ELECTRONIC SUBMISSION

Transcription

1 REQUEST FOR PROPOSAL (RFP) ELECTRONIC SUBMISSION AND DOCUMENT MANAGEMENT SYSTEM PROPOSAL SUBMISSION DEADLINE: Friday, January 11, 2013 Page 1 of 14

2 TABLE OF CONTENTS 0. INTRODUCTION & INSTRUCTIONS TO BIDDERS Introduction: Detailed Product, Service or solution description Background Information: General Conditions: Proposal Instructions and Time Frames: Confirmation of participation BACKGROUND Company Background: Financial Information: Reference Clients: ACCOUNT MANAGEMENT Key Personnel Contract: PROPOSED PRODUCT(S), SERVICE(S) OR SOLUTION(S) Specifications and specific requirements PRICING INSTRUCTIONS PERFORMANCE MEASUREMENT Contingency and Disaster Recovery Plan Page 2 of 14

3 0. INTRODUCTION & INSTRUCTIONS TO BIDDERS 0.1 Introduction: The Pharmaceutical Advertising Advisory Board invites suppliers to submit proposals for the development and support of a replacement submission and document management system in accordance with the requirements, terms, and conditions of this Request for Proposal (RFP). This RFP provides background material and describes the requirements for the response. Il est convenu, par le présent acte que les deux parties demandent que cette demande de service et tout avis, consentement, autorisation, communication et approbation soient rédigés dans la langue anglaise. It is hereby agreed that both parties specifically require that this Request for Proposal and any notices, consents, authorizations, communications and approvals be drawn up in the English language Detailed Product, Service or Solution Description The online application used by PAAB staff has to be compliant with the following: 1. To allow transfer of a submission and all required materials stated in s8.1(d) and (e) of the PAAB Code of Advertising Acceptance. 2. To improve communications about material submitted to the PAAB. 3. To help PAAB staff in effective and efficient review of promotional material Page 3 of 14

4 4. Electronic process also makes the consultative process richer and smoother thereby maximizing team communications 5. To provide data integrity for complete and timely statistical reports 6. Allow for a complaint mechanism that will be linked to APS files Requirements for this application can be broken down into the following subsections: Submission from PAAB Clients Allow PAAB clients (currently 90 manufacturers and 240 suppliers) access to PAAB web-site portal to transfer documents in a secure manner. Storage of documents in a secure manner Allow for assignment of file numbers for new submissions Provide version control for resubmitted files and second language files Allow restricted access to client to view review status of document Allow to link claims in the copy to those scientific sources that substantiate them. For full substantiation, complete references and product monograph must be made available Ensure and maintain confidentiality of submitted materials Allow for simple archival of review materials and reference documents including product monographs Provide complete and timely statistical reports Internal Review Process Allow Submissions Coordinator to initiate a docket and customize workflow based on the nature of the docket. Allow Submission Coordinator to modify default schedule Allow for assigning tasks to specific people Allow for multi reviewer access with individual tracking Allow all task assignees to receive advance notification of initiated dockets. Page 4 of 14

5 Allow task assignees to receive notification of work that is ready for them This process should be user-friendly and allow for seamless navigation back and forth between claims and reference excerpts Allow for commenting and marking up copy and visually identifying the reviewer. Allow to manage a very dynamic user base with various security and groups via an administrative interface. Restrict file access if file is currently under review (check in/out) to avoid multiple reviewers from accessing the file simultaneously. Allow offline and online review: some reviewers may choose to print selected material Generate administrative reports (user accounts and user usage, backups, etc.) Generate process and invoice reports (all outstanding reviews, all outstanding task, all my reviews, status report for a given review (who has approved who hasn t) Allow for simple archival and retrieval of review materials Allow to produce and print an audit trail of reviewer assessment Allow for dedicated hosting Deliverables The following deliverables will be required for this project, please provide timelines: Wire-frames/layouts depicting user experience for main use cases Test Plans Testing version of application Completed version of application Set up of a Helpdesk offering 24 hour support Deployment materials: o Q & A document for stakeholders and PowerPoint Show n Tell presentations o Training materials to train users on new application Page 5 of 14

6 0.3 Background Information: The Pharmaceutical Advertising Advisory Board (PAAB) is an independent review agency whose primary role is to ensure that advertising of prescription drugs is accurate, balanced and evidence-based. Key Activities of PAAB include: maintaining a Code of Advertising Acceptance, which is approved by representatives of the member organizations preclearing advertising prior to dissemination, to ensure that claims meet Code standards education on the application of Code standards, and of PAAB review staff, in maintaining and improving the quality of the review process encouraging compliance with Code standards by ad monitoring, adjudicating complaints, reporting infractions and administering penalties consulting widely with stakeholders on matters of policy The scope of the PAAB Code of Advertising Acceptance currently includes advertising of prescription and OTC products to health professionals in all media. PAAB also reviews DTC vaccines and Direct-to-Consumer information. PAAB operates a self-financing preclearance program to ensure that proposed advertising meets Code standards for the promotion of pharmaceutical products. The online marketing materials approval system is a project managed by the PAAB Manager, Finance and Administration, Glenn Golaz. Page 6 of 14

7 0.4 General Conditions: Eligibility is restricted to firms who have been a bona fide business entity for at least three years. Documentation proving that should be provided. This RFP is not an offer to contract. Acceptance of a proposal neither commits our company to award a contract to any supplier, even if all requirements stated in this RFP are satisfied, nor limits our right to negotiate in our best interest. We reserve the right to contract with a supplier for reasons other than the lowest price. Contract award may be based upon initial responses and awarded without discussions or negotiations. Therefore, each initial response should be submitted in the most favorable terms satisfying the proposal requirements. Failure to answer any question in this RFP may subject the proposal to disqualification. Failure to meet a qualification or requirement will not necessarily subject a proposal to disqualification. Supplier s response to this RFP will constitute an offer to enter into a contract based on the terms stated in the proposal. The PAAB, at its option, may accept any or all parts of your proposal and incorporate the same into a mutually acceptable contract. In pricing, please consider that PAAB opperates as a non-profit organization and that it's recognition and scope of influence are significant across the industry Valid Offer Period The pricing, terms, and conditions stated in your response must remain valid for 60 days from the date of delivery of the proposal to the PAAB Confidentiality/Non-Disclosure The information contained in this RFP (or accumulated through other written or verbal communication) is confidential. It is for proposal purposes only and is not to be disclosed or used for any other purpose. Page 7 of 14

8 Information received in response to this RFP will be held in strict confidence and will not be disclosed to any party, other than within the PAAB, without the express written consent of the supplier Property of Material This RFP and related documents including remain the property of the PAAB or its other lawful owners it and all copies made of it will be returned to them on demand. Please include a description of how shared knowledge and web archtitecture would be exchanged in the event of a breakdown of contract by either side PAAB Use of Proposal Ideas PAAB shall have the right to use any or all ideas presented in any proposal received in response to this RFP unless the company presents a statement of objection in the proposal. In no event shall such objection be considered valid with respect to the use of such ideas, which are not the proprietary information of the supplier and so designated in the proposal, or which: Were known to PAAB before submission of such proposal; or Properly became known to PAAB thereafter through other sources or through acceptance of company's proposal Contracting Information Supplier must be willing to work from a PAAB approved agreement and negotiate in good faith to have a mutually agreeable contract. Page 8 of 14

9 0.5 Proposal Instructions and Time Frames: This section contains instructions governing the proposal to be submitted Proposal Delivery To be considered written proposals, with budgets, are to be received in confidence by the close of business on January 11, 2013 at the PAAB office 1305 Pickering Parkway, Suite 300 Pickering, Ontario L1V 3P2. To the Attention of: Commissioner Ray Chepesiuk, with one copy to Manager, Finance and Administration Glenn Golaz. Questions regarding this RFP should be addressed to Commissioner Ray Chepesiuk or Manager, Finance and Administration Glenn Golaz. Awarding of the contract is anticipated by January 18, The PAAB reserves the right to accept or reject any or all responses to this RFP and to enter into discussions and/or negotiations with one or more qualified suppliers at the same time, if such action is in the best interest of the PAAB. Additionally, the PAAB reserves the right to amend or withdraw this RFP in whole or in part, at any time prior to contract award Conflict of Interest Proposals must include a signed statement asserting that the presenting firm has no perceived or apparent conflict of interest in conducting this campaign. Page 9 of 14

10 0.6 Confirmation of participation Firms of varying sizes have been invited to submit proposals under these terms. I acknowledge receipt of this request for proposals. I have received, read and understood the contents of this request for proposal and will particpate In conducting any activity for or on behalf of PAAB, I agree to comply with the clauses outlined in this request for proposal and with any amendments that may be brought to my attention form time to time. Name of Supplier: Signature: Title: Date: This page should be signed by the bidder returned to the contact name mentioned in Section Page 10 of 14

11 The remaining sections of this RFP provide specific instructions on the information to include in your proposal. The review process will be speedier if PAAB can perform their review as comparatively as possible. To this end, we ask you to please use the Table of contents provided below. Appendixes can be added if necessary. 1. BACKGROUND 1.1 Company Background: Provide a brief overview and history of your company. Describe your organization, with emphasis on the following criteria: Proof of being a business entity more than three years Your demonstrated project and account management Your demonstrated Quality Assurance process Your history of successfully delivered bilingual applications. Your ability to provide sufficient staffing depth to allow for parallel work streams 1.2 Financial Information: If possible, please submit your company s most recent annual report and/or any relevant financial information your company is able to disclose. 1.3 Reference Clients: List a minimum of three accounts with services similar in size or complexity to our company. At least one of the accounts must be a prior client (provide reason(s) for loss). Please include the following information: Page 11 of 14

12 Company name and address Key contact name, title, and contact information Types of service(s) and length of service As part of its selection process, the PAAB would like to contact existing clients about the services your company provides. Page 12 of 14

13 2. ACCOUNT MANAGEMENT 2.1 Key Personnel Contract: Please provide the name, background (e.g., resumé, training programs and certifications), contact information, and geographic location for all personnel who will be primarily accountable for servicing the account. 3. PROPOSED PRODUCT(S), SERVICE(S) OR SOLUTION(S) 3.1 Specifications and specific requirements 4. PRICING INSTRUCTIONS In pricing, please consider that PAAB opperates as a non-profit organization and that it's recognition and scope of influence are significant across the industry. Please include the following information in your response to this section. Each component of the product, service or solution for which you are bidding must be priced individually. Vague deliverable descriptions must be avoided. Always specify what, who and when, and include % of project completion or project milestones if relevant. Show all calculations and assumptions made to arrive to price quote. Management or administration fees, expenses (third-party and out-ofpocket including travel) and any additional costs for goods or services which would be over and above those indicated in this quote (i.e. Page 13 of 14

14 freight, art work, tooling) or any other criteria that might affect pricing must be included in this quote with calculation method. Any discounts/discount structure. Any inclusions or value-add considerations. Please provide pricing and invoicing schedule to follow the milestones: Project initiation Detailed requirements Delivery of Promotional Materials Delivery of pretest version Gold Master Support QI Support QII Support QIII Support QIV 5. PERFORMANCE MEASUREMENT As part of the proposal, list the metrics that you will use to monitor & ensure appropriate quality of service. Describe your preferred method for reporting and managing performance. 5.1 Contingency and Disaster Recovery Plan As part of the proposal, describe contingency and disaster recovery plans in place at your company. Page 14 of 14