Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1697797565943.pdf (Dominica)
COMMONWEALTH OF DOMINICA MINISTRY OF PUBLIC WORKS, PUBLIC UTILITIES, AND DIGITAL ECONOMY CARIBBEAN DIGITAL TRANSFORMATION PROJECT UNIT Tel: E-mail: Website: (767) 266 3840 dtpu@dominica.gov.dm http://cardtp.gov.dm/ 2nd Floor, First Domestic Building King George V. Street Roseau Commonwealth of Dominica August 1, 2023 Caribbean Digital Transformation Project IDA – 6685-DM CONSOLIDATED CLARIFICATIONS # 1 Procurement of Supply and Installation of Health Management & Information System (HM&IS) in Dominica DM-MPWDE-200379-GO-RFB The Project Implementation Unit of the Caribbean Digital Transformation Project (CARDTP) – Dominica responds to requests for clarification as per emails dated July 19, 2023 at 3:18 PM, July 21, 2023 at 5:03 AM, July 25, 2023 at 10:51 AM, July 27, 2023 at 10:35 AM and at the Pre- Proposal meeting on July 18, 2023, as follows: S.No.
Bidder Section/Clause/Page Criteria Clarification / Queries 1 PWC Section VII - PR/11 Is there a payment gateway provider already selected?

If so, which one?

2 PWC Section VII - PR/17 How will SMS charges be accounted for?

Is there an existing SMS provider arrangement?

3 PWC Section VII - Appointment Scheduling - Step - 2 Please describe how offline payments (prepayments, onsite cash, bank deposits) should be handled by the system.
Response to the Clarification/Query The Government of the Commonwealth of Dominica (GoCD) will be responsible for providing the Payment Gateway.

Integration will be in scope of the bidder.

Specifications will be provided post selection of bidder.

The Government of the Commonwealth of Dominica (GoCD) will be responsible for providing the SMS Gateway.

Integration will be in scope of the bidder.

Specifications will be provided post selection of bidder.
The module should have functionalities for Cash Counter/Cash Counter/Cash Receipt/Voucher Posting etc.

Details will be available during system study 4 PWC Section VII - AP/28 How will patient photographs be captured?

This can be captured during registration.

After UID integration, it can be fetched from UID S.No.
Bidder Section/Clause/Page Criteria Clarification / Queries 5 6 PWC PWC Section VII - AP/29 Section VII - EC/12 7 PWC Section VII - EC/25 8 PWC Section VII - EMR/04 9 PWC Section VII - AD/32, 33, 34 10 PWC Section VII - WM/02 Will we have access to the SADAM software API?

What are the API specifics?

Please describe the patient locator provision to track the movement of patients.

Is the list of reports in "Section VII - EC/25" the full extent of the reports that will be required?
Or will there also be a requirement to develop on-demand custom reports?

Who determines and manages authorized access to the EMR via the EHR?

What are the detailed specifications for the print outs described in "Section VII - AD/32, 33, 34"?

What is the preferred solution required for "Section VII - WM/02"?

Handheld devices?

Response to the Clarification/Query Not Required As the patient needs to register and check for all procedures, they should be tracked accordingly.
Detailed functionalities can be discussed post selection.

The list of reports is indicative and mentions only Out of The Box Reports.

The solution should provide all the reports that are available in standard HMIS solutions.

The bidder should suggest comprehensive list of reports that will be part of proposed solution.

Also, the system should provide features for On Demand Reports.

Will be decided by GoCD.


Details will be provided during study & requirement gathering post selection Bidder may propose Open Standard Based Specifications Bidder may propose Open Standard Based Specifications S.No.

Bidder Section/Clause/Page Criteria Clarification / Queries 11 PWC Section VII - PHM/09 12 PWC Section VII - BBM/08 13 PWC Section VII - CPOE/18 14 EY Submission Deadlines 15 EY E. Evaluation, and Comparison of Bids ITB 35.4 .
"The weight to be given for cost, X is: 50%" What is the preferred solution required for "Section VII - PHM/09"?

Handheld devices?

Please provide detailed specifications for the equipment listed in "Section VII - BBM/08".

Please provide detailed specifications for the equipment listed in "Section VII - CPOE/18".
We wish to respectfully enquire whether the Ministry can consider an extension of the deadline for submission by 3 full business weeks (equivalent to 15 working days), provided this is feasible for your team's internal targets.

An extension would afford additional time for internal reviews and preparation of a comprehensive and customized response, particularly considering the broad scope of this project.

Thank you in advance for your consideration.


This is a program of national importance, and hence it is important that the quality of the HM&IS application is par excellence.

Hence, we request you to kindly put more weightage to the quality of responses.

It is proposed to allocate 20% weightage to the cost factor (X) to ensure the quality in the technical factor.
Response to the Clarification/Query Bidder may propose Open Standard Based Specifications Bidder may propose Open Standard Based Specifications Bidder may propose Open Standard Based Specifications Criteria/Clause remains As Is Criteria/Clause remains As Is S.No.
Bidder Section/Clause/Page Criteria Clarification / Queries 16 EY 17 EY 18 EY 19 EY General "Budget of the assignment" General "Suggestion" ITB 35.4, Evaluation Criteria "Suggestion – Inclusion of some weightage to Global Health Credentials of the firm" Bid Data Sheet; ITB 39.3, page 45 "A live demo session could be organized to allow the Purchaser to see the software capabilities and ask questions through a virtual session, before contract signature."

We are kindly requesting the budget for the project.
We suggest having minimum qualifying marks in Technical Evaluation for any firm to qualify for further evaluation.

This can be 70 marks out of a total of 100 marks.

Global Health experience is required for projects with such a large impact.

Bidding firms should have implemented similar large projects in other countries which shows an understanding of the types of challenges that can occur in implementing such complex projects.
As we understand from our past experiences of implementing large country scale projects that the key to success in such initiatives is a shorter implementation durations and rollout of solutions.

The shorter the implementation duration, the higher is the adoption of the solution proposed.

Hence it is always good to have a solution which is very close in functional requirements to the expected solution.
In the current technical evaluation, there are no marks allocated for readiness/ completeness of modules such as 80% readiness, 70% readiness, 60% readiness, etc.

and their respective features & Response to the Clarification/Query Budget cannot be disclosed Criteria remains same.

Criteria remains same.

Criteria remains same.

S.No.


Bidder Section/Clause/Page Criteria Clarification / Queries Response to the Clarification/Query 20 EY Bid Data Sheet; ITB 39.3, page 45 "A live demo session could be organized to allow the Purchaser to see the software capabilities and ask questions through a virtual session, before contract signature."

functionality.

We suggest that this is added to the evaluation criteria.

There is no weightage for demo and technical presentation.
We suggest having some weightage percentage for a demo & presentation of solution modules which are readily available from the Bidder.

This will give a comfort to the purchaser that the core solution is already available and only minor customization and configuration is required to make the solution live.

Also, this will ensure that enough efforts are spent in adoption and change management which are key to success rather than developing the basic solution.

Criteria/Clause remains As Is S.No.


Bidder Section/Clause/Page Criteria Clarification / Queries 21 EY ITB 35.4, Evaluation Criteria"Weightage in % age" Response to the Clarification/Query Criteria remains same.

S.No.
Bidder Section/Clause/Page Criteria Clarification / Queries Response to the Clarification/Query EY EY EY EY Section 2.5 Data Digitization and Data Migration "The Supplier MUST provide services and tools to perform the Data Conversion and Migration Services for the legacy as available with the GoCD" Section 2.5 Data Digitization and Data Migration Overall Duration and Timelines (Implementation Schedule)"The Operational Acceptance should be achieved within the period of 9 months plus an additional 36 months for O&M including warranty from the contract effective date."
Bid Data Sheet; ITB 39.3, page 45 "A live demo session could be organized to allow the Purchaser to see the software capabilities and ask Will we need to convert physical data into Digital files and then migrate the data to the new system?

Or is the data already available in digital format?

Existing Data is in Physical Format.

Need to be digitized for proposed solution.

No migration required What is the quantum of documents in the physical format to scanned (i.e., no.

of files, no.
of files, no.

pages per file, etc.)

in case the bidder needs to digitalize these to create the EMR?

In para 2 of specific procurement notice the OAT period is mentioned as 9 months whereas in the implementation schedule table at page 356 the OAT is mentioned to be achieved in 18 months.

Kindly clarify whether the period for achieving the OAT is 9 months or 18 months.

Approximately 5000 OAT of the HM&IS in 1 Hospital and 1 PHC T6 = T3 + 1-month i.e.
15 MonthsOAT of the entire HM&IS and Issuance of the OperationalAcceptance Certificate = 18 Months Kindly clarify the expectation of the live demo of the software capabilities.

Can a PowerPoint (PPT) demo of the software with screens suffice?

Live Demo includes the demonstration of functionalities as confirmed by the bidder in the bid.

S.No.

Bidder Section/Clause/Page Criteria Clarification / Queries Response to the Clarification/Query questions through a virtual session, before contract signature."
22 EY Section IV: Bidding Forms Page: 118 23 EY 24 EY Section IV: Bidding Forms- Format of the Technical Bid, para (b) and sub-section 2.3 - System Integration (to other existing systems) Section VII: Objective & Scope of Work Please refer to Format of the Technical Bid for the details which gives the expectations under this form.

This includes but not limited to Confirmation of each functionality of the software, Architecture, Project Plan etc.
C. Service Specifications – Supply & Install Items (Page 333) Point 2.3 .... System Integration (to other existing systems) 334 Private Hospital not included Kindly clarify the expectation from ‘Conformance of information system materials’ or share the appropriate format for presenting the conformance.

Kindly clarify or mention the modules or system to be integrated with HM&IS.
In the Scope of Work; Track-4 the Operations & Maintenance (O&M) mentions for One (1) private Hospital whereas the Objective-4 mentions only private practitioners.

Kindly clarify whether the private hospital is included or not.

S.No.
S.No.

Bidder Section/Clause/Page Criteria Clarification / Queries 25 EY Section VII: Scope of Work- Track 1 26 EY Section VII; Sub-section 1.3- Architectural Requirements to be met by the HM&IS 27 EY General 28 EY C. Service specifications – supply & install items; 2.2 Software Customization / Development The arrangement of the suites, modules and sub-modules as illustrated in the picture at page 140 may differ from the actual arrangement in the software.
It is proposed that the supplier be allowed to present their own arrangement of the suites, modules and sub-modules based on their solution implementation approach and methodology and proposed application design.

Can this be accommodated?

It is noted that the architecture illustrated is enterprise service bus based, whereas the latest technology trends in IT implementations are moving towards open- source, microservice based solutions providing cost effective, flexible interoperability features.
It is suggested bidders should be allowed to propose solution based on microservice architecture also.

In case of cloud-based solution, kindly clarify who will bear the cost of cloud infrastructure.

Kindly clarify the change management process for Software Customization / Development after OAT.

Response to the Clarification/Query The solution provided by bidders can have its own arrangement of functional modules (and nomenclature).
The solution is acceptable as long as it provides all the functionalities mentioned in the requirement.

The bidder is expected to provide a compliance checklist for the same.

The bidder is allowed to propose solutions built on Microservice Based Architecture with justification for the same.
However, they need to ensure that the proposed solution can be integrated with other systems which are built on ESB or another legacy framework GoCD will bear the cost This will be decided during requirement finalization stage S.No.
Bidder Section/Clause/Page Criteria Clarification / Queries 29 EY 30 EY 31 EY 32 EY C. Service specifications – supply & install items; 2.4 Training and Training Materials C. Service specifications – supply & install items; 2.5 Data Conversion and Migration 5.3.1 Technical Support Services/Helpdesk 3.1 Computing Hardware, Software and other Specifications "The Supplier shall install the HM&IS application and commission the same and to configure hardware, software and other products to be supplied by the Purchaser based on the specifications developed by the Supplier as appropriate for each of development/ testing/ staging/ production" Kindly provide the details of the staff to be trained.
The tables in the section are blank.

Kindly provide the quantum and type of Data Conversion and Migration details.

In the table defining priority levels; kindly clarify/quantify the: • Large number of users affected • Moderate to Large number of users affected • Small number of users are impacted Please clarify the scope with regards to the configuration of the hardware and software and other products to be supplied by the Purchaser.
Under normal circumstances, the purchaser is responsible for baseline hardware and OS installations unless it is a cloud solution and supplier responsible for supporting the software solution in the development, testing and product environments.

Will this approach be adopted?

Response to the Clarification/Query Approximately 400 Doctors, Nurses and other supporting staffs to be trained.

They should ideally be divided into batches of 20 per each batch Approximately 5000 Health Records to be digitized.
No migration from legacy system required Large > 20 Users Medium > 5 and <20 Users Small <=5 Users Only Infra and OS will be provided.

All the other components need to be installed and configured by the bidder S.No.

Bidder Section/Clause/Page Criteria Clarification / Queries 33 EY 34 EY 4.1 Pre-commissioning Tests "Recovery Testing: One of the important aspects of an application is how well it can recover in case of a system failure, server shutdown, or service failure.
Tests shall be carried out to see how well the system recovers from crashes and Architecture Functional failures."

N/A 35 Dru Care 5.4.2 Specific Experience Page 62 Response to the Clarification/Query Yes Similar to item 23.

Please clarify that the supplier will only be responsible for testing application recoverability and the purchaser will be responsible for infrastructure recoverability.
It is noted however, that the supplier and purchaser could sequence testing to understand the overall recoverability of the complete solution i.e.

application and infrastructure.

Please clarify the network and internet connectivity or interconnectivity available to the existing HIS facilities or locations covered under the implementation scope.
Yes Criteria remains As Is Participation as a prime supplier, management contractor, JV5 member, sub-contractor, in at least 2 (Two) contracts within the last 7 (Seven) years, each with a value of at leastUSD 1,500,000.00 (USD One Million Five Hundred Thousand), that have been successfully and substantially completed and that are similar to the Requesting you to amend the clause as"Participation as a prime supplier, management contractor, JV5 member, sub- contractor, in at least 2 (Two) contracts within the last 7 (Seven) years, each with a value of at least USD 1,500,000.00 (USD One Million Five Hundred Thousand), that have been successfully and substantially completed and that are similar to the proposed Information System/ IT System Integration/ Software Development asdescribed in section VII.
The successfully completed similarcontracts S.No.

Bidder Section/Clause/Page Criteria Clarification / Queries Response to the Clarification/Query 36 Dru Care 5.4.1 General Experience Page 62 37 Dru Care ITB 35.4 Page 49 proposed Information System asdescribed in section VII.

The successfully completed similarcontracts shall be documented by a copy of an Operational acceptance certificate (or equivalent documentation satisfactory to the Purchaser) issued by the purchaser(s).
Experience under Information System contracts in the role of prime supplier, management contractor, JV member, or subcontractor for at least the last 5 [Five] years prior to the applications submission deadline.

CMMi level 5 Certification, ISO-27001, ISO 20000; 9001 shall be documented by a copy of an Operational acceptance certificate (or equivalent documentation satisfactory to the Purchaser) issued by the purchaser(s).
Criteria remains As Is Criteria remains As Is Requesting you to amend the clause as "Experience under / IT System Integration/ Software Development contracts in the role of prime supplier, management contractor, JV member, or subcontractor for at least the last 5 [Five] years prior to the applications submission deadline.
Requesting you to amend the clause as "CMMi level 3 Certification, ISO-27001, ISO 20000; 9001 Note: If CMMI Level 3 Certificate is under Renewal than bidder must have valid CMMI Level 3 or above certificate in last one year is acceptable with the condition that they have applied for renewal of the certificate.

S.No.
S.No.

Bidder Section/Clause/Page Criteria Clarification / Queries Response to the Clarification/Query 38 BaosSystems 39 BaosSystems 40 BaosSystems Proof of last year valid certificate and renewal request to be submitted along with the Screenshot of the Appraisal Status on the CMMI portal Bid Security Guarantee: 1.

Can you kindly confirm if the guarantee required by the offerer is considered as a payment for bidding.

Method of submission: 2.

Can you provide clarity on method of bid submission?
The procurement document noted that electronic submissions are not permitted Can you specify if courier mail is the only eligible form of submission for offerers who do not have a country presence.

Pre- bid conference:3.


The pre bid conference is noted on the procurement document for August 18th,2023 which is also the date of submission, there is another area that states the pre-bid conference on July 18th,2023, assuming this has taken place already is there a recording or transcript of the meeting and/or any addendums to the original procurement document that offerers should be aware of?
All Bids must be accompanied by a Bid Security of USD40,000.00 using the Bid Security Guarantee form Bidders shall not have the option of submitting their Bids electronically.

Bidders who do not have a country of presence need to make their own arrangements to submit the physical bid.

All the Clarifications shall be available on the project website.

S.No.

Bidder Section/Clause/Page Criteria Clarification / Queries 41 BaosSystems Award Ceiling and Due Date: 4.
Would you be able to share, if possible, the award ceiling for the projected contract as well as intended timeline for award issuance.

Response to the Clarification/Query Can't be disclosed S.No.

Bidder Section/Clause/Page Criteria Clarification / Queries Response to the Clarification/Query 42 Dru Care Project Payment Plan Criteria/Clause remains As Is 1.

Advance with the Workorder - 10% 2.

Agreed project plan approved by the ProjectManager - 15% 3.
Recommendation of hardware, software andother specification for development, staging,testing and production, against the documentsapproved by the Project Manager - 15% 4.

Submission and Approval of Detailed Analysis,Physical Design and Integrated systemdocuments as per Sub Section 2.1: SystemAnalysis, Design and Customization/Development against the documents approvedby the Project Manager.

- 5% 5.
- 5% 5.

Setting up of development and testingenvironment in the Data Center and DisasterRecovery Centre against installation certificate - 5%" 6.

Capacity Building as per Sub Section 2.4:Training and Training Materials with 95% ofsuccess - 10% S.No.

Bidder Section/Clause/Page Criteria Clarification / Queries Response to the Clarification/Query 7.
"OAT of the HM&IS after HM&IS design,development/customization setting up of theproduction environment and Fault-free trialoperation against Operational Acceptance TestReport, Report for free-trial operation in 1Hospital and 1 PHC approved by the ProjectManager" - 15% 8.
"Commissioning/installation in remaining two (2)hospitals and forty-eight (48) health centers andand operational acceptance of the entire HM&ISagainst the Operational Acceptance Certificate" - 25% Recurring Cost: “One hundred percent (100%) of the price of the services actually delivered will be paid quarterly in arrears, on submission and Purchaser’s approval of invoices and monthly progress report”.

As per ITC BDS 13.1 of the RFP, the deadline for submission of request for clarification is July 28, 2023.
For further information on the above mentioned procurement, please contact the Caribbean Digital Transformation Project-Project Implementation Unit, Ministry of Public Works, Public Utilities, and Digital Economy by sending an email to: Dr. Jermaine Jewel Jean-Pierre jeanpierrej@dominica.gov.dm; cc: dtpuprocurement@dominica.gov.dm.

Please confirm in writing receipt of this Clarification.
………………………………………………………… JERMAINE JEWEL JEAN-PIERRE, PhD PROJECT MANAGER CARIBBEAN DIGITAL TRANSFORMATION PROJECT (CARDTP) MINISTRY OF PUBLIC WORKS, PUBLIC UTILITIES & THE DIGITAL ECONOMY