Request for Quotation to providing x-ray take and reading services for the large-scale ACF TB campaigns in the community

REQUEST FOR QUOTATIONS

Reference:

The requester	IRD VN SOCIAL ENTERPRISE COMPANY LIMITED (IRD VN)
Project	ELIMINATE -TB
Place	Ha Noi, Ho Chi Minh City
Issue date	15/01/2025
Submitted deadline	05/02/2025

IRD VN is now inviting you to submit your best quotation to supply with quantities and technical specifications as below:

1. Scope of works and technical specification requirements

The Supplier should note that the technical specifications, engineering standards, materials, equipment, and any references to brand names or manufacturers mentioned in this section are intended to outline the basic technical requirements, but they are not exhaustive. The Supplier is allowed to propose alternative technical specifications, materials, equipment, or technology in its bid, as long as it can be demonstrated that these alternatives meet the Supplier’s requirements and are equivalent to or superior to the mandatory specifications. Our company can provide customized quotes based on the specific service area you require

Requirements:

The supplier will provide digital X-ray services using mobile CXR truck.

The film images must be 100% transfer to DICOM formatted for IRD VN.
The capacity of approximately 300 – 400 films per day,
- Ha Noi: 8.000 – 15.000 X-ray films
- Ho Chi Minh: 3.000 – 3.500 X-ray films
The total price includes: Supplies, gas, doctors reading X-ray results and printing abnormal CXR films with TB-presumptive of the scans (10%) and VAT.

Performance period: 15/02/2025 – 31/12/2025

Location: Hanoi and Ho Chi Minh city

Implementation method:

The mobile CXR truck is moved to the commune health stations or cultural houses in the districts of Hanoi or Ho Chi Minh city at the request of IRD VN. Each participant is given 1 straight CXR film to screen for Tuberculosis. Abnormal cases are performed under the instructions of the doctor in the examination team.

2. Main Terms and conditions of quotation:

Requirement on the quality	Prepare the necessary medical equipment for the work. Confirm that these medical devices employ digital X-ray technology with reduced radiation exposure. Comply with national standards and regulations on environmental protection and radiation safety during the performance of the work as mentioned in Circular 3/2014/TTLT-BKHCN-BYT and 13/2018/TT-BKHCN. Ensure obtaining a license for X-ray operations within the territory of Vietnam and comply with national requirements and standards for maintenance and use of radiating equipment. Send the operation license to IRD VN before the contract between the two parties is signed. Requirements on the technical guidance and interpreting CXR images for TB screening are in Annex 1 and Annex 2 of this offer letter.
Special Requirements	Commit to keep the confidentiality of the accessible information during the implementation of activities, not using or disclosing it to anyone without the written consent of IRD VN. In case the supplier has to disclose any information required by law, a court of competent jurisdiction or any governmental or regulatory authority, the supplier would have to provide written notice to IRD VN. The obligation of Confidential Information will be continued in effect even after this Contract has been terminated.
Requirement on delivery time	Hand over DICOM format images at the end of the event day. Archive the CXRs (DICOM files) for at least 15 days from the date captured in Party B’s database in case Party A needs to re-check the results after the event. Printing abnormal X-ray films at the event
Location	Commune Health Stations or cultural house in districts of Hanoi and Ho Chi Minh
Quotation conditions	The quotation must be committed until December 31, 2025. A fixed price procurement contract will be established in VND for the bidder whose bid is considered the best for IRD VN (technically approved and competitively priced).
Payment terms	Payment method Payment schedule Deposit Payment document
Validity of quotation	31/12/2025
Others	Only shortlisted supplier will be contacted.

Eligibility of Supplier:

Have a business registration certificate, establishment decision or equivalent document issued by a competent authority;
Participate in this bidding document only as a main supplier
Not in the process of dissolution; not concluded to be in a state of bankruptcy or insolvency according to the provisions of law.
Not violating the regulations on ensuring competition in bidding. Not colluding in the bidding process of this bidding package according to the provisions of the current Law on Bidding of Vietnam, not arranging or agreeing with other bidders so that a winning bidder provides the service
Have sufficient capacity and experience to provide the service according to the provisions of this Bidding Document. A supplier meeting the requirements on capacity and experience is a supplier that has completed at least 01 similar contract/work item, possibly in many different contracts for printing communication materials – the supplier attaches supporting documents.

3. Evaluation method:

Suppliers that meet the eligibility requirements, submit bid documents on time, and complete the necessary forms with signatures and stamps will be evaluated based on their technical compliance, experience, and contract performance timeline. Those suppliers who fulfill these criteria and offer the best bid price will be selected for contract negotiation.

4. Instructions for quotation submission:

The language	The applicant submits 01 application in Vietnamese.
Application method	Please send a detailed quotation (quotation including all relevant taxes and fees) and clearly state the unit price before tax, VAT (if any) to: – Email: [email protected]; hoặc/or [email protected] – Direct: o IRD VN Office in Hanoi address: floor 5, No.1, lane 21 Le Van Luong street, Thanh Xuan district, Hanoi o IRD VN Office in Ho Chi Minh City address: floor 6, 38/1 Nguyen Van Troi, Phu Nhuan district, Ho Chi Minh The subject line should clearly state:“Price quote for mobile X-ray and film interpretation services”
Application Package	The application package must include the following documents: Quotation is signed and stamped Certifications (if any)
Contact point	IRD VN SOCIAL ENTERPRISE COMPANY LIMITED (IRD VN) IRD VN Office in Hanoi: floor 5, No.1, lane 21 Le Van Luong street, Thanh Xuan district, Hanoi Person: Ms. Linh Email: [email protected] IRD VN Office in Ho Chi Minh City address: floor 6, 38/1 Nguyen Van Troi, Phu Nhuan district, Ho Chi Minh Person: Ms. Vi Email: [email protected]
Submission deadline	Before 5:00 p.m. on February 5, 2025

ANNEX 1: Technical guidance

Standard Quality of CXR film

Steps to adjust position of participant when taking a CXR

The position for taking CXR is the responsibility of radiological technicians, not the patient.
Take off jewelry (for example: a necklace) or any metal objects in the upper body.
Tie hair high for participants having long hair.
Patient stands upright and balanced.
Patients should have two hands on their hips and push their elbows forward.
The chests of patients are put close against the film board (both male and female).
The shoulders are rolled forward to keep the scapulars out of the pulmonary field.
Ensure the distance from the scapulars to the upper edge of the film board is about 5 centimeters so as not to avoid hiding the upper chest.
Patients tilt their heads back and keep their eyes looking at the ceiling.
Patients must inhale as deeply as possible, hold their breath for a few seconds to actively increase the examination lung volume, and then exhale.

Repeat the step above a second time and hold your breath for a few seconds until the X-ray process is finished.

2. Assess position of participant through CXR film

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