Request For Proposal: Provision of Clinic Management Information System at UMATI

Request For Proposal: Provision of Clinic Management Information System at UMATI

REQUEST FOR PROPOSALS (RFP):  PROVISION OF CLINIC MANAGEMENT INFORMATION SYSTEM (CMIS).

1. INTRODUCTION

1.1 About UMATI

Chama cha Uzazi na Malezi Bora Tanzania (UMATI) is an autonomous, not for profit, non-political national NGO providing Sexual and Reproductive Health and Rights (SRHR) information, education and services in Tanzania. UMATI was established in 1959 and is a full Member Association (MA) of the International Planned Parenthood Federation (IPPF); recently re-accredited by IPPF in 2023.

For more than 60 years, UMATI have driven positive public health development across every part of Tanzania, from Family Planning to sexual reproductive health and rights. Through our experience, legacy and partnerships, we continue to enrich the country’s understanding of how young people’s sexual reproductive health rights education and services can be connected with job creation, wellbeing, education, governance and a brighter future.

Anchored by our mission, we are constantly deepening our research and bridging new partnerships to innovate and provide scalable, sustainable solutions for the most challenging SRHR problems facing our young people. Our experts in sexual reproductive health, maternal and child care, HIV and AIDS, Disability inclusion, and Advocacy work fluidly around regions of Tanzania. 

The Vision and Mission of UMATI: 

Vision: 

A Tanzanian where people are free to choose and exercise their SRHR without discrimination

Mission: 

To champion SRHR and provide information and services targeting the young and the underserved

1.2 Clinic Management Information System (CMIS)

As part of the contribution of Monitoring, Evaluation and Organizational Learning field in improving accountability, UMATI implemented number of initiatives including electronic Clinic Management Information System (CMIS) that becomes part of the systems in supporting strengthening of Monitoring, Evaluation and Organizational Learning at health facility level. 

UMATI implemented an Electronic Clinic Management Information System (CMIS) to his Health facilities (at Moshi, Dodoma & Morogoro) for monitoring the clinic information includes services and services statistics, collection, client’s records as well as commodities, drugs, expendables, reagents. 

The CMIS is not data software but it can perform data management at clinic level. It is also not logistic management information system but it can manage commodities at clinic level. It is not accounting software but it can manage funds such as clinic sales and fee for other services (ie. Collections) at the clinic level. It can support service providers to take decision on client care at the clinic level based on integrated client records and lastly, it supports HR for appraisal since it can show which clinic officer sees more client and patients where there are more Services Delivery Points (SDPs).

2. PURPOSE

Since, 2016 UMATI piloted in one facility and full implementation in 2018, we experienced much in the use of the system. However, a lot of changes have been done to fit some of our needs but still the need for improved system is inevitable since the use of the system is high that leads to number of required functionalities, online access & support, real time data, web-based featured and integrations with other systems. Lack of all mentioned needs to the current system is the challenges. The goal is to enhance data management, service delivery, and decision-making across the facilities.

Objectives

• To automate data collection, storage, and retrieval processes.
• To improve service delivery through efficient patient and resource management.
• To facilitate real-time reporting and monitoring of health indicators.
• To enhance coordination and communication across all five dispensaries.

Now, UMATI seeks a vendor to provide with the full functional hospital management information system as Clinic Management Information System (CMIS) with not limited to the following specifications: –

1. System with user-friendly interface
2. Non desktop application (i.e Doesn’t need to install)
3. A web-based system (i.e Accessed via web browser)
4. With user and administration portal
5. Can operate both offline and online for real-time data.
6. Can be integrated with other systems like DHIS2
7. Easy to customize (add/update features or services and reports)
8. With Mobile app version or can be accessed well with mobile devices.
9. With User manual both for Users and Administrator
10. Easy back up and restoration
11. Working in windows operating system.
12. System with high security measures: System and Data being secured at all times and in all modules.
13. Systems with NO user licenses or system licenses.
14. Consists of the following Modules/features; –
    1. Patient registration & Records
    2. Outpatient and inpatient management (OPD and IPD)
    3. Patient billing system
    4. Patient Cash
    5. Nursing stations
    6. Child health module
    7. Doctor consultation
    8. Laboratory management
    9. Biomedical imaging (ie. Ultrasound)
    10. Pharmacy management
    11. Store/stock management (Inventory)
    12. RCH (ie. FP, Ante natal)
    13. CTC
    14. Referral module
    15. Reporting dashboard (MOH indicators, etc.)
    16. Reports (system & MTUHA format)

1. The system having additional features such as; –
   1. Support of modern hardware like Barcode readers and thermal printers.
   2. Reports for each module (allows customization of reports as per requirements)
   3. Report can be exported in format such as PDF, EXCEL, CSV etc
   4. Possibility of modifying or customizing any module   

3. SITES WITH LOCATION FOR IMPLEMENTATION

1. UMATI Mbinga dispensary
2. UMATI Songea dispensary

4. TECHNICAL REQUIREMENTS

1. Web-based and mobile-responsive platform
2. Role-based access control
3. Data backup and recovery features
4. Compliance with data protection regulations
5. Interoperability with other health systems (e.g., DHIS2, EMR)
6. Offline functionality with sync capability

5. DELIVERABLES

1. Inception report with detailed work plan.
2. Functional prototype.
3. Fully deployed and tested CMIS in all two facilities.
4. Training manuals and user documentation.
5. Training sessions for system users (i.e At site).
6. Ongoing support for a period of 12 months.

6. TIMELINE

The duration of the project will be 2 to 3 months for full deployment and training, with an additional 12 months of support and maintenance.

7. PROPOSAL SUBMISSION REQUIREMENTS

Interested providers must submit:

1. Company profile with relevant experience in healthcare software
2. Technical proposal with methodology, timeline, and work plan
3. Financial proposal (including licensing, implementation, and support costs)
4. Portfolio of similar projects (with references)
5. CVs of key technical personnel

8. EVALUATION CRITERIA

Proposals will be evaluated based on:

1. Experience and track record (30%)
2. Technical soundness of proposal (30%)
3. Cost-effectiveness (20%)
4. Support and maintenance plan (10%)
5. User training and documentation (10%)

HOW TO APPLY

Please send your proposals to Executive Director, Email:

[email protected]

Late or incomplete proposals will not be accepted.