Request for Quotation (RFQ) for Hospital Management Information System (HMIS)

AIC Githumu Mission Hospital is a Level-4 facility located in Muranga County, Kandara Sub-County. The facility is part of a network of health facilities under the Africa Inland Church Health Ministries among them AIC Kijabe hospital, AIC Cure International hospital, AIC Kapsowar hospital Litein hospital and AIC Child Care hospital. We are also affiliated with the Christian Health Association of Kenya (CHAK).

Our service spectrum includes the following: outpatient and inpatient services, laboratory, pharmacy, MCH/FP, Maternity and NBU, surgical services, radiology and ultrasound, ortho-trauma services and physiotherapy, comprehensive care clinic and the funeral home.

1. Introduction: AIC Githumu Mission Hospital is seeking proposals from qualified vendors to implement a web-based comprehensive Hospital Management Information System (HMIS) for our healthcare organization. The purpose of this RFQ is to solicit competitive bids from vendors with demonstrated expertise in HMIS implementation. We aim to streamline our operations, enhance patient care, and improve efficiency through the adoption of an advanced HMIS solution.
2. Scope of Work: The scope of work for the HMIS implementation includes, but is not limited to, the following:

a*. HMIS Solution***:**

• Provide a robust and scalable HMIS solution that meets our organization’s specific requirements as per the document Business Requirement Document
• Implement modules for patient management, clinical documentation, appointment scheduling, billing and claims management, pharmacy management, laboratory and imaging integration, reporting and analytics, and system administration.
• Ensure compliance with relevant healthcare industry standards, regulations, and data privacy requirements (e.g., DPA 2019).

b. Implementation Services:

• Conduct a thorough analysis of our organization’s requirements and workflows to tailor the HMIS solution accordingly.
• Develop a detailed project plan with clear milestones, deliverables, and timelines.
• Configure and customize the HMIS solution to align with our organization’s processes.
• Migrate data from existing systems to the new HMIS, ensuring data integrity and accuracy.
• Provide training to our staff on system usage, administration, and maintenance.

c. Integration and Interoperability:

• Integrate the HMIS with existing systems, such as laboratory, pharmacy to enable seamless data exchange.
• Ensure interoperability with external systems and third-party vendors, facilitating secure and efficient information sharing.

d. Support and Maintenance:

• Provide post-implementation support, including a dedicated helpdesk and timely issue resolution.
• Offer system maintenance services, including regular updates, patches, and bug fixes.
• Provide ongoing technical support and training to address our staff’s needs and queries.

1. Vendor Qualifications: Interested vendors must possess the following qualifications:

• Demonstrated experience in implementing HMIS solutions in hospital or healthcare settings of equivalent or higher status.
• Proven expertise in healthcare industry standards, regulations, and best practices.
• A track record of successful HMIS implementations with satisfied clients.
• Technical expertise in HMIS software development, customization, and integration.
• Skilled implementation team with project management capabilities.
• Financial stability and the ability to provide ongoing support and maintenance.

1. Proposal Submission: Interested vendors are requested to submit their proposals in the following format:

a. Company Overview:

• • Briefly describe your company, including its history, size, and experience in HMIS implementation.
    – Highlight any certifications, awards, or industry recognition.

b. Proposed HMIS Solution:

• • Describe the key features and functionalities of your HMIS solution.
    – Provide details on the modules and components included in the solution.
    – Explain how your solution addresses our organization’s specific requirements.

c. Implementation Approach:

• • Outline your implementation methodology and project management approach.
    – Describe your strategy for requirements gathering system configuration, data migration, and user training.
    – Provide a high-level project plan with key milestones and timelines.

d. Vendor Qualifications:

• • Showcase your experience and track record in HMIS implementations, providing references or case studies.
    – Highlight your team’s qualifications and expertise in HMIS implementation, project management, and technical support.

e*. Pricing and Licensing:*

1. • Provide a detailed breakdown of costs, including software licensing, implementation services, training, support, and post Go-Live maintenance.
   • Specify any additional charges or fees that may be applicable.

2. Evaluation and Selection: The vendor selection will be based on a thorough evaluation of the submitted proposals. The evaluation criteria will include, but not be limited to, the following factors:

   • Compliance with our organization’s requirements and scope of work.
   • Alignment of the proposed HMIS solution with our specific needs.
   • Vendor qualifications, including experience, expertise, and track record including response from benchmarking report.
   • Project approach, including implementation methodology and project management capabilities.
   • Pricing competitiveness and value for money.
   • Post-implementation support and maintenance services.

3. Timeline: The following timeline outlines the key milestones for this RFQ process:

   • RFQ Issuance Date: 7 June 2023
   • Proposal Submission Deadline: 16th June 2023
   • Evaluation and Vendor Shortlisting: 22nd June 2023
   • Vendor Presentations/Demonstrations: 27th June 2023
   • Contract Negotiation and Award: 20th July 2023
   • Project Kick-off: 1st August 2023

Please note that the timeline is subject to change at our discretion.

How to apply

Contact Information: All communication and inquiries regarding this RFQ should be directed to:

The Director

AIC GITHUMU MISSION HOSPITAL

P.O BOX 238-10218

0740 388 040

[email protected]

Interested vendors are requested to submit their proposals to the above contact by the submission deadline mentioned in section 6.

For more information, please visit the CHAK website and access the document entitled “AIC Githumu HMIS System Requirements Specifications (SRS)”

We look forward to receiving your proposals and partnering with a qualified vendor to implement a robust HMIS solution for our healthcare organization.