Request for Service. Business and Technical Consulting Services Senior Business Analyst OntarioMD EMR Physician Dashboard

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1 Request for Service Business and Technical Consulting Services Senior Business Analyst OntarioMD EMR Physician Dashboard RFS Number: Issued: October 29, 2015 Closing Date: November 12, 2015 at 13:00 ET 1

2 Table of Contents 1. INTRODUCTION INVITATION TO SUBMIT ABOUT ONTARIOMD EVOLVING TO MEET EMERGING DIRECTIONS AND PRIORITIES ONTARIOMD EMR PHYSICIAN DASHBOARD PROCUREMENT PROCESS RFS COORDINATION PROCUREMENT TIMETABLE SUBMISSION REQUIREMENTS EVALUATION PROCESS TERMS AND CONDITIONS 8 4. REQUIREMENTS ROLE SCOPE OF WORK APPENDIX A STANDARD CONSULTING FORM 12 APPENDIX B CONFLICT AND/OR RELATIONSHIP DECLARATION 13 APPENDIX C REFERENCES 14 APPENDIX D CONSULTANT EXPERIENCE TEMPLATE 15 APPENDIX E PRICING 16 Confidential Not For Distribution 2

3 1. Introduction 1.1. Invitation to Submit The ( RFS ) is an invitation to vendors to put forward a submission for the provision of consulting services to OntarioMD for the OntarioMD EMR Physician Dashboard initiative, as described in Section 4. In responding to this RFS, you will be deemed to have taken into account all the terms and conditions in the RFS and willing to enter a Statement of Work using the OntarioMD standard form for consulting contracts (Appendix A) About OntarioMD OntarioMD has been very successful in supporting physicians in the selection, implementation and adoption of EMRs. A total of 11,650 physicians are enrolled in its programs. To ensure EMRs deliver value to physicians now and in the future, OntarioMD manages an EMR Specification and Validation process to ensure vendors meet functionality and performance Specifications. Stakeholders are engaged annually to incorporate new clinical and usability needs in the EMR Specification so that EMRs will integrate into and support the evolving health care environment. OntarioMD has a proven track record of developing and implementing award-winning connectivity to EMRs in its Hospital Report Manager (HRM) and enotifications applications that further enhance the value of certified EMRs. OntarioMD is a wholly owned subsidiary of the Ontario Medical Association and receives funding from the Ministry of Health and Long-Term Care. For more information see Evolving to Meet Emerging Directions and Priorities Ontario s EMR Specifications and OntarioMD s validation and certification of EMR offerings provide a crucial under-pinning for Ontario s ehealth strategy. Stakeholders are engaged to incorporate new clinical and technical requirements in the EMR Specifications so that EMRs will be responsive to clinician needs and integrate into and support the evolving health care environment. Through OntarioMD s agreement with the Ministry of Health and Long-Term Care, OntarioMD will continue to provide products and services that increase the value of EMRs. OntarioMD provides physicians with enhancements that are fully integrated into their certified EMR products, including Hospital Report Manager, enotifications, and the Ontario Laboratories Information System (OLIS). OntarioMD s EMR Roadmap for the next three years will significantly advance interoperability and data portability with new initiatives such as econsult, ereferral, ebooking and an EMR Dashboard for physicians. OntarioMD, with physician input, will work to deliver these applications integrated with certified EMRs to optimize their use for office practices. OntarioMD will continue to work on behalf of physicians. We are creating a more robust Peer Leader Program along with trained Practice Advisors who will assist physician practices to access patient information in assets such as HRM, OLIS, and enotifications. We will support physicians to maintain a OntarioMD-certified EMR product to ensure continued access to these products. Confidential Not For Distribution 3

4 OntarioMD is committed to continuously improving the quality of certified EMRs and related products by working with EMR vendors to ensure that their products adhere to the current Specifications. OntarioMD s trusted EMR Certification Program ensures that EMRs meet provincial Specifications, including new functions to meet the requirements of physicians OntarioMD EMR Physician Dashboard The OntarioMD EMR Physician Dashboard will drive enhanced use of EMRs by physicians through visual representations of clinical indicators across their patient rosters, allowing them to see key practice information at a glance. The dashboard will assist physicians to improve patient outcomes in a number of clinically relevant areas as well as improve the practice of data capture and overall data quality. The OntarioMD EMR Physician Dashboard will provide clinicians using certified EMRs, real-time access to high value indicators based on provincial frameworks such as those developed by Health Quality Ontario (HQO) and the Association of Family Health Teams of Ontario (AFHTO) and other provincial indicators that improve management of physician practices. OntarioMD will demonstrate improvement in the clinical value of EMRs through an OntarioMD EMR Physician Dashboard Proof of Concept that: 1. Provides real-time access to an introductory set of high value provincial indicators from HQO and AFHTO along with indicators to improve management of a physician s practice. 2. Associates high value indicators with data quality of the underlying elements. 3. Is provincially scalable across all certified EMRs and can be easily expanded with new and evolving data quality, practice, and clinical indicators. The OntarioMD EMR Physician Dashboard Proof of Concept will proceed in three phases: 1. Planning: Work with selected EMR vendors, clinicians and other stakeholders, to finalize the key business and technical requirements for the EMR Dashboard, and finalize the selection of indicators to be included in the Proof of Concept. 2. Development: Incorporate the requirements into the selected certified EMRs. 3. Demonstrate: Demonstrate and evaluate the objectives of the initiative in selected clinical settings. Confidential Not For Distribution 4

5 2. Procurement Process 2.1. RFS Coordination Contact Julia Covassi Human Resources Generalist Mailing Address OntarioMD 150 Bloor St W, Suite 900 Toronto, ON M5S 3C Procurement Timetable The target completion dates for the procurement activities are listed below: Activity Date Issue RFS October 29, 2015 Submit Applicant s Questions November 4, 2015 Respond to Applicant s Questions November 6, 2015 Closing Date for Receipt of Submissions November 12, :00PM ET Candidate Interviews (1) November 16-17, 2015 Contract Start Date (2) November 23, 2015 Contract End Date May 20, 2016 Notes: 1. Candidates are asked to bring in sample client deliverables for evaluation during the interview. Interviews may be waived at the discretion of OntarioMD. 2. Subject to contract execution. Extension Option The Client may, in its sole discretion, extend the Contract End Date for up to three month by giving written notice to the vendor not less than 10 days before the initial assignment end date. Confidential Not For Distribution 5

6 2.3. Submission Requirements Written submissions are requested from respondents corresponding to the OntarioMD submission requirements described below. Respondents must order their submission in the same order as the order of information requested below. Vendors must submit their Submissions in two separate parts. One part will contain the price portion of the Submission using Appendix E. The other part will contain the rest of the Submission. Each part must be submitted in separate electronic file in Microsoft Word format or portable document format (pdf). 1. Cover Letter This will include an introduction to the Respondent, a clear statement that the Terms and Conditions of this RFS have been read, understood and agreed to in their entirety and confirming that the information provided in the Submission is accurate. The Respondent must also provide a statement in their submission that they have read, understood and accept the terms and conditions contained in the Letter of Engagement (see #14, Section 3. Terms and Conditions) and that the Respondent will, if requested by OntarioMD, sign and enter into this Agreement with OntarioMD and be bound by the provisions of the Letter of Engagement. The letter must be signed by an authorized signing officer of the organization. 2. Vendor Profile The vendor profile includes a brief description of the vendor s type of business and a vendor contact for all questions and clarifications arising from the Submission. The contact information includes the person s title, address, , telephone and facsimile number. 3. Declaration of Conflict and/or Relationship Any respondent who has a current or may have had a previous relationship with OntarioMD, Ontario Medical Association, ehealth Ontario or their directors, officers, agents, employees, and/or clients must disclose such relationship(s). Respondent(s) shall sign and return original copy of the Conflict and/or Relationship Declaration attached in Appendix B Conflict and/or Relationship Declaration. 4. Project Team & Staffing Identify proposed consultant for the role. Provide details on how the experience of the proposed consultant meets the rated criteria. Vendors are reminded that up to two candidates may be proposed for any one role. Please use Appendix D Candidate Experience to capture responses. A soft copy of the template can be provided upon request. Please note that a resumé for the candidate is to be included as part of Appendix D. Once a RFS submission has been accepted, proposed consultants may not be substituted without written agreement from OntarioMD. Please identify if any component of this project will be outsourced or subcontracted. Please state the name and location of the outsource company or subcontractor, and the length and nature of the relationship with the vendor. 5. Candidate References Complete and attach Appendix C References providing references as requested therein. 6. Price Confidential Not For Distribution 6

7 Complete the pricing information using Appendix E - Pricing. All dollar amounts are to be stated in Canadian funds. As noted above, Appendix E is to be submitted as a separate file Evaluation Process The evaluation of the Submissions will be conducted by a panel of OntarioMD representatives. A submission must meet the requirements of each applicable stage to proceed to the next stage. Stage 1 consists of validating that all Submission requirements are included and complete according to section 2.3 Submission Requirements Stage 2 consists of scoring by OntarioMD for each qualified Submission with respect to the Candidate Experience Stage 3 Upon successful completion of Stage 2, the pricing attachment provided by each vendor will then be opened. Stage 3 will consist of scoring of the pricing submitted. The formula to be used for scoring price is as follows: S = MP x L / P, where: S = the price score for the Submission being evaluated MP = the maximum points awarded for price L = the Fixed Price of the lowest price remaining Submission P = the Fixed Price of the Submission being scored Stage 4 consists of verifying reference information. References will only be contacted if a vendor is considered at Stage 4 The points allocated to each stage of the evaluation process are as follows: Stage Criteria Weighting 1 Submission Requirements (section 2.3 of this RFS) Pass/Fail 2 Proposed Candidate Experience & Qualifications 60 pts 3 Price 30 pts 4 Reference Verification 10 pts Per the procurement timetable, the top candidates may be invited for a detailed interview to verify the experiences in the proposed candidate s curriculum vitae. Candidates invited for an interview are asked to bring in sample client deliverables. Confidential Not For Distribution 7

8 3. Terms and Conditions 1. OntarioMD requires that all information within this RFS be handled with strict confidence. All information is confidential and cannot be disclosed to anyone outside the Respondent s organization without the written consent of OntarioMD. 2. Please provide an electronic copy (via ) by November 12, 2015 at 13:00 ET to: Julia Covassi Human Resources Generalist 3. We regret extensions cannot be granted. Responses received after the deadline will be sent a notification that their Submission will not be considered. 4. Facsimile submissions in whole or in part will not be accepted. 5. Respondents with Submissions that are selected for a short list will be required to make their candidates available for interviews (tentatively scheduled as indicated in section 2.2) and respond to questions from OntarioMD. 6. All communications regarding this RFS must be directed by to: Julia Covassi Human Resources Generalist 7. Other than the contact named in 6 above, a Respondent may not contact or attempt to contact, during the RFS process, anyone else for the purposes of obtaining information that relates to this RFS. Any respondent who fails to comply with this requirement will be disqualified. 8. OntarioMD, without liability, cost or penalty, may at any time prior to or after closing time: Alter any dates in this RFS; Cancel this RFS; Amend or supplement this RFS; Issue a new RFS for the same or similar services. 9. The Submission with the lowest cost may not necessarily be the winning bid. While the cost is an important element in the selection process, it is to be clearly understood that there are other evaluation criteria in the RFS that OntarioMD will consider in evaluating Submissions. 10. OntarioMD, without liability, cost or penalty, may, in its sole discretion, waive irregularities in any Respondent s Submission. 11. OntarioMD, without liability, cost or penalty, may, in its sole discretion and at any time after receiving a Submission, seek clarification from any Respondent with respect to its Submission. Any written information received by OntarioMD from a Respondent in response to a request for clarification from OntarioMD shall be considered an integral part of the Respondent Submission. 12. OntarioMD may verify any Respondent claim or statement by whatever means OntarioMD deems appropriate, including contacting references other than those offered by the Respondent, and may reject any Respondent statement or claim, if in the judgment of OntarioMD the statement or claim is unwarranted or not credible. Confidential Not For Distribution 8

9 13. OntarioMD assumes no responsibility for any costs associated with your response to this RFS. 14. OntarioMD s standard Letter of Engagement referenced in Appendix A is available through the following portal link: The Respondent must provide a statement in their submission that they have read, understood and accept the terms and conditions contained in the Letter of Engagement and that the Respondent will, if requested by OntarioMD, sign and enter into this Agreement with OntarioMD and be bound by the provisions of the Letter of Engagement. The RFS will become part of the Letter of Engagement. Confidential Not For Distribution 9

10 4. Requirements 4.1. Role OntarioMD has an immediate need for Senior Business Analyst consulting services to support delivery of the OntarioMD EMR Physician Dashboard Proof of Concept initiative. As directed by the EMR Product Strategy Lead and EMR Physician Dashboard Project Lead, the Senior Business Analyst EMR Physician Dashboard will work with selected EMR vendors, clinicians and other stakeholders, to finalize the key business and technical requirements for the EMR Physician Dashboard, and finalize the selection of indicators to be included in the Proof of Concept 4.2. Scope of Work The Senior Business Analyst OntarioMD EMR Physician Dashboard shall: Conduct workshops and work with clinicians, EMR vendors, other stakeholders and subject matter experts to document and prioritize the key functional requirements of the OntarioMD EMR Physician Dashboard in alignment with initiative objectives Conduct workshops with clinicians and other stakeholders to prioritize, finalize and document the introductory set of provincial indicators and underlying criteria to be used in the OntarioMD EMR Physician Dashboard Proof of Concept Conduct workshops and work with EMR vendors and other subject matter experts to translate key business requirements into technical requirements for the OntarioMD EMR Physician Dashboard Proof of Concept Issues management including documentation, escalation and resolution as required Document draft EMR requirements towards development of a provincial EMR Specification. Contribute to the development of benefits evaluation criteria to be used within the OntarioMD EMR Physician Dashboard Proof of Concept Support development of scenarios and other appropriate substantiation requirements for validation of vendor compliance with the documented requirements Participate in project meetings to report on progress and issues management Experience The evidence of the candidate s skills in these areas will be evaluated: Minimum ten (10) years of experience in IT consulting with a minimum of 5 years of experience in a senior business analyst role Proven ability in working with clinicians (ideally in primary care) and other health sector stakeholders to identify their business needs and translate them into concise and complete requirements within tight timelines Demonstrated experience building and maintaining productive working relationships with internal/external stakeholders in complex, multi-stakeholder health care environments including escalation and problem management Knowledge or prior experience working with EMR vendors in the Ontario EMR landscape Prior experience and a working understanding of Ontario EMR Specifications and the Core Data Set. Confidential Not For Distribution 10

11 Knowledge of provincial (e.g.: HQO, AFHTO) and pan-canadian (CIHI) recommendations around Primary Health Care indicators, reporting and EMR content standards Knowledge or prior experience understanding the relationships between indicators, data quality, standards and the change management impacts on clinicians Excellent written and oral presentation skills Confidential Not For Distribution 11

12 Appendix A Standard Consulting Form OntarioMD s standard Letter of Engagement is available through the following portal link: Confidential Not For Distribution 12

13 Appendix B Conflict and/or Relationship Declaration Any respondent(s) who has a current or may have had a previous relationship with OntarioMD, Ontario Medical Association, ehealth Ontario (formerly Smart Systems for Health) or their directors, officers, agents, employees, and/or clients must disclose such relationship(s) below. Yes a conflict or relationship to declare Please list name(s) of persons and Respondent with whom conflict exists. If more space is required, please fill out additional sheets. Name of person and Respondent with conflict Name of person and Respondent with conflict Name of person and Respondent with conflict Officer of the Company Date No conflict or relationship to declare. Officer of the Company Date An original copy of this conflict must be included with submission. Confidential Not For Distribution 13

14 Appendix C References Respondent(s) shall list a minimum of three (3) customer references for each proposed consultant. Respondents must provide full contact information. For each customer, please provide the following: Customer Name, Address Contact Person name, title, number, A brief description of the project, its deliverables, outcomes and timeline to deliver. Include any details that would highlight the consultant s experience in areas similar to the ones being requested at part of this RFS. Confidential Not For Distribution 14

15 Appendix D Consultant Experience Template Please use the following table(s) to demonstrate candidate experience, and attach the candidate s resumé, in accordance with Section 2.3 of this : Vendor Name: Consultant Name: Criteria Consultant Experience Minimum ten (10) years of experience in IT consulting with a minimum of 5 years of experience in a senior business analyst role Proven ability in working with clinicians (ideally in primary care) and other health sector stakeholders to identify their business needs and translate them into concise and complete requirements within tight timelines Demonstrated experience building and maintaining productive working relationships with internal/external stakeholders in complex, multi-stakeholder health care environments including escalation and problem management Knowledge or prior experience working with EMR vendors in the Ontario EMR landscape Prior experience and a working understanding of Ontario EMR Specifications and the Core Data Set. Knowledge of provincial (e.g.: HQO, AFHTO) and pan-canadian (CIHI) recommendations around Primary Health Care indicators, reporting and EMR content standards Knowledge or prior experience understanding the relationships between indicators, data quality, standards and the change management impacts on clinicians Excellent written and oral presentation skills Confidential Not For Distribution 15

16 Appendix E Pricing Please provide the following information in accordance with Section 2.3 of this : Vendor s Legal Name Name of Consultant Role Hourly Rate $ Per Diem (maximum daily 8.0 hours/day) $ Confidential Not For Distribution 16

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