Request for Proposal. Hypertension Management Program: Requirements Gathering and Options Analysis

Transcription

1 Request for Proposal Hypertension Management Program: Requirements Gathering and Options Analysis RFP Number: OSNR Issued Date: July 27, 2015 Closing Date: August 14, 2015 (12:00 EDT) OSNR HMP Requirements Gathering and Options Analysis

2 Table of Contents 1 Purpose of Request for Proposal Introduction About the Ontario Stroke Network ( OSN ) About the HMP Required Skills, Knowledge & Experience Statement of Work/Deliverables Contract to be Awarded Possible Future Work Description of RFP Process RFP Coordination Procurement Schedule Question Period Proposal Submission Guidelines Evaluation Process Evaluation Criteria Terms and Conditions Eligibility for Responding to the HMP V3.0 RFP Costs of Proposals Reservation of Rights Unauthorized Use of OSN Name Proposals Intellectual Property Statement of Confidentiality Appendices Appendix A HMP Background Documents Appendix B OSN Template Service Agreement OSNR HMP Requirements Gathering and Options Analysis Page 2 of 10

3 1 Purpose of Request for Proposal The Ontario Stroke Network is seeking the services of an individual or company, hereafter referred to as the Proponent, to gather and document the comprehensive requirements of the existing Hypertension Management Program ( HMP ) and its planned enhancements to develop a Software Requirements Specifications document ( SRS ) and conduct an options analysis on possible architecture options. Deliverables from this contract will be used for the procurement and evaluation of proposals received for the development of the next iteration of the HMP technical solution ( HMP V3.0 ). 2 Introduction 2.1 About the Ontario Stroke Network ( OSN ) The OSN is a non-profit organization funded by the Ministry of Health and Long-Term Care (MOHLTC). The OSN provides provincial leadership and coordination for the 11 Ontario Regional Stroke Networks supporting the 14 Local Health Integration Networks and is the current program sponsor of the Hypertension Management Program (HMP) and the culturally congruent Aboriginal Hypertension Management Program (AHMP); herein both programs will be referred to as the HMP. 2.2 About the HMP Aligning with the MOHLTC Chronic Disease Management framework the HMP is an evidence-based, inter-professional, collaborative program, currently operating in 38 sites across Ontario, with the goal of improving the identification and management of hypertension in primary healthcare settings across Ontario. Initially, the HMP was developed as a formal research project known as the Hypertension Management Initiative ( HMI ) with the Heart and Stroke Foundation ( HSF ) and the Sunnybrook Research Ethics Board which ran from 2007 to The evaluation of the HMI showed that it had a positive impact on improved patient outcomes and improvements in hypertension management best practices including adherence with clinical best practices. As a result of the successes realized by the HMI, it evolved in 2011 to become an ongoing program, the HMP. The HMP is now funded by the MOHLTC-ODP under the full sponsorship of the OSN with continued mission content coming from HSF and other delivery partners. A subsequent qualitative & quantitative evaluation of the HMP, conducted in 2013, is one source that highlights opportunities for program enhancement which this RFP seeks to further define for possible inclusion in HMP V3.0. OSNR HMP Requirements Gathering and Options Analysis Page 3 of 10

4 3 Required Skills, Knowledge & Experience The successful Proponent will be an individual consultant or company with an in-depth experience in gathering requirements for healthcare programs, specifically in the area of health data collection and outcomes reporting, and that clearly possess the required skills, knowledge and experience detailed below: Experience eliciting and documenting requirements via the appropriate methods for each engagement, including but not limited to the following: interviews, document analysis, requirements workshops, surveys, site visits/observation, business process analysis, use case scenarios Experience with the application of the Business Analysis Body of Knowledge methodology, processes and tools Experience with systems design and development from business requirements analysis through to implementation Experience developing SRS documents and Use Cases Experience with software development process from an information architecture, interaction design, design and technical perspective Understanding of the Software Development Life Cycle and its various models Experience process mapping and business process reengineering Experience conducting feasibility studies and drafting options analyses Proven ability to present ideas in business-friendly and user-friendly language Proven project management capabilities Knowledge of emerging IT trends and technologies Understanding of IT architectures and operational frameworks with consideration of privacy and security best practices Understanding data warehousing needs in support of health programs including options for data hosting such as third party data warehouses, prescribed entities (i.e. ICES), etc Knowledge of PHIPA and other associated privacy legislation, including the various roles and their obligations under PHIPA, and how they may impact possible solution architecture options Understanding of current OntarioMD EMR specifications and understanding of OntarioMD funding eligible EMR offerings functions/features Knowledge of Provincial healthcare systems including OLIS, DI, Standards, HIAL, etc Knowledge of health technology commonly used programming standards such as XML and HL7 Understanding of the current provincial e-health landscape, role of other organizations in this landscape and current and emerging health policy OSNR HMP Requirements Gathering and Options Analysis Page 4 of 10

5 4 Statement of Work/Deliverables 4.1 Contract to be Awarded The successful Proponent will work directly with OSN s Project Manager, Health Information Initiatives, and engage various stakeholders, internal and external to the OSN, which will include but not necessarily limited to HMP team members, HMP Site staff, and OSN Management to gather and document the requirements for the HMP. The following table outlines the proposed activities and required deliverables to be completed by the successful Proponent during the course of the project. Ref. No. Activities Deliverable(s) SOW01 SOW02 Requirements Gathering: Document Review (Appendix A) Stakeholder engagement Defining use cases Document all requirements Document issues/risks to be addressed Feasibility and Options Analysis Conduct an assessment of possible architecture options that meet the needs of the SRS delivered in SOW01 and provide a recommendation on solution architecture to guide the procurement for HMP V3.0. Refined project schedule and scope with any assumptions addressed SRS Document Feasibility Study Options Analysis for solution architecture Briefing Note(s) outlining proposed solution options/recommendations & associated cost/benefit statements for each 4.2 Possible Future Work While this RFP is for the creation of the HMP V3.0 SRS document and to provide a recommendation for solution architecture, it is recognized that future work may be required to support the procurement of HMP V3.0. OSN reserves the right to either enter into a follow-on contract with the successful Proponent, to re-procure, or not procure for the possible future work outlined in the table below: Ref. No. Activity Deliverables Schedule SOW03 Procurement of HMP V3.0 Participate in the Drafting of the RFP as required Creation of proposal evaluation scoring criteria Review and evaluation of the proposals received T.B.D. T.B.D. OSNR HMP Requirements Gathering and Options Analysis Page 5 of 10

6 5 Description of RFP Process 5.1 RFP Coordination Contact and Submission: Ontario Stroke Network Attention: Malaena Lynch 2300 Yonge Street, Suite 1300 Toronto, Ontario M4P 1E E: For all correspondence, please include HMP Requirements Gathering OSNR in subject line of the . One (1) electronic copy of the complete proposal must be received by the Ontario Stroke Network no later than 12:00 EDT on August 14, 2015 in order for the Proposal to be considered. 5.2 Procurement Schedule The table below outlines the target completion dates for the procurement schedule: Ref. No. Activities Dates ACT01 Issue RFP July 27, 2015 ACT02 Close of Applicant Question Period August 5, 2015 at 13:00 EDT ACT03 Respond to Questions Issued August 7, 2015 by 16:00 EDT ACT04 Submit Intent to Respond 1 August 10, 2015 by 16:00 EDT ACT05 Closing Date for Receipt of Proposals August 14, 2015 at 12:00 EDT ACT06 Evaluation of Proposals Week of August 17, 2015 ACT07 Candidate Interviews 2 Week of August 24, 2015 ACT08 Vendor Selection Announcement August 28, 2015 ACT09 Contract Start Date 3, 4, 5 August 31, 2015 September 21, 2015 ACT10 Contract End Date October 30, 2015 November 20, 2015 Notes: 1. Malaena Lynch, as per Section 5.1, indicating your intention to respond 2. As required; scheduling will be based on best availability 3. Subject to OSN receiving program funding from MoHLTC 4. Subject to both parties signing off on the Service Contract 5. Estimated based on Notes 3 and 4. Open to alternative start dates within 1-2 weeks. 5.3 Question Period Proponents will be permitted to submit questions to OSN from the date they receive the RFP until 13:00 EDT on August 5, 2015, as per the above Procurement Schedule. Any questions received after that time will not be responded to. All questions will be collected during the open Question Period and addressed in a single confidential response to all Proponents by 16:00 EDT on August 7, 2015 as per the above Procurement Schedule. OSNR HMP Requirements Gathering and Options Analysis Page 6 of 10

7 5.4 Proposal Submission Guidelines The outline below describes the required information to be included within all proposals received and recommended further details, in the sub-points, on what is expected to be included but not limited to those items alone. Depth of experience shown as well as quality and relevance to a provincial chronic disease management program will be considered in the evaluation of answers and examples provided. A. Vendor Profile & Qualifications Include a direct response to each, and all, required skills, knowledge and experience bullets mentioned in Section 3 Resumes may be included in Appendices B. Approach/Methodology to delivering required contract deliverables including: Stakeholder engagement strategy; including proposed tools, sample sizes and meetings, etc Document review/acceptance process Project management approach and reporting Project change request process C. Detailed Project Work Plan, Schedule and Budget for Contract Work (as per Section 4.1) including: Align all proposed fees with specific activities Project budget: $36,000 Note: the level of detail and proposed fees will be considered in the evaluation process D. Proposed Project Work Plan, Schedule and Budget for Future Work (as per Section 4.2) including: Proposed fee structure and rates Note: the level of detail and proposed fees will be considered in the evaluation process E. Declaration of any potential conflicts of interest F. At least three client references G. Sample Deliverables Please include at least one example of the following sample deliverables which must have been authored by the Proponent or an individual on the proposed team. Samples can be included in Appendices and marked as confidential where required: An SRS document; including uses cases Process mapping A feasibility study and options analysis on solution architecture options A briefing note making a recommendation to an executive level stakeholder or Board of Directors; preferably on solution architecture and/or solution development Proposals received must not exceed 15 pages and must include responses to all items listed above, aside from noted acceptable Appendices. OSNR HMP Requirements Gathering and Options Analysis Page 7 of 10

8 5.5 Evaluation Process A panel of representatives from OSN with related program, operational and subject matter knowledge will evaluate all proposals received using a scorecard with pre-defined criteria established prior to the review of any proposal received. 5.6 Evaluation Criteria In the evaluation of the proposals received, the following criteria will be considered: Criteria Weighting Vendor Profile/Qualifications and Required Skills 25% Approach and Methodology, 50% Detailed Project Work Plan, Schedule and Budget for Contract Work, and Proposed Project Work Plan, Schedule and Budget for Future Work Review of Sample Deliverables and References 20% Meeting Submission Guidelines 5% Total: 100% OSN does not represent that these are the sole evaluation criteria and reserves the right to adjust the criteria at its discretion. OSN will negotiate with those Proponents who submit the most advantageous proposal as determined solely by OSN. OSN also reserves the right to accept or reject any and all proposals at its discretion, and to negotiate the terms of any subsequent agreements. OSN expects that the agreement will be based on the template OSN Service Agreement (see Appendix B). OSNR HMP Requirements Gathering and Options Analysis Page 8 of 10

9 6 Terms and Conditions By submitting a proposal, each Proponent agrees to and will be bound by the terms of this RFP, including those set out below. 6.1 Eligibility for Responding to the HMP V3.0 RFP The Proponent that is awarded this contract and the possible future work (see Sec. 4), and their affiliated businesses, will be deemed ineligible to respond to the subsequent RFP for the development and support of HMP V3.0 to ensure no conflict of interest is introduced and there is no perceived or real competitive advantage given to those Proponents being able to define the requirements for the development of HMP V Costs of Proposals Expenses that a Proponent incurs in the preparation of their proposal or during any part of the entire procurement process are the Proponent s full responsibility. OSN shall incur no obligation or liability whatsoever to anyone by reason of the issuance of this RFP or by the actions of anyone in relation to the procurement process. 6.3 Reservation of Rights This RFP does not commit OSN to any specific course of action. While OSN intends to enter contract negotiations with a selected vendor or vendors, the fact that OSN has given notice of acceptance to a Proponent does not bind OSN to purchase any services from such Proponent. OSN reserves the right to discontinue or cancel this RFP at any time without obligation; to reject any or all proposals or other terms submitted during the procurement process; to accept proposals other than the lowest price proposal; to invite any, all or none of the Proponents to interview prior to awarding any business; to award business on the basis of a proposal or other terms submitted, without discussions or request s for best and final offer; and to award business to more than one Proponent. 6.4 Unauthorized Use of OSN Name The Proponent shall not, without OSN s prior written consent, make any statement nor publish or release to any other person any photograph, advertisement, testimonial, letter of commendation or other document or written matter which may imply OSN s approval of the product or performance of the Proponent. 6.5 Proposals All proposals will become the property of OSN, and OSN reserves the right to use any of the concepts or ideas contained therein without incurring any liability. If any information submitted in a Proponent s proposal is confidential or proprietary, the Proponent must provide that information on pages separate from non-confidential information and clearly label the pages containing confidential information CONFIDENTIAL. OSNR HMP Requirements Gathering and Options Analysis Page 9 of 10

10 6.6 Intellectual Property The successful Proponent will be required, as part of the contract with OSN, to assign to OSN all rights to and all other deliverables and work products created in the course of performing the project, including all intellectual property rights therein. 6.7 Statement of Confidentiality This RFP contains information that is confidential and proprietary to OSN. Each recipient is entrusted to maintain its confidentiality. The information contained in the RFP may not be used for any purpose other than to respond to this RFP, or reproduced, copied, disclosed, published or made available to any other person, in whole or in part without the express permission of OSN. Each recipient agrees to maintain the confidentiality of the RFP and all information in this RFP in the same manner that it protects the confidentiality of its own proprietary materials. Access to the RFP shall be restricted to those engaged in development of the proposal on behalf of the Proponent. 7 Appendices Appendix A HMP Background Documents The following documents will be provided to the successful Proponent, upon signing the Service Agreement, to provide background information on the HMP: 1. HMP Evaluation Report (Completed November 2014) 2. HMP EMR Data Export Protocol (Updated December 2012) 3. HMP Privacy Review (Completed March 2014) Appendix B OSN Template Service Agreement OSN Template Services Agreement Final Nov OSNR HMP Requirements Gathering and Options Analysis Page 10 of 10