REQUEST FOR PROPOSALS RFP # 2018-066 Prcurement & C-Design Advisr Issued: December 5, 2018 1.0 Abut Us The Newfundland and Labradr Centre fr Health Infrmatin (the Centre) was established by the Gvernment f Newfundland and Labradr (GNL) t prvide quality infrmatin t health prfessinals, the public, researchers, and health system decisin-makers. Thrugh cllabratin with the health system, the Centre supprts the develpment f data and technical standards and maintains key health databases, prepares and distributes health reprts and supprts and carries ut applied health research and evaluatins. The Centre s mandate als includes respnsibility fr the prvincial Electrnic Health Recrd. The Centre is a crwn agency gverned by a bard f directrs appinted by Lieutenant- Gvernr-in-Cuncil and is managed by a president & chief executive fficer. Thrugh all facets f its wrk, the Centre strives t achieve its visin f Imprved Health thrugh Quality Health Infrmatin. 2.0 Intrductin The Centre, n behalf f the Department f Health and Cmmunity Services (DHCS) is seeking t engage an experienced partner t btain the services f a Prcurement & C-Design Advisr t supprt the Prvincial Hme Supprt Prgram (PHSP) technlgy slutin prject. The Advisr is required t wrk clsely with the prject and gvernance teams t cllabratively devise and manage the prcurement by c-design strategy fr the prject. The Advisr will prvide guidance, ptins and best practices fr c-design apprach and methdlgies, help facilitate the c-design prcess, and prvide expertise regarding the c-design prcurement prcess, ensuring cmpliance with the Newfundland and Labradr Public Prcurement Act. 2.1 Rle f Advisr Detailed Services t be prvided by the Prcurement & C-Design Advisr are utlined in Sectin 3.0 Scpe f Services. In agreeing t take n the rle f Prcurement & C-Design Advisr, the successful Respndent (and its ptential affiliates) t this RFP will nt be eligible t bid fr the technlgy slutin cmpnents required r prvide services t any ptential bidder in relatin t the PHSP Healthcare Slutin Prject. Fr mre infrmatin regarding this prject, refer t Sectin 13.0 Prject Backgrund.
2.2 Prject Lcatin and Travel Expenses The prject team is lcated in St. Jhn s, NL. Travel t participate in meetings r events held in St. Jhn s will nt be reimbursed. Travel expenses utside f St. Jhn s will be subject t prir apprval and must be in accrdance with Gvernment f Newfundland Labradr plicy. Resurces can wrk remtely with the understanding that there may be a requirement t attend sme meetings n-site (i.e., c-design r status meetings). Resurces must als be available fr phne/vide cnferencing cmmunicatin. 3.0 Scpe f Services The engagement is t cver prcurement & c-design advisry services fr an innvatin by cdesign prject, frm the develpment and issuance f the RFP and thrughut the c-design prcess and award. We are lking fr a candidate with experience in gvernment prjects fr healthcare slutins and an understanding f the NL Public Prcurement Act (PPA). The selected prpnent will, under the terms f the Cntract, be generally required t deliver r perfrm the fllwing items r services. The Scpe f Services is nt intended t be exhaustive, nr is it intended as exclusive f any particular elements typically required fr the delivery f a majr health care slutin prject thrugh this type f delivery mdel. Rather, this Scpe f Services is intended t be indicative f the types f services and deliverables required in rder t execute and deliver the Prject thrugh t successful selectin f a preferred slutin utcme fr the Hme Supprt Prject. 3.1 Prcurement & C-Design Advisr In liaisn with the Centre s Prject Manager, the Prcurement & C-Design Advisr will prvide expertise regarding prcurement and c-design prcess matters during the Prcurement Phase, including: Develp a detailed schedule fr engagement (the schedule will be subject t apprval f the Prject Steering Cmmittee); Develpment f Prcurement Dcuments: Wrk with the Owner and the Prject Steering Cmmittee t develp all applicable prcurement dcuments, including but nt limited t an utcme based RFP / RFQ; Prvide guidance and assistance in the management f the prcurement prcess, and lead prject team thrugh the facilitatin and delivery f the c-design prcess and elements, including but nt limited t: Assist in the preparatin f the prject plan and schedule f phases fr c-design, including: prttype, testing, and evaluatin; Wrk with the Owner and the Prject Steering Cmmittee t review and refine requirements, and devise the challenge statement and desired utcme-based specificatins t be achieved; Prepare draft evaluatin criteria, prcess and evaluatin matrix template; Page 2 f 6
Prepare c-design cmmunicatins plan; Assist in the structuring f c-design and evaluatin teams, including all required elements and expertise including business, clinical and technical; Facilitate and prvide expertise, advice, training n the interpretatin and applicatin f c-design principles; Facilitate innvatin partnership frmatin and lead c-design and prttype wrkshp sessins with prpnents - Prvide resurce materials, including guides, tls, and templates; Draft and/ r review f respnses t requests fr infrmatin by prpnents in cnsultatin with the Prject Steering Cmmittee; Mnitr the evaluatin prcess t ensure adherence t the prcesses as defined in the cmpetitive dcuments and in accrdance with NL PPA; Assist in identifying risk and mitigatin strategies; and Prvide advice t the prject team n matters f fairness as may be requested by the team frm time t time. 4.0 Prject Schedule Estimated six (6) mnth engagement with a start date f early January 2019. Time and duratin f Advisry services as required based n Sectin 3.0 Scpe f Services. 5.0 Experience The evidence f the candidate s skills in these areas will be evaluated t assess the candidate s ability t deliver n the Scpe f Services. Respndents t this RFP must demnstrate prven leadership, expertise and experience f the prpsed resurce in a prcurement & c-design advisry rle with innvatin prcurement, preferably f health care slutins. The prpsed resurce will have the fllwing experience and qualificatins: Minimum ten (10) years f experience in an peratinal prcurement rle r advising prvincial gvernments r ther public sectr rganizatins in Canada in the planning and prcurement phases f majr innvatin & technlgy prcurement, preferably in prcuring ehealth slutins and majr healthcare initiatives with rapid slutin develpment and implementatin utilizing c-design apprach and methdlgies; Extensive experience in facilitating innvatin partnership frmatin and leading cdesign initiatives; Knwledge f Newfundland and Labradr Public Prcurement Act and plicies; Expertise in preparing summary and evaluatin reprts and identifying any assciated risk; Demnstrate gd judgement and an ability t build cnsensus amngst grups with differing pririties; Experienced in leading and facilitating wrkshps and sessins with senir prcurement, vendr management, IT and Business client stakehlders; Page 3 f 6
Demnstrated ability t extract quality infrmatin frm a diverse grup f stakehlders under limited time cnstraints; Demnstrated experience f Vendr Evaluatin and Selectin Criteria; A strng understanding f the e-health envirnment; Must be self-mtivated and well rganized with gd time management skills enabling multiple tasks and cncurrent prjects; Superb cmmunicatin, presentatin and persuasin skills; Cntract develpment, negtiatins and management experience. Able t supprt cntract review frm business and technical perspective with client legal cunsel; and An understanding f infrmatin technlgy, systems integratin and business prcess engineering. 6.0 Respnse Frmat All prpsal submissins must include: Overview summary f the histry f the Respndent cmpany, and experience and qualificatins f the individual resurce t be assigned t the rle relevant t the scpe f the RFP. Specifically in relatin t innvatin prcurement and c-design in a health care envirnment. Resume(s) fr prpsed resurce is t be attached as an appendix t the RFP respnse. Further, cncise descriptins f related prjects, preferably f a similar size and scpe, as cmpleted by the prpsed resurce must als be included. Prpsal utlining the prpsed services required t meet bjectives and deliverables utlined in this dcument. A minimum f three (3) references MUST be prvided. The reference must indicate the type f wrk cmpleted by the prpsed resurce and the apprpriate cntact infrmatin. Hurly rate t perfrm the wrk fr length f the engagement. A high level wrk plan including timelines fr key deliverables and a breakdwn f fees fr prfessinal services, hurs and administrative services must be included. Prices prvided in yur prpsal shall remain in effect fr a perid f ninety (90) days frm the clsing date f the RFP. The estimated budget fr the Prcurement & C-Design Advisr cntract is $50,000. Prpnents must respnd using a cst certainty mdel fr the time perid listed. Other infrmatin that wuld add value t the prpsal. Prpsals that fail t meet these requirements in full will nt be cnsidered fr further evaluatin. 7.0 Evaluatins The fllwing factrs will be taken int accunt in these evaluatins: Experience f prpsed resurce three references must be included (65%). Page 4 f 6
Crprate Capability including a crprate scial respnsibility statement (10%) Cst t perfrm the wrk (25%) using St. Jhn s, NL as the established base when nsite wrk is required (i.e. travel and living expenses t be included in daily rate) Prpnents may be requested t interview in persn, and/r telecnference, with the assessment panel t discuss certain aspects f their submitted prpsal and experience. Results f interview will be reflected in the experience evaluatin scring. 8.0 Prpsal Deadline Respnses are due by 2:00pm NST n December 14, 2018. Electrnic respnses are mandatry and can be directed t the RFP s Administratr at prcurement@nlchi.nl.ca. 9.0 Questins Questins can be directed t the RFP s Administratr at: prcurement@nlchi.nl.ca. Oral respnses t questins will nt be prvided. Respnses t written questins will be psted as addenda n the website: www.nlchi.nl.ca/index.php/prcurement. It is the Respndent s respnsibility t ensure they have all relevant infrmatin by regularly checking the web site. The Centre will nt disclse the surce f any questins submitted by Respndents. Questins will be received until 4:00 pm Newfundland Time n December 10, 2018. 10.0 Subsequent Phases f Wrk Shuld additinal wrk (that fits this rle) be required upn expiratin f this cntract, the Centre reserves the right t retain the successful prfessinal services firm wh is awarded this RFP t cmplete this additinal wrk under separate cntract (if perfrmance matches expectatins). 11.0 Terms and Cnditins A cmprehensive list f the Centre s RFP terms and cnditins can be fund at www.nlchi.nl.ca/index.php/abut-prcurement. 12.0 Additinal Cnsideratins All Prpnents must cnsider any ptential cnflicts f interest that may arise in relatin t fulfilling the scpe f this RFP and bidding n a subsequent pprtunity with a scpe f wrk that is similar in nature. Page 5 f 6
13.0 Prject Backgrund A cmprehensive review f the PHSP cnducted by Delitte in 2016 identified 25 pprtunities and recmmendatins t imprve the prgram. As well, a review f Self-Managed Care (SMC) was cmpleted by Delitte in 2018. Recmmendatins frm the reprts identified the need t imprve Self-Managed Care (SMC), particularly with respect t prgram versight, accuntability and easing the administrative burden faced by the Reginal Health Authrities (RHAs), clients, their families, hme supprt wrkers (HSW), and bkkeepers. Additinally, with the planned implementatin f service-level agreements (SLAs) with agency based hme supprt prviders, the need exists t harmnize versight and mnitring requirements acrss bth agency based and SMC service delivery channels. Based n the recmmendatins prvided in the Delitte reprts, the DHCS will implement a hme supprt technlgy slutin fr clinical and administrative functins t fulfill the Prvince s versight and accuntability requirements fr bth SMC and agency based care. The develpment and implementatin f an electrnic slutin will imprve the ability f the RHAs t mnitr the prgram, imprve clinical utcmes and reduce administrative burden. The DHCS has engaged supprt frm the Centre t identify the business requirements fr the electrnic clinical and administrative system, and t manage and versee the slutin develpment and implementatin prcess. A cpy f the 2016 and 2018 Delitte reprts can be viewed nline at: Prvincial Hme Supprt Prgram Review - Delitte, July 2016: https://www.health.gv.nl.ca/health/persnsdisabilities/pdf/executive_reprt_phsp_review.pdf Imprving Oversight f Self-Managed Care - Delitte, February 2018: https://www.health.gv.nl.ca/health/lng_term_care/pdf/imprving_oversight_f_self-managed_care- An_Integrated_Apprach.pdf Page 6 f 6