Laboratory Information System for University Teaching Hospital in Zambia
This RFP solicits offers from qualified information technology software providers to implement a laboratory information management system (LIS) in a single site with multiple departments in Lusaka, Zambia. The successful proposal will provide a cost-effective LIS that can be maintained reliably in a timely manner and will offer an affordable solution that can be sustained in a resource-poor setting. Proposals should clearly state the plan and means for providing operational support on an on-going basis directly by the provider or through an identified local company with the knowledge and capacity to provide support. Take note that although remote support via Internet may be a component of the support plan, the provider must include a local support component. Providers should be able to offer operational and technical resources available in African region directly or through formal contract with a qualified party. The Phase I project award may be made with an option for the selected provider to continue to rollout the LIS to additional sites potentially including additional hospitals in the Zambia national public health laboratory system (NPHLS) if the proposal describes favorable licensing fees, innovative options for controlling maintenance costs and there are sufficient funds to support the expansion. APHL, working together with the Zambia MOH, CDC/GAP/Atlanta (CDC/Atlanta) and CDC/GAP/Zambia (CDC-Zambia), assessed the departments in the University Teaching Hospital Laboratory (UTH) designated by the Ministry of Health to observe specimen and data flow, automated laboratory instrumentation used, current computer resources and computer skills and to observe current physical infrastructure as it relates to implementation of LIS. APHL expects to award a contract for this project to implement a laboratory information system in the UTH laboratory before 18 April 2013. The target date for initiation of the implementation of the LIS in the Phase I laboratory is 18 May 2013.
APHL assisted CDC/DGHA/Zambia and the Zambia MOH in the performance of a comprehensive evaluation of the laboratory system needs for a LIS and to develop an implementation plan for the Phase I laboratory. The assessment team activities included the following:
- Assessment of operations at the Phase I laboratory and meetings with stakeholders, in order to describe standard laboratory services and current LIS capacity in the public health sector of Zambia;
- Discussions on LIS requirements with Zambia government and health officials, as well as CDC-Zambia staff;
- Developed an action plan for the implementation of LIS in Zambia; and
- Compiled the specific information and requirements for the development of an RFP for the purchase of a LIS application.
1.1 Designated Contact for this RFP
NAME: Kenneth Landgraf
TITLE: Specialist, Global Health Program
Email: kenneth.landgraf@aphl.org (cc to LISProposal@aphl.org)
Note: Any solicitation or contact concerning this RFP must be made to the designated Contact. Communications regarding the content of this RFP are prohibited to any other employee of APHL, the Zambia Ministry of Health or CDC employees involved in the LIS Phase I Project or any staff at the Phase I laboratory except as authorized by the designated Contact, during the period from date of release of the RFP until the notice of intent to contract is released. Unauthorized contact concerning this RFP may disqualify the respondent from participating in the RFP process (may not be considered in the review of respondents).
1.2 Preparing and Submitting a Proposal
1.2.1 Contractor information required to be included with response.
1. Full legal name and if LIS provider has a “doing business name” the d/b/a as well.
2. Authorized representative of the Contractor for the proposal.
3. Telephone, fax and e-mail address of the single point of contact for communication between APHL and the LIS provider. Contact information for other persons whom the LIS provider may request informational copies sent in addition to the single point of contact.
4. Business mailing address.
1.3 Response Submittal
Responses must be sent to APHL by e-mail attachment in MSWord or PDF format (electronic signatures accepted) to LISProposal@aphl.org; OR by fax to 240-485-2712 attention of Lucy Maryogo-Robinson, Director, Global Health Program, APHL; OR by courier/delivery service that has a tracking system OR by U.S. Postal Service (USPS) Priority or Express Mail to Lucy Maryogo-Robinson, APHL, 8515 Georgia Avenue, Suite 700, Silver Spring, MD, USA 20910. E-mail attachment is the preferred means of receipt. E-mail and fax responses must be received at the APHL office by 5:00 PM EST (10:00 PM UTC) on 18 March 2013. Courier and USPS responses must be postmarked or entered into a tracking system by 5:00 PM EST (10:00 PM UTC) on 18 March 2013. Submitters will receive a confirmation of receipt of their proposal by APHL. APHL may terminate or modify the RFP process at any time during the response period.
Naming convention: All response documents must be named as follows: Bidder_Name_Zambia LIS RFP 2013
Responses that are not received by the stated deadline shall be determined to be non-responsive and at APHL’s discretion may not be considered in the review of respondents. There are three parts of the review for the award of this contract by APHL.
Part One:
· APHL reviews all responses received by the response deadline, assesses the responses with Zambia MOH & CDC-Zambia and compares them to the requirements stated in the RFP. Responses are assessed on these criteria:
o LIS Phase I Project requirements
o Strength of the provider’s project plan to successfully implement a LIS at the Phase I laboratories
o Strength of the providers project plan to sustain operation of LIS at the Phase I laboratories
o Value of the offer relative to cost, performance and maintenance
· One or more providers are selected to be included in Part Two of the RFP review process. Applications that meet the minimum technical requirements of the RFP may not be included for consideration in Part Two due to weaknesses in the noted criteria compared to other applications. Respondents to the RFP should address all noted criteria.
Part Two:
· APHL may require respondents selected for Part Two of the review process to travel to Zambia to present a demonstration of their proposed application to APHL, CDC-Zambia and the Zambia LIS Technical Working Group (Zambia TWG) made up of representatives of Zambia MOH and the Phase I laboratory managers (or their representatives) and answer questions related to their software, project plan and costs.
· If a respondent is required to travel to Zambia, APHL will provide a stipend, the amount determined by APHL, to partially offset the cost of travel to Zambia for up to 2 representatives of a selected respondent.
Part Three:
· After consideration of the information provided in the RFP response and a demonstration of the application, Zambia TWG shall select the preferred respondent in consultation with APHL and CDC-Zambia. APHL will request a final offer from the preferred respondent prior to awarding a contract.
o The final offer will permit inclusion of changes that may arise in deliverables or conditions of the implementation during the negotiation of a contract.
o The purchasing contract negotiated between APHL and the selected respondent will identify costs and payments to be associated with:
§ initial system licenses
§ purchase price
§ implementation costs
§ training costs
§ maintenance and update costs
§ other associated costs and services
Detailed contract and terms will be finalized as part of contract negotiations. The contract starting and ending effective dates shall be indicated on the purchase order or contract and by mutual agreement of both parties; the ending date may be extended for maintenance, support and additional work subject to the contract rules of CDC/Atlanta.
Due to the text limitation of this board, if you are interested in responding to this RFP, you must email APHL at LISPROPOSAL@aphl.org to obtain the official RFP response documentation. This documentation will contain all necessary information and tools to enable you to respond accordingly.
E-mail and fax responses must be received at the APHL office by 5:00 PM EDT on 18 March, 2013. Courier and USPS responses must be postmarked or entered into a tracking system by 5:00 PM EDT on 18 March, 2013.
