Quality of Life Study Proposal Proposed Time Line Develop and Execute RFP Operations Spring 2014 Research Component Consultant/Institution/Operations Summer 2014 Assessment & Report Component Consultant/Institution/Operations Fall/Winter 2014 Final Report Presentation Consultant/Institution/Operations and Senior Management January 2015 Strategic Planning Component Consultant/Institution/Board of Directors Spring 2015 Scope of Work Part 1 Research Component Scope To gather and assess literary information, studies and tools regarding the quality of life, preferably within a seniors context. This would include a review on what is a reasonable definition of quality of life for seniors as a starting point to our discussion. Findings need to incorporate future trends for this changing demographic. This would include researching trends from around the world that are being used to assist the quality of life for a senior. Develop an assessment tool to be utilized within GEF in developing a consistent recreational program across all of our sites. Provide any additional comments or suggestions regarding the execution of this tool. Part 2 Part 3 Assessment and Report Component Scope To apply assessment tools to percentage of seniors, including residing within the GEF locations in separate age groups of 60-70 and 70-80 and to another outside group of seniors under age 75. Develop and coordinate all of the responses and incorporate any additional comments or suggestions to maximize the tool provided. Analysis results from GEF seniors in comparison with other information and reports provided under the Research Component. Write a report outlining the finds and comparisons including recommendation for increase quality of life programs, processes and/or philosophies. Incorporate information about future trends and opportunity to serve future seniors. Presentation of the Final Report to Senior Management in January 2015. Strategic Planning Component Present the Final Report to the Board of Directors. The report will include all findings from Part 1 and Part 2. Facilitate the review, discussion and incorporation of recommendations, as part of the strategic planning process. Quality of Life Study Proposal April 2014 Page 1 of 5
Schedule A - RFP INTRODUCTION GEF Seniors Housing is the largest not-for-profit seniors housing organization in Alberta. Founded in 1959, we provide friendly, affordable, secure housing and services to more than 3,100 seniors in Edmonton. With the help of our employees, volunteers and donors, we make a difference in the community and give peace of mind to seniors and their families. Or Lodge facilities provide housing, meals, housekeeping and recreational services to independent seniors. Seniors that require additional health services manage their healthcare needs privately between themselves and 3 rd party Homecare providers (GEF staff do not provide the Healthcare component of seniors needs). BACKGROUND INFORMATION / PROJECT OVERVIEW The vision of the organization is to positively influence seniors quality of life. Our mission is to be leaders in friendly, affordable, secure housing and services for seniors. The Board of Directors has asked that we complete a study regarding quality of life. This includes assessment of our current standings and recommendations for improvements considering future trends within the seniors population. As an organization, we want to evaluate what we do and ensure it is supporting our vision and mission. This includes our strategic direction at the Board level, our goals and directives at an operational level and our day-to-day work that impacts all stakeholders. Please note that some research assistance will be available for a four month period between May and August 2014. PROCESS SCHEDULE This RFP will close at noon on May 7 th, 2014. An invitation is extended to all interested applicants to participate in a one hour conference call meeting on April 23 rd at 9:00 a.m. MST. A brief overview of GEF will be provided and time allocated for questions. If you are interested in participating with the conference call meeting, please email rgrehan@gef.org on or before April 15 th. The success applicant will be selected and secured by May 16 th, 2014. The final report for the project is due on or before December 31 st, 2014. A presentation date will be scheduled for January 2015 with the Senior Management of GEF. This presentation will be held at our office, located at 14220 109 Avenue in Edmonton, Alberta. The scheduling for the Strategic Planning Component is yet to be determined. Quality of Life Study Proposal April 2014 Page 2 of 5
PROPOSAL SUBMISSIONS/CONTACT INFORMATION Proposals are to be addressed as follows: GEF Seniors Housing c/o Nancy Simmonds 14220 109 Avenue Edmonton, AB T5N 4B3 EVALUATION AND AWARD PROCESS The evaluation and award process will be completed by Nancy Simmonds and one or two additional member(s) of the Senior Management Team using the following RFP Scoring Card. Explained process to gather and assess information including future trends. Documentation and explanation of tool to be utilized for organization. Provided comments or suggestions on execution of the recommended tool. Outline application process of tool and methodology of collection processes. Explained analysis methods and development of recommendations. Outlined process to present information and recommendations. Provide information about the facilitated review process and experience/expertise. Outlined process for recommendations to be incorporated in strategic planning session with Board of Directors. 0 does not meet 2 partially meets 3 meets 4 exceeds TOTAL SCORE Additional Point Factors One additional point per factor may be awarded. 1) Knowledge and experience within quality of life studies and/or tools, specific to seniors. 2) Enthusiasm to work with organization and seniors. 3) Professionalism. 4) Resources available to meet s. 5) Included references. 6) Acknowledged terms and conditions. Quality of Life Study Proposal April 2014 Page 3 of 5
TERMS AND CONDITIONS 1) All questions or clarifications regarding this RFP must be in writing. These questions may be addressed to: Nancy Simmonds Director of Operations, nsimmonds@gef.org. 2) Proposals must be valid for a period of ninety (90) calendar days from the RFP closing date. 3) GEF reserves the right to accept or reject any or all bids, parts of bids, and to waive minor irregularities or variations to specifications contained in bids, and minor irregularities in the bidding process. Late responses will not be accepted and will be returned to the submitting bidder unopened. 4) GEF reserves the right to make the award to the bidder whose proposal is the most responsive and responsible and whose proposal includes any material or methods of execution that are deemed by GEF be superior to those of any other bidder. The lowest bid or any bid may not necessarily be accepted. 5) GEF will not be liable for any expenses incurred by any person, firm or company, hereby referred to as the Consultant, responding to this RFP nor for any presentation costs. 6) The Consultant will be responsible for coordination, material costs, issuing, mailing and any meetings required in the gathering of information for this project. 7) The price offered will remain fixed, with no additional charges after award. 8) GEF will make payment to the consultant after the final Report has been accepted and after the invoice for services has been received. This payment shall be made within thirty (30) days after receipt of invoice. 9) The Consultant shall indemnify and hold harmless GEF, its employees and agents from any and all claims, demands, actions and costs whatsoever that may arise, directly or indirectly, out of any act or omission of the vendor, his employees or agents, in the performance by the Consultant of this contract. Such indemnification shall survive termination of this contract. 10) GEF shall not be liable nor responsible for any bodily or personal damage of any nature whatsoever that may be suffered or sustained by the vendor, his employees or agents in the performance of this contract. 11) No negotiations, decisions, or actions shall be initiated or executed by the Consultant as a result of any discussions with any GEF employee. Only those communications which are in writing from an authorized GEF representative may be considered. Only written communications from the Consultant, which are assigned by a person designated as authorized to bind the Consultant, will be recognized by GEF as duly authorized expressions on behalf of the Consultant. Quality of Life Study Proposal April 2014 Page 4 of 5
12) If, through any cause, the Consultant should fail to fulfill in a timely and proper manner its obligations under this Contract, or if the Consultant should violate any of the provisions of this Contract, GEF may upon written notice to the Consultant terminate the right of the Consultant to proceed under this Contract, or with such part or parts of the Contract as to which there has been default, and may hold the Consultant liable for any damages caused to GEF by reason of such default and termination. In the event of such termination, any completed services performed by the Consultant under this Contract shall, at the option of GEF; the Consultant shall be entitled to receive equitable compensation for any work completed to the satisfaction of GEF. The Consultant, however, shall not be relieved of liability to GEF for damages sustained by reason of any breach of the Contract by the Consultant, and GEF may withhold any payments to the Consultant for the purpose of set-off until such time as the amount of damages due to GEF from the Consultant can be determined. GEF has the right to withhold the difference between the Consultants awarded price and the next lowest acceptable bidders price should the Consultant fail to perform as per the Contract and if GEF has to enlist the services of another Consultant to complete the work as outlined. 13) The Contract shall be construed in accordance with laws of the Province of Alberta, and the Courts of Alberta shall have the exclusive jurisdiction to entertain any action arising under the Contract. If any provisions of the Contract in any way contravene the laws of the Province of Alberta, such provisions shall be severed from the contract and the remaining provisions shall continue in force and effect. The International Sale of Goods Act does not apply. 14) The Consultant and other parties performing the work under this RFP must be registered or licensed in the Province of Alberta in accordance with the laws of the Province of Alberta. 15) This agreement does not constitute an employee/employer relationship between GEF and the Consultant. Furthermore, this agreement shall not make the Consultant the agent, partner, servant, or legal representative of GEF. 16) The Consultant shall not assign or subcontract any portion of its obligations in this agreement without consent in writing of GEF. 17) The Consultant shall be responsible for all income tax, Canada Pension, any Employment Insurance, Workers Compensation assessments and any other required payments, contributions or deductions that may rise with respect to the services performed by the Consultant, its employees or agents under this agreement. 18) Without in any way limiting the liability of the Consultant under this Agreement, the Consultant shall obtain and maintain in force during the term of the Agreement the following insurance: A Comprehensive General Liability Insurance Policy providing coverage of at least two million dollars ($2,000,000.00) inclusive and in respect of any one claim for injury or death of any one or more persons or damage to or destruction of property. 19) Workers Compensation coverage for all employees, if any, engaged by the Consultant in accordance with the laws of the Province of Alberta. GEF may request the Consultant to provide proof of coverage. The Consultant shall deliver such proof within 48 hours of the request. 20) All findings and reports produced through this RFP become the intellectual property of GEF. Quality of Life Study Proposal April 2014 Page 5 of 5