TENDER FOR HOSPITAL MANAGEMENT INFORMATION ......tender shall be deemed to have been done after careful study and examination of the tender papers with full understanding of implications

CENTRE FOR RAILWAY INFORMATION SYSTEMS

TENDER FOR HOSPITAL MANAGEMENT INFORMATION SYSTEM

Turn key work for supply, installation, commissioning, training and implementation of Web based On-line Computerization with support at JRH/Mumbai (JRH-Web Project).

2

INDEX

S. No. DESCRIPTION PAGE NO.

FROM TO

1 TENDER DOCUMENT PART-I:

1.1 NOTICE FOR INVITATION OF TENDERS I-3 I-3

1.2 INSTRUCTIONS TO TENDERERS I-4 I-6

1.3 GENERAL CONDITION OF CONTRACT FOR CRIS I-7 I-21

1.4 ANNEXURES TO TENDER DOCUMENT PART –I I-22 I-32

1.5 CHECK LIST FOR TENDERERS (ANNEXURE-9) I-33 I-34

2 TENDER DOCUMENT PART- II

2.1 SPECIAL CONDITIONS OF CONTRACT II-3 II-67

2.1.12 SCHEDULE OF RATES II-68 II-86

2.1.13 Check list for documents to be submitted with the tender II-87 II-89

3 ANNEXURES TO TENDER DOCUMENT PART- II

3.1 ANNEXURE 2.I: TECHNICAL SPECIFICATIONS FOR HARDWARE

III-3 III-15

3.2 ANNEXURE 2.II: TECHNICAL SPECIFICATIONS AND INSPECTION PROCEDURE FOR NETWORK ITEMS.

III-16 III-41

3.3 ANNEXURE 2.III: WAN ARCHITECTURE III-42 III-42

3.4 ANNEXURE 2.IV: CENTRAL DATA CENTRE ARCHITECTURE SCHEMATIC

III-43 III-43

3.5 ANNEXURE 2.V: WORKSHOP NETWORK (LAN) SCHEMATICS

III-44 III-80

3.6 ANNEXURE 2.VI: LIST OF ADDRESSES OF CONSIGNEES AND OTHER PROJECT CONTACT PERSONS OF RAILWAYS

III-81 III-88

3.7 ANNEXURE 2.VII: PROJECT MILESTONES FOR WISE-II III-89 III-92

3.8 ANNEXURE 2.VIII: SYSTEM SOFTWARE: TECHNICAL REQUIREMENTS

III-93 III-101

3.9 ANNEXURE 2.IX: EXISTING ITEMS AT CRIS (TO BE USED IN WISE-II)

III-102 III-107

3.10 ANNEXURE 2.X: WISE-II APPLICATION (USER REQUIREMENTS) & BUSINESS PROCESSES.

III-108 III-176

3.11 ANNEXURE 2.XI: POC USE CASES FOR WISE-II III-177 III-186

3

S. No. DESCRIPTION PAGE NO.

FROM TO

APPLICATION

3.12 ANNEXURE 2.XII:SAMPLE WORKSHOP SCENARIO III-187 III-205

3.13 ANNEXURE 2.XIII: LIST OF ABBREVATIONS III-206 III-208

1. TENDER DOCUMENT PART-I

“INSTRUCTIONS TO TENDERERS & GENERAL CONDITIONS OF CONTRACT”

INDEX

1.1 NOTICE FOR INVITATION OF TENDERS 6 1.2 INSTRUCTIONS TO TENDERERS 7

1.3 GENERAL CONDITIONS OF CONTRACT FOR CRIS 10

1. DEFINITIONS AND INTERPRETATION 10 2 AUTHORIZED SIGNATORY AND ADDRESS OF THE CONTRACTOR 11 3. CONSORTIUM BIDDERS 11 4. EARNEST MONEY DEPOSIT 11 5. COMPLETION OF TENDER DOCUMENTS 12 6. AMENDMENTS TO BID INVITATION 12 7. CLARIFICATIONS, OMISSIONS AND DISCREPANCIES IN TENDER DOCUMENT 13 8. PROCESS TO BE CONFIDENTIAL 13 9. COPIES 13 10. BID OPENING 13 11. TECHNICAL CLARIFICATIONS 14 12. VALIDITY 14 13. RIGHT OF ACCEPTANCE 14 14. INDEMNITIES AND LIABILITIES 14 15. INSURANCE 14 16. LOCAL CONDITIONS 15 17. PRICES 15 18. PRICE FALL 15 19. ACCEPTANCE OF PURCHASE ORDER 15 20. DELIVERY/ COMPLETION OF WORK 16 21. LIQUIDATED DAMAGES FOR DELAY IN DELIVERY 16 22. GENERAL REQUIREMENTS 16 23 PERFORMANCE CUM WARRANTY GUARANTEE BOND 17 24 TERMS AND CONDITIONS FOR PAYMENT 18 25. WARRANTY 19 26. INCOME-TAX 19 27. ENHANCEMENT OR REDUCTION OF QUANTITIES 19 28. TERMINATION FOR DEFAULT 19 29 SETTLEMENT OF DISPUTES AND JURISDICTION 19 30 FORCE MAJEURE 21 31. EVALUATION OF OFFERS 21

1.4 ANNEXURES TO TENDER DOCUMENT PART-I 23

1.1 NOTICE FOR INVITATION OF TENDERS

CRIS Centre for Railway Information Systems

3rd Floor, Pragati Maidan Metro Campus,

Pragati Maidan, New Delhi.-110002

Tel: 23379918, 23379987, Fax No. 91-11-23379918

Sealed tenders are invited by Managing Director, Centre for Railway Information Systems (CRIS), 3rd Floor, Pragati Maidan Metro Station Campus, Pragati Maidan, New Delhi-110002 for the following work:

S. No. Tender nomenclature

1 Turn key work for supply, installation, commissioning, training and implementation of Web based On-line Computerization with support at JRH/Mumbai (JRH-Web Project).

Tender No:

Place of dropping tenders and venue for all tender related activities

CRIS, 3rd Floor, Pragati Maidan Metro Campus, Pragati Maidan, New Delhi.-110002

Mode of tendering Open (Advertised) tender

Type of tender Two-bid packet.

Estimated cost of work

Time and date of Pre-Bid conference

Last date for reply to Pre-Bid queries of Bidders

Last date and time for tender sale/downloading

Last Date and time of submission of tender (tender box closing)

Date and time of opening of tender

Earnest money

Cost of Tender Document

The tender forms, conditions of contract including specifications and other information can be purchased from General Manager/ WISE during working hours on any working day up-to one day before the date of submission of tender above on payment of Non refundable cost of tender document as mentioned above. The cost of tender document should be remitted by Demand Draft only in favour of CRIS payable at Delhi. Tender document can also be downloaded from CRIS Website www.cris.org.in. However, at the time of submission of Bid, the requisite Non refundable cost of tender document must be submitted along with Bid, failing which tender will be summarily rejected.

General Manager - WISE

http://www.cris.org.in/

1.2 INSTRUCTIONS TO TENDERERS

1. The tender documents must be submitted duly completed in prescribed formats as per Annexure-I of Tender Document Part-I. Bid should be submitted in sealed envelope boldly marked as “HMIS PROJECT – TENDER NO.”. In case of two bid tender, each bid packet should be similarly marked and the type of bid contained in the envelope, i.e., Technical Bid or Commercial Bid, must also be marked on the respective envelope in bold letters

2. Offers must be complete in all respects. Tenderers must offer compliance against each item/ detail given in the Technical specifications. Commercial offer must be made strictly as per format given in rate schedule given in Part-II of tender document. Each page of the offer must be numbered, signed and offers must be in bound form. Offers must be accompanied with Earnest Money deposit (EMD) of correct amount and in specified form. Offers without EMD shall be treated as non responsive and summarily rejected.

3. The bidder should quote prices in the Schedule of Quantities and Rates as per rate schedule. All Prices shall be in Indian rupees and no foreign exchange/import license shall be provided for procurement of any spares required by the contractor. Prices should be quoted all-inclusive i.e. including freight, insurances, taxes etc.

4. Contracts made under this tender will be governed by General Conditions covered under part-I and special condition covered under part-II of the contract. In case of any conflict, the latter shall prevail.

5. The Tenderers are advised to study the tender document carefully. Submission of tender shall be deemed to have been done after careful study and examination of the tender papers with full understanding of implications thereof.

6. Complete sealed offer should be submitted in a single envelope with two copies, i.e., one original and one photo copy of the bid for single bid tenders, duly marked. In case of a two bid tender, the Technical bids and the commercial bids should each be submitted in two copies (one original and one photocopy, duly marked) in separate sealed covers. Sealed bids should be submitted to the General Manager WISE, Centre for Railway Information Systems, Pragati Maidan, New Delhi-110002. prior to tender box closing time mentioned in the notification. The tender box will be kept at the CRIS Reception and will be opened 30 minutes after the tender closing time on the same date at CRIS Office in the presence of tenderers or their representatives. In case a bid cannot be dropped inside the sealed box for any reason, it may be submitted to the General Manager/WISE/CRIS and acknowledgement obtained of the date and time of submission. The date and time of submission should also be endorsed by the bidder on each sealed envelope and certified by General Manager WISE/CRIS on each sealed envelope. A record of such offers directly received will also be kept on the tender register maintained by the Project Office, P-II Group /CRIS. Such directly received offers will be treated at par with the offers dropped in the tender box.

7. In case of two bid tender, technical and commercial bids should also be submitted as soft copy on a separate CD inside the sealed cover containing the respective bid and, in case of single bid tender, a single CD containing complete techno-commercial bid should be submitted as a part of the sealed offer.

8. In case of two bid tenders, the Commercial bid shall contain nothing other than prices

as per the Rate Schedule format given in Part II of the tender document. Also, no commercial condition or rate should be offered/disclosed by the tenderer in the technical bid.

9. In case of two bid tenders, the technical bid shall be opened first on the prescribed tender opening date and time and the commercial bid shall be opened later on a

specified date which would be made known to eligible tenderers after technical evaluation has been completed. If on the basis of technical evaluation/clarifications/discussions with the tenderers price changes become necessary, bidders may be permitted to submit supplementary commercial bid only for such items which need revision of price on the basis of specific written advice to them by CRIS. In case a supplementary commercial bid is asked for, the same shall be taken into consideration for deciding inter-se position of the commercial bids at the time of evaluation.

10. Delays in mail shall not be accepted and bids received after the closing time shall not be considered. Such late bids shall not be returned to the tenderer.

11. In case a Pre-bid conference is notified, bidders may attend the same at notified time and date to discuss and clarify any and all Technical and Commercial aspects of the tender. Modifications/clarifications if required shall be issued on the basis of the discussions during the pre-bid conference, in writing, to all Tenderers who have purchased the tender document

12. This tender document is non transferable. 13. Tenderers may seek any clarification from General Manager WISE/CRIS in respect of

any technical or commercial condition. However, such clarifications must be submitted in writing to C.R.I.S, New Delhi minimum seven days before the date of opening of tender. Tenderers are requested to carefully study these “Special Instructions to Tenderers” and the other documents forming part of the Tender Set.

14. Offers on original printed company stationary will only be considered. Offers submitted by FAX or in any manner other than specified above shall not be considered. Modifications/rewording of formats shall not be acceptable. All corrections to be signed on the original copy. In case of any difference between two copies of the bid submitted by the tenderer, the original copy shall prevail. There should be no ink correction on the duplicate photo copy of the bid.

15. The authorized representative of the bidder must duly attest any alteration. Each page of bid documents should be signed and stamped (company seal) by the bidder. Additional conditions/stipulations/deviations to the technical requirements and terms and conditions, if any, must be clearly brought out by the bidder in the deviation statement, CRIS reserves the right to consider or reject the same without assigning any reason.

16. If the bidder submits any false information, his bid is liable to be rejected.

17. The submission of the bid will be deemed to imply that the bidder fully understands the

scope of work involved. 18. Incomplete or technically deviated bids will be summarily rejected, without assigning any

reason thereof. 19. The complete sealed bid must contain:-

1. EMD of Rs 2,00,000/- in the form of Demand Draft/ Bankers cheque drawn in

favour of CRIS payable at New Delhi 2. Declaration by the tenderer in the prescribed format. 3. Authority letters from OEM manufacturers, as applicable. 4. Commitment letter from principal manufacturers as required. 5. Point-by-point compliance to all the points, as per the attached format in:-

1. Terms and Conditions given in General Conditions of Contract Part-I of

Tender Document.

2. Terms and Conditions given in Special Conditions of Contract, given in Part-II of the Tender Document.

3. Technical Specifications given in Part-II of the Tender Document. 4. Deviations, if any, should be clearly mentioned.

6. Technical information of the products being offered along with brochure etc. 7. Any other Terms & Conditions from tenderer (Please note that the terms may or

not be acceptable to CRIS). 8. In case of a two bid tender, the technical bid packet should contain all documents

and enclosures except commercial offer containing priced Rate Schedule but should include an un-priced Rate Schedule as per the Format given in Part-II of the Tender Document with Price Column left blank which should be submitted along with the technical offer. However, a Tick (√) mark should be indicated to verify that the tenderer has quoted for each item.

9. All documents listed under Qualification Criteria given in Part-II of the Tender Document.

10. Deviations Statement as per Tender Document Part-I. Please submit NIL statement in case of no deviations.

11. Any other document specifically asked for in the tender document Part-I or Part-II 12. Check list as per Annexure -9 of the Tender Document Part-I.

20. CRIS does not bind itself to accept lowest bid and reserves the right to accept any bid,

wholly or partly and/or split the orders in favour of different vendors.

General Manager WISE/CRIS

1.3 GENERAL CONDITIONS OF CONTRACT FOR CRIS

1. DEFINITIONS AND INTERPRETATION

In the Contract, unless the context otherwise requires.

1.1. “CRIS” would mean the Centre for Railway Information Systems acting through its Managing Director or any other representative authorized by him.

1.2. “Acceptance of Bid” means the letter/telex/telegram/fax or any memorandum communicating to the bidder the acceptance of his bid and includes an advance acceptance of his bid.

1.3. “Contract” means and includes the invitation to bid, Instructions to Bidders, Acceptance of Bid, Special Conditions of Contract and other conditions specified in the acceptance of bid and includes a repeat order which has been accepted or acted upon by the contractor and a formal agreement, if executed;

1.4. The “Contractor” means the person, firm, bidder or company with whom the purchase order is placed and shall be deemed to include the contractor‟s successors (approved by the Purchaser), representatives, heirs, executors, administrators and permitted assignees, as the case may be, unless excluded by the terms of the contract. The terms “Contractor” and “Successful Bidder” have been used interchangeably in this bid document.

1.5. “Purchasing Officer” means the officer signing the acceptance of bid and includes any officer who has authority to execute the relevant contract on behalf of the Managing Director/CRIS.

1.6. The “Purchaser” means Managing Director/CRIS for and on behalf of CRIS or any representative authorized by him. It also includes Managing Director/CRIS‟s successors and assignees/transferees.

1.7. Bidder/ Tenderer: Shall mean a company/firm in its individual right or the lead member of the consortia.

1.8. “CRIS Project Manager” means designated representative of CRIS authorized as head of concerned project and is authorized to take decisions on behalf of CRIS in respect of project implementation.

1.9. “Bidder’s Project Manager” means a designated representative of Bidder, who is empowered by the authorized signatory of Bidder for delivering the contractual obligations under this contract. He will be the one point interface with CRIS.

1.10. “Service” means: - a service to be given by contractor as stated in contract details 1. In relation to Hardware, including networking equipment and infrastructure and

office machines. 2. In relation to manpower and Annual Maintenance Contract. 3. In relation to system/application software supplied by the bidder. 4. Training. 5. Development and support.

1.11. “Personnel” means staff, employees, agents, contractors and sub-contractors of either

party and also includes the staff, employees, agents and contractors of those subcontractors with qualification, experience and certification.

1.12. “Software” means system/ application software to be supplied by the contractor, as stated in the contact details.

1.13. “Specifications” means all the functional, operational, performance or other characteristics required of a Product or Service found in tender document part-II or any of the annexure or addendum to the tender document.

1.14. “Purchase” means purchase of itemized goods or execution of works & services as indicated in the “Scope of work” given in Part-II of the tender document.

2 AUTHORIZED SIGNATORY AND ADDRESS OF THE CONTRACTOR

The Signatory of the tenderer should attach an authorization certificate mentioning:

2.1 The proprietor in case of “Sole Proprietor” firm or constituted attorney of such sole proprietor.

2.2 One of the partners in the case of a “Partnership” firm, in which case he must have authority to refer to arbitration disputes concerning the business of the partnership either by virtue of the partnership agreement or a power of attorney. In the absence of such authority all partners should sign the Tender.

2.3 A Director or the Regional Head in case of a Limited Company or an official of requisite authority in the case of a government institution, duly authorized by a resolution of the board of directors.

2.4 For all purposes of the contract, including arbitration thereafter, the address of the tenderer mentioned in the tender shall be the address to which all communications shall be addressed.

3. CONSORTIUM BIDDERS

3.1 Bids submitted by a Consortium shall be acceptable if specifically permitted in Part-II of the Tender Document. In such cases, the lead partner of the consortium should fulfill the qualifying criteria given in Part-II of tender document.

3.2 A copy of the memorandum of formation of Consortium giving clear responsibilities of consortium members, duly signed by authorized signatories as defined in para -2 above for each constituent member of the consortium, must be submitted along with the offer.

3.3 No change in the composition of consortium shall be permitted up to finalization of the contract. However, after acceptance of purchase order, if for reasons to be explained by the lead partner to CRIS which CRIS will be at liberty to accept or reject, any member of the Consortium is changed, a modified memorandum of formation of consortium, duly signed by authorized signatories of constituents shall be submitted by the lead partner while announcing the change to CRIS.

3.4 Notwithstanding any change in the composition of Consortium at post purchase order stage, complete and total responsibility and liability for execution of the contract shall remain of the lead partner.

4. EARNEST MONEY DEPOSIT

4.1 The bidders shall submit along with the bid, earnest money deposit (EMD) of 2% the advertised estimated tender value subject to the maximum of Rs 8,00,000/- in the form of Demand Draft or Fixed Deposit Receipt issued by any Commercial/Nationalized Bank drawn in favour of “CRIS, New Delhi” valid for 180 days from the date of issue.

4.2 Deposit (EMD) is liable to be forfeited if the bidder withdraws or amends or impairs or derogates from the bid in any respect within the period of the bid and is open for acceptance whether originally fixed or extended.

4.3 EMD shall also be forfeited if bidder fails to execute performance guarantee bond within stipulated time after acceptance of bid is communicated to him. Any bid not accompanied by EMD is liable to be summarily rejected.

4.4 The EMD will be returned to the successful bidder only on submission of the performance guarantee bond in the prescribed format and of the requisite value.

4.5 No interest shall be payable by the Purchaser on the Earnest Money/Bid Guarantee to the tenderer.

4.6 The Earnest Money shall remain deposited with the Purchaser for the period of 180 days or validity period as mentioned, from the date of opening of Tender. If the validity of the offer is extended, the Earnest Money Deposit extension shall also be furnished failing which the offer after the expiry of the aforesaid period shall not be considered by the Purchaser.

4.7 The Earnest Money of all unsuccessful tenderers will be returned by the Purchaser on placement of purchase order.

5. COMPLETION OF TENDER DOCUMENTS

5.1 All columns of the technical specifications compliance sheet must be filled. Any

deviations should be clearly indicated against individual items. All rates in the Financial Bids should be clearly filled. The rates must be in words and figures both. In case of any discrepancy unit rate in words will take precedence. Bids should be filled and signed in ink.

5.2 The Purchaser will accept internationally accepted alternative specifications which ensure equal or higher quality than the specifications mentioned in the Technical Specification except where Make or Brand is specified in the technical specifications. However, the decision of the Purchaser in this regard shall be final. The Tenderer should also furnish “Statement of Deviations” from tender specifications as per proforma given in Annexure – 4 of tender document part-I along with the offer.

5.3 The authorized representative of the tenderer must duly attest any alteration. 5.4 Each page of the bid including enclosures, if any, is to be signed by the tenderer. Any

unsigned page shall not be taken cognizance of. 5.5 Tenderer shall submit all technical information and product brochures along with the

techno-commercial bid. The language of these documents must be English. 5.6 The tenderer should submit self-details as per proforma given in Annexure 7. 5.7 Tender documents with non-compliance of the above clauses are liable to be rejected.

6. AMENDMENTS TO BID INVITATION

6.1 The purchaser reserves the right to make revisions or amendments to the bid documents, when deemed necessary, prior to the closing date of the bid, through proper

notification or web-site. The bidders must watch CRIS web site for any such amendments. The purchaser shall be at liberty to consider extending the date set for the bid opening by such a number of days as in the opinion of the purchaser will enable the bidders to revise their bids.

7. CLARIFICATIONS, OMISSIONS AND DISCREPANCIES IN TENDER DOCUMENT

7.1 In case any bidder finds any discrepancy or omission in any part of the tender Document/or he has any doubt to their meaning, he should notify the Purchaser minimum 7 days prior to tender opening date who may clarify and send a written instruction to all bidders for correction, if necessary. It however, does not entitle the bidder to seek any extension of tender opening date.

7.2 It shall be understood that every endeavor has been made to avoid any error which can materially affect the basis of the bid and successful bidder shall take upon himself and provide for the risk of any error which may subsequently be discovered and shall make no subsequent claim on account thereof.

7.3 The submission of the tender will be deemed to imply that the Tenderer fully understands the scope of work involved and has read and understood all conditions of the tender document and his liabilities and responsibilities in respect of the tender.

8. PROCESS TO BE CONFIDENTIAL

8.1 After the public opening of bids, information relating to the examination, clarification, evaluation and comparison of bids, and recommendations concerning the award of the purchase order shall not be disclosed to the tenderers or other persons not officially concerned with such process.

8.2 Any effort by the tenderer to influence the purchaser in the process of examination, clarification, evaluation and comparison of bids, and in the decision concerning the contract, may result in rejection of his bid.

9. COPIES

9.1 The bids shall be submitted in 2 (two) copies i.e. one original and one duplicate in double envelopes and shall be sent by Registered Post, return receipt requested, or dropped in the tender box or handed over to the General Manager P-II/CRIS or person authorized and acknowledgement obtained with date and time of submission.

9.2 The bidder will clearly mark the original copy and duplicate copies. In case of any discrepancies between the original and duplicate (s) the original will be considered as authentic. There should be no correction in ink on the duplicate photocopy of the original.

10. BID OPENING

10.1 The sealed bids shall be opened in the presence of such of the bidders or their authorized representatives who may like to be present at the time and date fixed. However, the purchaser shall have a right to change the date and time of opening of the bid. The changed date and time shall be notified.

11. TECHNICAL CLARIFICATIONS

11.1 To assist in the examination, evaluation and comparison of bids, CRIS may ask the tenderer individually for a clarification on his bid including breakdown of unit rates. The request for clarification and the responses shall be in writing/fax but no change in price or substance shall be sought, offered or permitted except as required to confirm the correction of arithmetical errors discovered by CRIS during the evaluation of bids. Such reply shall be given within the time limit mentioned in the intimation issued by CRIS, failing which CRIS will be at liberty to conclude that nothing further is to be submitted by the vendor on this matter.

11.2 The bidder should make available the offered products, if desired during evaluation of bids for benchmarking of the application to ensure that there are no compatibility issues.

12. VALIDITY

12.1 The validity of the bid must be for a minimum of 180 days from the last day of bid submission. Any subsequent extension of validity shall be for minimum 60 days.

13. RIGHT OF ACCEPTANCE

13.1 CRIS reserves the right to place order for a part item/combination of the quantity offered. The unit rates offered by the tenderers shall be valid for any such part order. CRIS reserves the right to reject any or all tenders without assigning any reason to the tenderers. CRIS may call upon one or more tenderers for demonstration/testing of all or any quoted item at CRIS office.

14. INDEMNITIES AND LIABILITIES

14.1 The contractor shall indemnify and protect the purchaser from and against all actions, suits, proceedings, losses, costs, damages, charges, claims and demands of every nature and description brought against or recovered from CRIS/Railways by reasons of any act or omission of the contractor, his agents or employees, in the execution of the works or in the guarding of the same.

14.2 Total financial liabilities of the bidder arising out of breach of contractual obligations shall not exceed the value of contract and shall be limited to direct damages. However, any liabilities arising out of breach of any obligation(s) commonly applicable in Indian or International law or regulation or intellectual property right infringements etc shall not be limited by this agreement and the bidder shall be solely and completely responsible for any such violation on his part.

15. INSURANCE

15.1 The purchaser shall not arrange for any „Transit Insurance‟ and the supplier will be responsible till the entire goods contracted, arrive in good condition at destination site as mentioned in the delivery schedule and the tenderer shall, at his own cost,

unconditionally replace/rectify the goods lost/damaged to the entire satisfaction of the consignee within 30 days from the date of receipt of intimation from the consignee.

16. LOCAL CONDITIONS

16.1 It will be the sole responsibility of each bidder to fully acquaint himself with all the local conditions and factors, which could have any effect on the performance of the contract and/or the cost.

17. PRICES

17.1 All Prices shall be in Indian Rupees and no foreign exchange/import license shall be provided. The prices should be inclusive of all taxes, duties, P&F Charges, freight insurance, levies applicable at the time of submission of bid. However, Firm should explicitly indicate these charges in their offer. If offer is silent about the above charges then it will be presumed that prices are inclusive of these charges. In this case bidder will have no right to demand charges/additions to such charges as may be levied, subsequent to opening of the bid.

17.2 In case of change in any duty or tax on account of change in rules/legislation by the

Government, the actual rates as applicable at the time of placement of order shall be payable only for taxes which are clearly stated as percentages in the offer.

17.3 Quoted prices shall remain firm for a period of minimum 180 days from the last day of bid submission.

17.4 CRIS reserves the right to place order for a part item/combination of the quantity offered. The unit rates offered by the tenderers shall be valid for any such part order.

18. PRICE FALL

18.1 The prices charged for the goods supplied under the contract by the vendor shall at no

event exceed the lowest price at which the vendor sells the goods or offers to sell the goods of identical description to any person/ organization including the purchaser or any department of State/ Central Government, as the case may be during the currency of the contract.

18.2 If, at any time during the said period the vendor reduces the sale price, sells or offers to sell such goods to any person/organization including the purchaser or any department of State/Central Government as the case may be at a price lower than the price chargeable under the contract, the vendor shall forthwith notify such reduction or sale or offer to sell to the purchaser and the price payable under the order for supply of material after the date of coming into force of such reduction or sale or offer to sell shall stand correspondingly reduced.

18.3 The above clause is applicable for Rate Contract Tender only and not for fixed quantity tenders.

19. ACCEPTANCE OF PURCHASE ORDER

19.1 Prior to the expiry of bid validity, the successful bidder shall be notified by mail/fax. Within one month of issue of LOA (letter of acceptance)/ PO (purchase order), the

successful bidder shall send his/her acceptance of the LOA/PO along with the contract performance bank guarantee.

20. DELIVERY/ COMPLETION OF WORK

20.1 Delivery time to supply the goods to the consignees stated in Part-II of the Tender

Document shall 4 to 6 weeks from the date of purchase order or as per the schedule of delivery laid down in Tender Document part-II.

20.2 The time for and the date specified in the contract or as extended for the delivery of the material shall be deemed to be the essence of the contract and delivery must be completed not later than the date(s) so specified or extended.

20.3 In case of failure by firm to supply the goods within the delivery period stated in the purchase order, the Purchaser shall be at liberty to extend the delivery period on reasonable ground for extension of time. Any failure or delay on the part of Sub-Contractor shall be the sole responsibility of the bidder.

20.4 In respect of items of work/services, the dates of completion will be as per respective project milestone given in the tender document part-II. The quantum of each item as per works scope will be recorded in a measurement book maintained by CRIS and jointly signed by CRIS and the contractor on the date of completion of respective milestone.

21. LIQUIDATED DAMAGES FOR DELAY IN DELIVERY

Any delay by the vendor in the performance of the delivery obligations in respect of supply of goods shall render him/her liable to any of the following penalties: 1. In the event of tenderer‟s failure to supply the said items of acceptable quality and

specifications within the original delivery period given in the purchase order, CRIS shall be at liberty to recover liquidated damages to be levied @ 0.5% of the order value for supply of goods per week or part thereof subject to a maximum of 10% of the total order value.

2. Forfeiture/encashment of the performance bank guarantee/earnest money. 3. Liquidated damages shall be calculated on the total contract value comprising of value of

complete equipment and installation & commissioning charges for a site. The supply shall be taken as complete only after the last installment of supply has been made.

4. After a delay of more than 8 weeks, CRIS will be at a liberty to cancel the purchase order and buy the items from any other vendor, at bidder‟s risk and cost. Any losses caused to CRIS on this account shall be recoverable from the bidder.

5. In addition to the above penalties related to delay in supply of goods as per contract, penalties in respect of delays in execution of work /services specified under Scope of Work / Services as per Tender Document Part-II will be applicable as provided in Tender document Part-II.

22. GENERAL REQUIREMENTS

22.1 The tenderer must specify Item wise compliance to Technical specifications duly vetted by the respective OEMs or supported by technical brochures, duly endorsed by OEMs,

for the offered products. The Model and Make of the offered product should be clearly specified.

22.2 No change of make or brand will be permitted after issue of purchase order. However, under extra-ordinary circumstances, viz, closure of supplier‟s business, discontinuation of brand/product in market, statutory ban on such brand/product, or Government legislation, the contractor may request in writing to CRIS, a change in make/brand explaining the reasons in detail. The alternate brand should be at par or superior to the original offer and the contractor shall provide unequivocal evidence for “Nil adverse price implication to the purchaser”. CRIS shall be at liberty to accept or reject such request without any impact on the contract conditions.

22.3 The tenderer must pass on the standard OEMs‟ warranty which comes bundled with the purchased equipment wherever it is superior to the warranty specified in this tender document.

22.4 The tenderer shall ensure availability of spares and software updates/patches for a period of at least 05 years from the date of purchase order.

22.5 The tenderer along with OEM should make available the offered products, if desired during technical evaluation of bid for testing and benchmarking at CRIS, New Delhi.

22.6 Tenderer has to provide documentary evidence for back-to-back support agreement with the respective OEM.

22.7 The installation of the ordered Systems shall be carried out without disturbing the ongoing working of the existing system.

22.8 Detailed designs and drawings required for installation of equipment and the scheme of layout and connections required shall be submitted by the tenderer along with his offer.

22.9 Obtaining of licenses in addition to the existing licenses or any other statutory requirement for installation and working of all equipment shall be responsibility of the tenderer.

22.10 CRIS will have no responsibility or liability towards infringement of any IPR, anywhere, on account of any product or technology supplied by the bidder or its use in the offered solution and all expenses arising out of any claim or damages from any agency on such account, at any time, shall be borne by the bidder. Complete ownership of the source code for custom developments done under the project shall remain with CRIS. The bidder shall not use any custom built solution as implemented under the contract at any other location without written permission from CRIS who shall be free to use the solution as they deem fit.

23. PERFORMANCE CUM WARRANTY GUARANTEE BOND

23.1 After receipt of purchase order the contractor shall furnish a Performance cum Warranty Guarantee (PWG) Bond from a nationalized bank or from a Commercial Bank duly counter-signed by the Reserve Bank of India/ State Bank of India, New Delhi or by any Nationalized Indian Bank as per proforma attached (Annexure 8 of tender document Part-1) within 30 days of issue of purchase order for an amount equivalent to 10% of the value of the contract. The PWG Bond shall remain valid up to a period of 3 months beyond the last date of Warranty period for any goods supplied under the contract. In case of extension of delivery period, or the warranty period on any account, the contractor shall extend the period of PWG Bond by an equivalent period.

23.2 The purchaser shall be entitled and it shall be lawful on his part to forfeit the amount of PWG Bond in whole or in part in the event of any default, failure or neglect on part of the contractor in fulfillment or performance of the contract under reference in all respects to the satisfaction of the purchaser. The purchaser shall be entitled to deduct from the

amount of PWG Bond any loss or damage which the purchaser may suffer or be put by any reason of or due to any act or other default recoverable by the purchaser from the contract. The losses recoverable by the purchaser from the PWG Bond shall include all losses incurred by the purchaser during the warranty period on account of failure of equipment or delay in attending the equipment by the contractor during the warranty period as per stipulations of the contract.

23.3 The PWG Bond will be returned to the contractor without any interest on performance and completion of the contract which shall include installation, commissioning of complete equipment to be supplied under the contract and fulfillment of warranty obligations for the complete equipment in terms of the contract.

24. TERMS AND CONDITIONS FOR PAYMENT

24.1 80% of the value of complete equipment supplied shall be paid by the purchaser on receipt of material by consignee in good conditions and upon furnishing the following documents:

1. Certificate of receipt of complete equipment in good conditions by the consignees in terms of the contract.

2. Pre-Inspection certificate by CRIS or as laid down in the purchase order. 3. Confirmation of the validity of PWG Bond of 10% of the value of contract for a

period up to 3 months beyond the last date of warranty period. 24.2 Balance 20% shall be paid after installation and commissioning of the equipment to the

satisfaction of the consignee and upon furnishing the following documents: 1. Final Certificate of successful commissioning of complete equipment issued as

per the inspection and acceptance procedure given in the purchase order. 2. Confirmation of the validity of PWG Bond of 10% of the value of the contract for a

period up to 3 months beyond the last date of warranty period. 3. In case of delay in final commissioning beyond 3 months from the date of

delivery, on account of reasons not attributable to the Supplier to be certified by CRIS Project Manager, part payment may be claimed for the goods actually commissioned.

4. In case of delay in final commissioning at any location beyond 6 months from the date of delivery on account of reasons not attributable to the Supplier, the balance of the 20 % of the cost of equipment remaining uncommissioned may be paid to the supplier against submission of an additional Bank Guarantee of an equal amount valid for minimum 12 months which shall be returned on completion of commissioning of the remaining equipment. The supplier will also be required to submit along with the bills, a commitment to complete installation and commissioning at such remaining locations on receiving a call from the consignee.

5. Any installation and commissioning charges and after-sales services will only be paid on delivery of actual services or at the end of after sales-service period, or, as defined in tender document part-II.

24.3 Payment in respect of execution of works / services shall be based on achievement of

miles stones as detailed in Tender Document Part-II.

25. WARRANTY

25.1 Tenderer shall provide comprehensive warranty against all manufacturing defects for a period of 12 months from the date of complete commissioning or 18 months from the date of completion of supply of material, whichever is minimum, on all hardware & system software, Networking Equipment from the date of acceptance of equipment. The format for offering warranty by the tenderer is enclosed Annexure 5 given in Tender Document part -I.

25.2 In case of warranty period stated in Tender Document Part-II is longer than 12 months, warranty shall be applicable for stated period from the date of complete commissioning or stated warranty period plus 6 months from the date of completion of supply of material.

26. INCOME-TAX

26.1 Income tax shall be deducted at source by CRIS from all the payments made to bidder according to the Income tax Act, unless bidder prior to release of payment submits valid and complete documents for Income tax exemption.

26.2 A certificate shall be provided by CRIS to the bidder for any tax deducted at source.

27. ENHANCEMENT OR REDUCTION OF QUANTITIES

27.1 The Purchaser shall be at liberty to enhance or reduce the quantity of supplied mentioned in the purchase order up to a maximum extent of 30 % without assigning any reasons. In case of items of works scope, based on actual measurement/ quantities, the Purchaser shall be at liberty to enhance or reduce the total quantity of work in respect of items of work mentioned in the purchase order without assigning any reasons. The bidder shall comply to such modifications unconditionally provided these are made before completion of the deliveries under the purchase order. Any such change in quantity shall have no impact on the rates mentioned in the purchase order for any such item.

28. TERMINATION FOR DEFAULT

CRIS may, without prejudice, to any other remedy for breach of contract, by written notice of default sent to the vendor terminate the contract in whole or part thereof if:

1. The vendor fails to deliver any or all of the obligations within the time period(s)

specified in the contract, or any extension thereof granted by the client. 2. The vendor fails to perform any other obligation(s) under the contract. 3. The vendor is proved to have submitted any false information or document during

the bid evaluation process which amounts to a fraud or misrepresentation or the bidder is indicted by any Government agency for any Public fraud.

29. SETTLEMENT OF DISPUTES AND JURISDICTION

29.1 The contractor shall not be entitled to make any claim whatsoever against the Purchaser under or by virtue of or arising out of this contract, nor shall the Purchaser entertain or consider any such claim if made by the Contractor, after he shall have signed a “No Claim” certificate in favour of the Purchaser, after the works are finally completed. The contractor shall be debarred from disputing the correctness of the items covered by “No claim” Certificate or demanding a reference of Arbitration in respect thereof.

29.2 Matters finally determined by the Purchaser: All disputes and differences of any kind whatsoever arising out of or in connection with the contract, whether during the progress of the works or after their completion and whether before or after the termination of the contract, shall be referred by the Contractor to the purchaser and the purchaser shall within a reasonable time period after their presentation make and notify decisions thereon in writing. The decisions, directions, classification, measurements, drawings and certificates with respect to any matter the decision of which is specifically provided for by these or other special conditions, given and made by the purchaser, or by the officer on behalf of the purchaser, are matters which are referred to hereinafter as “Excepted Matters” and shall be final and binding upon the contractor and shall not be set aside on account of any informality, omission, delay of error in proceeding in or about the same for any other ground or for any other reason and shall be without Appeal.

29.3 Demand for arbitration: In the event of any dispute or difference or differences between the parties hereto as to the construction or operation of this contract, or the respective rights and liabilities of the parties, on any matter in question, dispute or differences on any account, or as to the withholding by the purchaser of any certificate to which the contractor may claim to be entitled to, or if the purchaser fails to make a decision within a reasonable time, then and in any such case, the contractor, till 90 days of presenting his final claim on disputed matters may demand in writing that the dispute or difference be referred to arbitration. Such demand for arbitration shall specify the matters, which are in question, dispute or the difference, and only such dispute, or difference of which the demand has been made and no other shall be referred to arbitration.

29.4 On a demand for arbitration being received, the disputed matters shall be referred to the two member arbitration panel- one appointment by the purchaser and the other from the panel submitted by the bidder – duly appointed by MD/CRIS. Umpire will be appointed as per Arbitration and Reconciliation Act 1996. It will be of no objection that the arbitrator is a Government Servant/ Officer and that he had to deal with the matters to which the contact relates or that in the course of his duties as a Government Servant/Officer he has expressed views on all or any of the matter in dispute or difference. The award of the arbitrations shall be final and binding on the parties to this contract. In the event of the arbitrator dying, neglecting or refusing to act or resigning or being unable to act for any reason or his award being set aside by the court for any reason, shall be lawful for the Managing Director, CRIS to appoint another arbitrator in place of the outgoing arbitrator in the manner aforesaid.

29.5 The arbitrator may from time to time with the consent of all the parties to the contract enlarge the time for making the award.

29.6 If the value of the claim in a reference exceed Rs. Four lakhs, the arbitrator shall give reasoned award.

29.7 The venue of arbitration shall be the place from which the acceptance of bid is issued or such other place as the Managing Director, CRIS at his discretion, may determine.

29.8 Upon every and any such reference, the assessment of costs incidental to the reference and award respectively shall be in the discretion of the arbitrator.

29.9 If the Contractor does not prefer his specific and final claims in writing, within a period of 60 days of receiving the intimation from the purchaser that the final bill is ready for

payment, he will be deemed to have waived his claim(s) and the purchaser shall be discharged and released of all liabilities under the contract in respect of those claims.

29.10 Obligation during pendency of arbitration: Work under the contract unless otherwise directed by the purchaser will continue during the arbitration proceedings and no payment due or payable by the purchaser shall be withheld, except payments involved in the dispute, on account of such proceedings provided, however, it shall be open for arbitrator or arbitrators to consider and decide whether or not such work should continue during arbitration proceedings.

29.11 The Arbitrator shall have power to call for such evidence by way of affidavits or otherwise as the Arbitrator shall think proper and it shall be the duty of the parties here to be or cause to be done all things as may be necessary to enable the Arbitrator to make the award without any delay.

29.12 Subject to as aforesaid, Arbitration and Conciliation Act 1996 and the Rules there under any statutory modification thereof shall apply to the Arbitration proceedings under this Article.

29.13 The jurisdiction for settlement of any disputes through Court under this contract shall be at Delhi.

30. FORCE MAJEURE

30.1 If at any time, during the continuance of this contract, the performance in whole or in part by either party or any obligation under this contract shall be prevented or delayed by reason of any war, or hostility, acts of the public enemy, civil commotion, sabotage, fires, floods, explosions, epidemics, quarantine restriction, strikes, lockouts or act of God (hereinafter referred to as events) provided notice of happenings of any such eventuality is given by either party to the other within 21 days from the date of occurrence thereof, neither party shall by reason of such event be entitled to terminate this contract nor shall either party have any such claim for damages against the other in respect of such non-performance or delay in performance, and deliveries under the contract shall be resumed as soon as practicable after such event may come to an end or cease to exist and the decision of the purchaser as to whether the deliveries have been so resumed or not shall be final and conclusive provided further that if the performance in whole or part of any obligation under this contract is prevented or delayed by reason of any such event for a period exceeding 60 days either party may at his option, terminate the contract provided also that if the contract is terminated under this clause, the Purchaser shall be at liberty to take over from the Successful tenderer at a price to be fixed by the purchaser with mutual consent which shall be final. All unused, undamaged and acceptable materials bought out components and stores in course of manufacture in possession of the Successful tenderer at the time of such termination of such portions thereof as the purchaser may deem fit excepting such materials bought out components and goods as the Successful tenderer may with the concurrence of the Purchaser select to retain.

31. EVALUATION OF OFFERS

31.1 Single bid tenders:

1 Final selection will be made on the basis of lowest cost from amongst the technically suitable tenders from the bidders meeting the qualifying criteria. For

the purpose of relative commercial ranking of offers, all inclusive price for entire scope of project and offered prices in the Rate Schedule as per the Tender Document Part-II, as well as any other costs seen to be arising as a part of the offer due to taxes or duties based on the offer.

2 Additional features/ enhancements offered by the tenderer over and above the ones asked for in the tender documents shall not be considered for evaluation of bids.

31.2 Two bid tenders:

1. The Technical bids shall be opened first on the prescribed tender opening date and price bid shall be opened later, on a specified date which would be made known to the technically suitable tendering firms after technical evaluation has been completed so as to ensure that all offers are evaluated technically without bias. The criteria of technical evaluation will be as laid down in the Tender Document part-II.

2. For deciding inter-se position at the time of commercial evaluation, the prices of original price bid shall normally be considered. However, supplementary commercial bid prices shall also be taken into consideration for deciding the inter-se position in case of revised/upgraded specification/items whose revised prices have been called for from bidders. Final selection will be made on the basis of lowest cost from amongst the technically suitable bids for which the commercial bids are opened.

1.4 ANNEXURES TO TENDER DOCUMENT PART-I

User Requirement & Business Process

For

HMIS (Hospital Management Information System)

INDEX

S.No ITEM PAGE

NO

1 PATIENT REGISTRATION 1-2

1.1 Self Registration By Patient.

1.2 Assisted Registration

2 OUT-PATIENT DEPARTMENT (OPD) 3-6

2.1 OPD Doctor’s Treatment & Advice

2.2 Medicine Prescription & Auto Indent to Pharmacy

2.3 Lab Test Requisition

2.4 IPD Referral

2.5 Casualty/ Normal Railway cases.

2.6 Casualty Non-Railway Patients.

2.7 Casualty Medico-legal cases

3 IN-PATIENT DEPARTMENT (IPD) 7-11

3.1 Nursing Desk

3.2 Bed Status and Allocation.

3.3 IPD Doctor’s Examination & Advice

3.4 Medical Consumable & Drug Requisition

3.5 Patient Parameters Monitoring

3.6 Lab Test Requisition & Status

3.7 Duty Roster- Nurses.

3.8 Discharge & Referral

4 SICK-FIT CERTIFICATES 12-13

4.1 Railway Sick Certification

4.2 Private Sick Certificate

4.3 Fit Certification by Railway Doctor

5 PATHOLOGY 14-17

5.1 Lab Test Registration for OPD Patients

5.2 Sampling & Bar Coding of Test Samples

5.3 Acquisition Of Data from DICOM Compliant Equipment

5.4 Entry of Investigation Reports – Bar Code Linking

5.5 Issue of Test Report to Ward/ OPD Doctors/Patient on Web & Kiosk

S.No ITEM PAGE

NO

5.6 Lab Test through Outside Referrals

6 PHARMACY 18-19

6.1 Advance Medicine Packaging in Pharmacy

6.2 Distribution of Medicine against Patient Card/ID

6.3 Referral to Medical Store

6.4 LP of medicine and Status of LP for Patients on web and Kiosk

7 RADIOLOGY 20-21

7.1 X-Ray Test Registration

7.2 Entry of X-Ray investigation report by radiologist

7.3 Issue of X-Ray report to ward/ OPD doctors/Patient on web & Kiosk

8 MEDICAL STORE 22-23

8.1 Local Purchase & Issue to Patients / Wards

8.2 Medicine Inventory Management –Receipts & Issues to Patients/ Wards / Pharmacy

8.3 Annual Medicines Indent to CMD Office.

9 SCHEDULING DOCTORS / NURSES 24

9.1 Nurses Roster Bookings

9.2 Doctors ward assignment

10 PERIODICAL MEDICAL EXAMINATION (PME) 25-26

10.1 Registration of candidate

10.2 Medical Examination

11 OT SCHEDULING 27-28

11.1 Operation Requisition form OPD/IPD/ Casualty

11.2 Scheduling on Basis of Specialty

11.3 Emergency Request from Casualty/ Ward

12 PATIENT BILLING 29

12.1 Billing for Non-Railway Patients.

Tender for WISE-II

Tender Document Part-I

Centre for Railway Information Systems I-1

1. Patient Registration:

S. NO.

Function List Brief Description Workflow Information required on Screen to carry out the functions

Data to be transacted to carry out the functions

Responsible Person

1. Self Registration by patient.

Whenever a patient visits hospital, he/she will come with his/her smart card for registration purpose.

When patient visits hospital he/she can register himself/herself by swiping his/her smart card in reception kiosks. He/ She can select general or specialized OPD on the basis of his/ her symptoms. Then an OPD slip is generated by kiosk and queue number is assigned.

List of OPD clinics Name of doctor(s) Days of OPD Timings OPD service availability

(By touch screen selection) OPD no., Name of Patient

Employee User

2.

Assisted Registration

If an employee is not able to select the appropriate OPD or if the patient is illiterate, then assistance will be provided by Reception/ registration desk.

When a patient is not able to use self-service kiosks, he/she can approach the reception/ registration desk for assisted issue of OPD registration slip by input of unique id number.

List of OPD clinics Name of doctor Days of OPD Timings OPD service availability

OPD no., Name of Patient

Registration clerk.

Tender for WISE-II



S. NO.



Responsible Person

2. Out-patient Department (OPD):

S. NO.



Responsible Person

1. OPD Doctor’s

Treatment &

Advice

OPD doctor will investigate and diagnose the patient on basis of symptoms. Then doctor will specify the treatment required and advice certain precautions as needed.

There will be a display board in waiting room outside each OPD, which will display names and queue no. of waiting patients. As soon as the OPD doctor completes diagnosis of ongoing patient and treatment slip is generated, the next queue number gets highlighted so that the patient is aware of his/her turn. For examination purpose, OPD

List of ICD diseases, List of medical symptoms corresponding to a disease, List of Vital parameters corresponding to a disease.

Appropriate selections And entry of Doctor’s Advice/ comments using e-pen.

OPD doctor and assistant

Tender for WISE-II



S. NO.



Responsible Person

doctor will carry out the following functions: i. Recording patient’s

symptoms: Doctor will use his touch screen terminal for recording patient’s symptoms through selection. Additional notes may be recorded using e-pen.

ii. Examination and

Diagnosis: Doctor records all vital parameters during examination and select disease from the list populated on the system through his touch screen/ thin client.

After diagnosis, a patient visit slip is generated, which contains details of examination, including medicines and diagnosis, tests required, outside referral, indoor referral and LP etc. as the case may be. OPD summary will be obtained from last OPD doctor.

Tender for WISE-II



S. NO.



Responsible Person

2.

Medicine

Prescription

& Auto Indent

to Pharmacy

As soon as the corresponding OPD doctor prescribes medicine, it will be automatically indented to the pharmacy against patient’s name. So when patient visits pharmacy, he will get his/her medicine against his ID card without needing any slip. In case some medicine is not in stock, the doctor may order LP requisition which may be dealt further by LP section.

OPD doctor prescribes medicine to the patient through his touch screen thin client. If there is no stock availability then there will be a provision of alternate medicine. LP requisition may be issued on the system for medicines/ consumable not in stock. Dispensary will receive alert on basis of doctor’s prescription. OPD discharge summary will be generated.

List of medicines corresponding to diseases. Stock availability of medicines. Prompts in case of stock out.

Medicine Selection and modification of standard medicine pack.

OPD doctor

Tender for WISE-II



S. NO.



Responsible Person

3 Lab test requisition

OPD doctor can redirect patient for various lab tests.

On basis of patient’s examination, OPD doctor can refer the patient for lab test through his touch screen thin client. Pathology will receive alert on basis of doctor’s referral. In case that lab test is not available in that hospital, outside referral may be initiated on the system.

List of Lab tests corresponding to disease

Lab Test Selection. Outside lab Selection.

OPD doctor

4 IPD referral On basis of examination and/or investigation, OPD doctor can refer a patient to get admitted in ward.

OPD doctor assigns ward to patient. He will be able to see bed availability and demand bed for the patient. Approval process for bed allotment will be initiated. Patient visits corresponding ward and get admitted.

Ward wise bed Availability with specialty.

Ward no. selection And Patient admission workflow screen.

OPD doctor

Tender for WISE-II



S. NO.



Responsible Person

5 Casualty/ Normal Railway cases

There is a casualty (Emergency) department in every hospital

which caters to emergency

patients who may fall under

the following categories: A) Railway Patients. B) Non-Railway Patients.

Further the cases may be categorized as Normal or Medico-legal. Both will have separate approval procedure.

Emergency patients visit Casualty department. Based on roster shifts, a doctor along with nursing staff will be there to cater urgent needs of patient. Casualty doctor may record symptoms, diagnose, treat and give advice to the patient or may refer that patient to get admitted in-doors. Incase of non-railway and medico-legal cases, a separate workflow is followed.

Hospital directory including outside specialists Contact details of other civil hospitals Stock availability of medicines Bed availability in wards

Doctor’s ID, Patient’s ID, Doctor’s comments Diagnostic Test Selection, Medicine selection, OPD referral, Indoor Ward referral

Casualty doctor/ Nursing staff

Tender for WISE-II



S. NO.



Responsible Person

6 Casualty Non-Railway Patients

Non-railway patients can also visit the hospital along with/ without railway employee in emergency condition.

When a non-railway patient visits emergency, treating doctor initiates general process of Non-railway case. Treating doctor recommends that case to MD in form of alert. If the non-railway patient comes along with a railway employee, a consent form is required to be signed by the railway employee for admission to ward. With proper consent from Treating doctor and MD, the case gets registered.

Hospital directory including outside specialist

Patient Name Railway Employee ID

Treating Doctor

7 Casualty Medico-legal cases

A medico-legal case is a case

of injury/ illness where the

attending doctor, after eliciting

history and examining the

patient, thinks that some

investigation by law

enforcement agencies is

essential to establish and fix

responsibility for the case in

A doctor can receive a medico-

legal case in any of the three

ways –

1. A case is brought by the

police for examination and

reporting,

2. The person in question was

Cases that are to

be treated as

medico-legal

Patient ID Treating Doctor

Tender for WISE-II



S. NO.



Responsible Person

accordance with the law of the

land.

already attended to by a doctor

and a medico-legal case was

registered in the previous

hospital, and the person is now

referred for expert management/

advice.

3. In the other instances, after

history taking and thorough

examination, if the doctor feels

that the circumstances/ findings

of the case are such that

registration of the case as an

MLC is warranted, he should

immediately inform the patient

of the same and take his consent

for converting the case into

MLC.

After consent, the treating doctor

will register that case in the

Injury register.

Tender for WISE-II



3. In-patient Department (IPD):

S. NO.



Responsible Person

1. Nursing Desk There will be a nursing desk in each ward inside the hospital which will cater to all the needs of IPD patients.

Nursing desk will have diversified workflow in accordance to needs: Registration of Patient to wards and allocating beds. Updating doses completion status Lab test requisition Drug requisition from pharmacy Duty roster preparation for nurses

Bed status Doses chart for every patient Pharmacy stock status

Lab test ID Medicine ID Entering doctor’s prescription.

Chief Matron Nurse

2. Bed Status and Allocation

Admission requisition can come from OPD doctor or casualty doctor.

Ward requisition alert comes from OPD doctor or casualty doctor.

Patient will visit corresponding ward’s nursing desk for registration.

Nurse will assign bed to the patient.

Bed availability Bed No. Chief Matron/ Nurse

Tender for WISE-II



S. NO.



Responsible Person

3.

IPD Doctor’s Examination and Advice

Doctors will visit wards for

periodical checkup of ward’s

patient for monitoring the

progress of patient’s health.

Vital parameters will be

available as recorded by

nursing staff.

Results of Lab Tests will be

available along with X-rays,

ECG etc.

Doctor’s recommendations on

case file will be captured by

nursing staff.

He should be able to refer to

another ward or operation

theater. The availability of

these facilities will be visible

and workflow may be initiated

from the ward.

Doctors visit corresponding ward according to roster. During each visit case sheet of that patient is updated. Doctor may prefer lab test, other investigations or may advice certain prescription to the patient. After doctor’s visit, the above details are required to be filled by nurses in nursing desk. The workflow of referral may be initiated on doctor’s advice.

List of admitted patients, Ward wise availability of beds OT day-wise schedule Availability of Stock of medicines/ equipment/ linen etc

Patient ID Doctor ID Lab test ID Medicine ID Advice (if any)

Nurse

Tender for WISE-II



S. NO.



Responsible Person

4. Medical Consumable and Drugs Requisition

Nursing staff can send

requisition for drugs and

consumables to pharmacy and

store for the patients admitted

in the wards.

Medicine can be requested from pharmacy through nursing desk. Nursing desk will receive an alert, as soon as medicines are ready for dispatch. After acknowledgement from nursing desk, the quantity is deducted from online inventory.

Stock availability in ward Drug required for next two months

Medicine and Consumable selection

Nurse

5. Patient Parameters Monitoring

Through nursing desk, each

patient’s parameters can be

monitored, and in case

parameters are abnormal, it is

reported to concerned doctor.

Each patient’s parameters are monitored through nursing desk by the shift nurse. In case of any abnormalities, it is alerted in nurse terminal and later communicated to concerned doctor.

Bed wise patient’s vital parameters

Doctor ID

Nurse

Tender for WISE-II



S. NO.



Responsible Person

6. Lab test requisition and status.

During ward visit, doctor can refer patient for lab test. Through nursing desk, lab test status can also be fetched.

On basis of patient’s examination during ward visit, doctor can refer patient admitted for lab test. Lab test requisition is generated at nursing desk. Pathology will receive alert on basis of doctor’s referral. In case any specific lab test facility(ies) is/are not available in that hospital, it may be referred to outside lab(s).

List of Lab tests corresponding to disease provisionally diagonosed.

Doctor’s ID, Patient’s ID, Lab Test ID,

Nurse

7. Duty roster- Nurses

There will be a roster for

nurses, by which nurses will be

assigned shifts for monitoring

the progress of patient’s health.

On the basis of wards and bed allocation, nurse’s duty roster is prepared by chief matron. Nurses visit ward according to roster shifts. During each such visit, case sheet history of that patient is updated.

List of Nurses Ward details

Nurse ID Ward No. Shift

Chief Matron

Tender for WISE-II



S. NO.



Responsible Person

8. Discharge and referral

During periodical check up in

ward by doctor, if doctor finds

patient in better condition, then

the patient may be advised for

discharge.

During periodical check up in

wards, if the doctor feels that

the patient should be

transferred to any other

specialty hospital, then referral

process is initiated by the

authorised personnel and

approved by the treating

doctor.

Doctor may advise patient for discharge during periodical checkup in ward. In case of referral, a memo is given to the patient.

List of admitted patients in the ward Status of patient as advised by doctor.

Ward no. Bed No. Patient ID

Ward Incharge doctor

Tender for WISE-II



4. Sick-fit certificate:

S. NO.



Responsible Person

1. Railway Sick Certification

When a railway employee visits railway hospital and the consulting doctor advises him rest due to health reasons for a specific period, the doctor grants him a sick certificate.

On basis of patient health issues,

doctor may advise to give sick

certificate to the patient

mentioning the number of days

of rest.

This requisition will be reflected

in back office/ dispensary.

List of medical symptoms corresponding to disease. List of Vital parameters needed to be checked corresponding to disease.

Patient ID No. of Rest days

OPD doctor

2.

Private Sick Certification

When a railway employee brings a certificate issued by a non-railway medical practitioner beyond a specified period, it may be required to be verified by the railway’s medical officer.

Patient comes with private medical certificate to a railway doctor, duly referred by his controlling officer or otherwise. Railway doctor verifies the medical certificate, based on the medical condition of the reporting railway employee to ascertain if the employee is fit to resume duty. Railway doctor issues fit to resume duty certificate after

Doctor ID Patient ID Diagnosis by the Private Medical Practitioner.

Name of private hospital, Doctor name, Date of certificate, Serial no. of certificate. Period of rest advised. Whether sick certificate was issued and deposited prior to the fit certificate? Verification date

OS/Medical Doctor

Tender for WISE-II



S. NO.



Responsible Person

verification and ascertaining that the employee is fit to resume duty. On the basis of this fitness certificate, controlling officer may allow the employee to resume duty.

Issue of fitness certificate

3. Fitness

certificate by

railway doctor

After taking rest as advised by

doctor, patient revisit the

hospital for check up.

On basis of check up, doctor

may provide fitness certificate to

the patient.

Finally, the Fitness certificate is issued to the patient.

Patient history

Patient ID Doctor’s ID who gave advice to that patient.

OPD doctor

Tender for WISE-II



5. Pathology

S. NO.



Responsible Person

1. Lab Test

Registration

for OPD

Patients

The laboratory module starts

with the receipt of online

requests for tests advised by

doctors.

Laboratory personnel can also

generate requests.

This facilitates investigations

for referral patients.

Tests are grouped under

various sections and sample

types (specimens).

Based on the request, dashboard

notifies the patient of his turn.

Patient would enter the lab as

per his turn and give sample to

the lab technician/ authorised

official who would generate a

sample number for tracking,

reporting etc.

The patient is notified about

time and date of collection of

investigation reports.

Results can be based on the

sample type. Results can be

entered for either one or multiple

tests. If the test result requires

approval, the supervisor has to

approve the result.

Test results are also available to

concerned doctors.

Test reports can be made

confidential.

Prescribed Lab Tests

Lab Test ID Patient

Tender for WISE-II



S. NO.



Responsible Person

2.

Sampling and Bar-coding of Test Samples.

When a patient visits concerned lab to offer his sample, the sample is bar-coded.

The laboratory module starts


requests from doctors or

Patient may visit concerned lab

with lab slip.

Lab attendant takes test sample

from patient.

The sample is bar-coded. Pathologist manually checks the test reading. Then the test reading is entered in the system

Lab test alerts Patient ID Lab attendant

3. Acquisition of data from DICOM compliant equipment.

If the sample is to be tested through DICOM compliant equipment, then the application should acquire data from those equipments.

The sample is tested through DICOM compliant equipment. Application takes test result from the equipment and updates the test report automatically. That test report is verified by the concerned doctors.

Test result from DICOM

Test data Pathologist

Tender for WISE-II



S. NO.



Responsible Person

4. Entry of Investigation reports- Bar code linking

Whenever the testing equipment is not DICOM compliant, the test result is manually entered by concerned person and approved by the pathologist and later mapped to the patient report through bar code.

The sample is tested through non-DICOM compliant equipment. The test result is manually entered by concerned person into the system. Supervisor/ Pathologist approves the test report.

Patient ID Lab Test

Test result Pathologist

5. Issue of test report to ward/ OPD doctors/ Patient on web and kiosk.

Sample is tested and test report is generated and dispatched to corresponding wards and OPDs. Patients can also access the test report through web.

Bar-coded samples are tested.

Test report is forwarded to Pathology H.O.D.

After approval of H.O.D, it can be accessed by corresponding wards and OPDs.

Patient can also access test report through web or kiosk.

List of bar-coded samples with patient ID.

Patient ID Test parameters

Pathologist

Tender for WISE-II



S. NO.



Responsible Person

6 Lab Test

through Non-

Railway Lab

Some lab tests which are not carried out within the hospital are referred to outside Labs.

Lab attendant sends request of approval to Sr. Pathologist for referring some lab tests outside of railway hospital lab.

As soon as the request is approved, it is conveyed to the patient.

If patient goes to railway approved lab then patient submits test reports for entering report data into system.

For non approved labs, patient has to submit bills of test reports for reimbursement purpose.

List of approved outside labs.

Patient ID Test report status. Bill reimbursement details

Sr. Pathologist

Tender for WISE-II



Pharmacy

S. NO.



Responsible Person

1. Medicine

packaging in

advance.

Pharmacy will pack medicine

in accordance to the list of

medicine prescribed by OPD

doctor to a patient.

When medicine alert comes

from doctor, Dispensary

Pharmacist starts packaging the

medicines for individual

patients.

After medicine packing is complete, the status is updated by pharmacist.

Medicine alert from OPD/ IPD doctors.

Medicine Packing Status

Dispensary Pharmacist

2.

Distribution of

medicine

against Patient

card/ ID.

Patient visits dispensary to

take his pack of medicines.

The packed medicine is given

to him after checking patient’s

smart card.

Patient visits dispensary to take

his pack of medicines.

The packed medicine is given to

him after checking patient’s

smart card.

The delivery status is updated

accordingly.

Medicine alert from OPD/ wards

Medicine delivery status

Dispensary Pharmacist

Tender for WISE-II



S. NO.



Responsible Person

3 Patient

referred to

medical store

when medicine

is not available

in dispensary.

Sometimes medicine is not

available in dispensary, than

patient is referred to medical

store.

Patient visits dispensary to collect his medicine. But if the medicine is not available in dispensary, then Dispensary Pharmacist may forward the request to medical store on the basis of medicine availability.

Medical store stock status

Medicine ID Dispensary Pharmacist

4. Local

Purchase (LP)

of medicine

and Status of

LP for

Patient/doctors

on web and

Kiosk

LP is done by LP section based

on LP requisition received

from doctor or in case of non

availability.

Receipt of medicine is updated

by LP section on the system.

Patients/ Doctors can check

pending medicines status.

Patients can access availability of Local Purchase medicines’ status through web or kiosk.

LP status Patient ID Patient

Tender for WISE-II



6. Radiology

S. NO.



Responsible Person

1. X-Ray Test

Registration

The Radiology module caters

to services such as x-ray

scanning, ultra sound, etc. The

scheduling of radiology

resources is possible. The

system stores all the result

details of various tests and

makes a report based on the

test results.

The Radiology module starts


requests from doctors.

At the registration counter of Radiology Department, Patient should get registered for the test.

Then a slip is generated by kiosk containing Waiting List number.

Through dashboard the patient will be notified of his turn.

Prescribed X-Ray Tests

Patient ID Patient

2.

Entry of X-

Ray

investigation

report by

radiologist

Whenever the X-Ray equipment is not DICOM compliant, the test result needs to be manually entered by concerned person and is approved by the radiologist.

Radiologist manually checks the test reading. Then the test reading is entered in the system.

Patient ID Type of X-Ray test

Test result Radiologist

Tender for WISE-II



S. NO.



Responsible Person

3. X-Ray report

issued to ward/

OPD doctors/

Patient on web

and kiosk.

X-Ray test report is generated and dispatched to corresponding wards and OPDs. Patients can also access test report through web.

X-Ray test report can be accessed by corresponding wards and OPDs. Patient can also access test report through web or kiosk.

Patient Id Patient ID

OPD Doctor/ Ward/ Patient

Tender for WISE-II



7. Medical Store

S. NO.



Responsible Person

1.

Local purchase

(LP) of

medicines.

Sometimes hospitals procure

medicine through local

purchase. When the medicine

arrives, it is reflected on the

system.

Based on medicines’ arrival,

medical store updates the status

of LP medicines.

Patients/ ward can check the

status of Local Purchase

medicine through web or kiosk.

Based on status, patients/ wards

can collect medicine from

dispensary.

List of Medicine gone for LP Quantity required

Medicine ID Quantity received Cost per unit

Pharmacist

2. Bulk Local

Purchase (LP)

of medicine

Bulk LP is done by LP section

in case of non availability of

stock-receipt from CMD.

MD is empowered to register

bulk local purchase

Receipt of medicine is updated

by LP section on the system.

.

List of all medicine.

List of Medicine gone for Bulk LP Quantity required

MD

Tender for WISE-II



S. NO.



Responsible Person

3. Medical Store

Inventory

Management

Receipts & Issues to Patients/

Wards/ Dispensary

Med

Documents

TENDER FOR HOSPITAL MANAGEMENT INFORMATION ......tender shall be deemed to have been done after careful study and examination of the tender papers with full understanding of implications