REPEATERS

(Per Repeater)

9 Bar Code Label Printer

(Per Printer)

10 Total

N.B.:

i. The overall lowest price quoted by the Bidder in ANNEXURE-VI (PART-I) plus ANNEXURE-

VI (PART-II) total row (Sl. No. 10) will be considered as Lowest-1 Bidder.

i.e. Overall Lowest L-1 Bidder= Lowest of [Price Quoted in ANNEXURE-VI (PART-I) + Price Quoted in

ANNEXURE-VI (PART-II) total row (Sl. No. 10)]

ii. In case of average calculation to arrive Lowest-1 Bidder, the Price Bids of items mentioned

in Annexure-VI (Part-II) from Sl.1 to 9 will be calculated taking in to the rate quoted by

the bidder per unit only.

iii. In the case of two or more Firms quoted same price in overall calculation of Part-I and

Part-II of Annexure-VI, in that case preference will be given to Lowest-1 bidder in Part-I

Commercial Bid of Annexure-VI.

iv. Estimated cost should also include Training Programmes for Users and 3 Years On-Site

Product warranty for all the hardware with support & services for DMR Software/ System

& all the hardware.

v. Bidders can propose commercial bids for additional essential Components/ Items which

are not mentioned in above ANNEXURE – VI (PART-II) table.

Signature of Bidder Signature of Collector,

Chairman cum- Managing Trustee

DMF, Sundargarh

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SOME FORMS FOR REFERENCE WHICH ARE USED FOR VARIOUS PURPOSES AT DISTRICT

HEADQUARTER HOSPITAL (DHH) SUNDARGARH

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By FAX/ E-Mail/ Regd. Post/ Speed Post

DISTRICT RURAL DEVELOPMENT AGENCY : SUNDARGARH

Memo No. 403 /DRDA(DMF) Dated the 28th January, 2017

Copy to DIO, NIC, Sundargarh with a request to upload this Addendum/Corrigendum in the

Sundargarh District Web-Site www.sundergarh.nic.in by 30.01.2017 for wide publication and timely response

by the intending Bidders.

Sd/-

Project Director, DRDA & CEO, DMF, Sundargarh

District Rural Development Agency,

Sundargarh – 770001

Tel / Fax No. 06622-273873

E-mail – ori-dsundargarh@.nic.in