Champlain CHC HR Steering Committee (CCHSC)

Transcription

1 Champlain CHC HR Steering Committee (CCHSC) RFP number: /19/2011 1

2 TABLE OF CONTENTS 1. INTRODUCTION Invitation Background PRODUCT AND SERVICES Description of Services Description of Product Support for Services PROPOSAL SUBMISSION GUIDELINES Communication After Issuance of RFP RFP Schedule When and Where to Submit a Proposal Withdrawal or Amendment of Proposal Proposal Irrevocable Addenda Clarification and Verification of Proposal Vendor Inquiries Conflict of Interest Type and Term of Contract for Services RFP TERMS & CONDITIONS Reservation of Rights of CCHSC Costs Confidentiality Governing Law REQUIREMENTS FOR COMPLETION... 9 RFP number: /19/2011 2

3 5.1. Mandatory Requirements Product requirements Knowledge/Experience Profile EVALUATION OF PROPOSALS RFP Evaluation Process Selection of Vendor Evaluation Criteria Pricing Information Contract Award Failure to Enter into Agreement Notification to Other Vendors SCHEDULE A - CHC MODEL OF CARE SCHEDULE B - CONFLICT OF INTEREST FORM SCHEDULE C CHC DATA SCHEDULE D CCHSC HRIS SOLUTION REQUIREMENTS RFP number: /19/2011 3

4 1. Introduction 1.1. Invitation The Community Health Centres of the Champlain LHIN are inviting Vendors to submit a proposal to supply and implement a Human Resources Information System (HRIS) in each of their nine (9) locations. The winner of this RFP will supply and implement an HRIS solution in each of the nine (9) CHC s (see Schedule C for details) Background Keeping people well, and keeping communities well, is exactly what Ontario s Community Health Centres are all about. Under one roof, Ontario s CHC clients receive clinical care from doctors, nurse practitioners, nurses, dietitians, social workers and other kinds of clinical health providers. They work as a team to make sure the client gets the right care, at the right time, delivered by the most appropriate provider. Health promoters, community workers and others respond to health problems triggered by social, environmental or economic problems with customized services and community programs. While diverse in size and specifics of their operations, all CHCs share a common goal of improving access to health services for those challenged by barriers to access. This common mandate also aligns well with the developing health equity mandate of the Local Health Integration Networks (LHINs). CHCs in the Champlain LHIN area serve more than clients each year with staffing levels that range from 12 in the smallest to 225 in the largest (see Schedule C for details). CHCs have a diverse: client base, for example over 8,000 homeless across Ontario, over 15,000 noninsured across Ontario, five francophone centres as well as centres serving rural & under-serviced geographies, range of services, including illness prevention, health promotion, chronic disease prevention and management, staff, across the Centres, CHCs offer services in more than 56 languages through interdisciplinary teams that extend well beyond physicians and nurses and volunteers, contributing thousands of hours each week towards developing and strengthening our communities. RFP number: /19/2011 4

5 2. Product and Services 2.1. Description of Services The primary responsibility of the selected Vendor will be to supply and implement a Human Resources Information System (HRIS) in nine (9) Community Health Centres within the Champlain LHIN region. The selected Vendor will be required to: 1. Provide all the necessary consulting services required for the implementation of the solution. This includes but is not limited to: a. Product training b. Product installation c. Technical support d. Etc. 2. Propose additional industry best practices and options relevant to CCHSC s project; 3. Create a road map detailing implementation for each CHCs; 4. Provide detailed pricing information for each of the nine (9) CHCs Description of Product The selected Vendor will be required to: 1. Provide a common HRIS solution to all nine (9) CHCs; 2. Meet or exceed product requirements as indicated in Schedule D (see Schedule D for details) Support for Services The selected Vendor will have the support of the CCHSC in the following manner: Assigned CCHSC lead for the project and additional implementation lead for each CHC CCHSC support with any proposed surveys or information gathering across the CHC s Identification of an advisory committee Administrative support to set up a one day meeting with the advisory committee RFP number: /19/2011 5

6 3. Proposal Submission Guidelines 3.1. Communication After Issuance of RFP The Client Representative is: Emile Jr Massenat, Manager, Corporate Services 420 Cooper Street, Ottawa, Ontario, K2P 2N6 Office: (613) (2103) Facsimile: (613) Vendors are prohibited from contacting any staff to obtain any information pertaining to this RFP, RFP Process, or to demonstrate or justify the Vendor s services or relay other benefits of doing business with CCHSC or CHCs involved. It is inappropriate for the Vendor to initiate contact with any member of the RFP Evaluation Committee or any other staff unless specifically requested to do so by the Client Representative. Please note that it is inappropriate for the Vendor to engage in any entertaining of any staff member connected with this RFP. Any Vendor who fails to comply with this requirement will be disqualified from the bidding process RFP Schedule The following is a summary of the key dates in the RFP process. Event Date RFP Release August 19 th 2011 Final Date for RFP Inquiries September 9 th 2011 RFP Closing Date September 15 th 2011 Vendor Interviews October 2011 Selection Completed (approximate date) November 2011 The RFP schedule is tentative and may be changed by CCHSC at its sole discretion When and Where to Submit a Proposal To be eligible for consideration, proposals must be received via by 4:00 p.m. Eastern Standard Time on September 15, 2011 (the RFP Closing Date ). The subject line of the must be clearly noted Proposal for Champlain CHC s HRIS. In order to preserve the integrity of the bid process, electronic proposals are to be submitted only to the attention of the Client Representative at emassenat@centretownchc.org the submission shall not be copied to any other party. Late proposals will not be accepted and will be returned unopened. It is the Vendor s responsibility to ensure that proposals are submitted on or before the RFP Closing Date. RFP number: /19/2011 6

7 3.4. Withdrawal or Amendment of Proposal A Vendor may withdraw or amend its proposal any time prior to the RFP Closing Date by written notice to the Client Representative at the noted in section 3.3. CCHSC will return a proposal that has been withdrawn Proposal Irrevocable Subject to the Vendor s right to withdraw a proposal prior to the RFP Closing Date, proposals will be irrevocable by the Vendor and will remain in effect and open for acceptance by CCHSC until September 15, Addenda The issuance of addenda will be the only method recognized for revisions to the RFP document. CCHSC will make its best effort to issue addenda within a reasonable period of time Clarification and Verification of Proposal CCHSC reserves the right to seek clarification and supplementary information from Vendors after the bid submission deadline. The response received by CCHSC from a Vendor shall, if accepted by CCHSC, form an integral part of that Vendor s submission. CCHSC reserves the right to verify any Vendor statement or claim by whatever means CCHSC deems appropriate and may reject any Vendor statement or claim, if in the judgement of CCHSC, the statement or claim appears unwarranted or not credible Vendor Inquiries All inquiries regarding this RFP should be directed via to the Client Representative. The deadline for inquiries is September 9, CCHSC will issue a summary of questions and answers to all prospective Vendors. Vendors that submit inquiries will not be identified in communication with prospective Vendors Conflict of Interest Any Vendor(s) who has a current or may have had a previous relationship with CCHSC or the Community Health Centres, or their directors, officers, agents, employees and/or clients must disclose such relationship(s). Each Vendor will sign and return an original copy of the Conflict of Interest Form attached in Schedule B. The proposal of any Vendor may be disqualified where that Vendor fails to provide confirmation of the foregoing or makes misrepresentations regarding any of the above. Further, CCHSC, in addition to any other remedies it may have in law or in equity, shall have the right to rescind any contract awarded to a Vendor if CCHSC, in its sole discretion, determines that the Vendor made a misrepresentation regarding any of the above Type and Term of Contract for Services The selected Vendor will be required to enter into an Agreement with each CHC s. The total duration of the implementation for all CHC s is not to exceed twelve (12) months (i.e. the agreements is signed on December and all CHC s would be operational with the new solution by December 1 st 2012). RFP number: /19/2011 7

8 4. RFP Terms & Conditions 4.1. Reservation of Rights of CCHSC In addition to any other express rights or any other rights which may be implied in the circumstances, without liability, cost or penalty to CCHSC, CCHSC may at any time prior to or after the RFP Closing Date: (a) Waive formalities and accept proposals that substantially comply with the requirements of this RFP; (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) Waive irregularities in any Vendor s proposal; Check references other than those provided by a Vendor; Disqualify a Vendor whose proposal contains misrepresentations or any other inaccurate or misleading information; Disqualify a Vendor or the proposal of a Vendor who has engaged in conduct prohibited by this RFP; Accept or reject a proposal if only one proposal is submitted; Select any Vendor other than the Vendor whose proposal reflects the lowest pricing; Cancel this RFP process at any stage; Cancel this RFP and issue a new RFP for the same or similar services; Discuss with any Vendor different or additional terms to those contemplated in this RFP or in any Vendor s proposal; Accept a Vendor s Proposal as is, or negotiate with any Vendor any new requirements or terms, or changes that may be deemed necessary by CCHSC; and Reject any or all proposals in the absolute discretion of CCHSC. Any amendment or supplement to this RFP will be communicated to interested parties in the same manner in which this RFP was issued. Any reference to RFP in this document will mean this RFP and all addenda, amendments or supplements, if any Costs CCHSC assumes no responsibility for any Vendor costs associated with the preparation and presentation of its proposal Confidentiality All information distributed in connection with this RFP is confidential, and is to be used for the sole purpose of completing submissions and are to be used for no other purpose unless prior RFP number: /19/2011 8

9 written consent has been provided by CCHSC. All material and information distributed will remain the property of CCHSC to be used at their discretion. All candidates electing not to submit a proposal will dispose of any and all confidential information within in a responsible manner Governing Law The RFP, the Vendor s proposal and every document that will be required to be executed by the parties pursuant to the RFP will be governed by the laws of Ontario and the laws of Canada applicable therein, without reference to their respective conflict of laws principles. 5. Requirements for Completion 5.1. Mandatory Requirements The Vendor must deliver one (1) signed electronic copy of the proposal in either MS Word or Adobe Acrobat format to the Client Representative. The following is a list of items to be included in the proposal: (a) A Cover Letter: An introduction to the Vendor s organization and a clear statement that the Terms and Conditions of this RFP have been read, understood and agreed to in their entirety and confirming that the information provided in the proposal is accurate. The letter must also be signed by an authorized representative from the Vendor s organization and include a clear statement noting that the individual signing the proposal has the authority to bind the Vendor s organization. (b) Organization Profile: A description of the business and contact details of the Vendor s organization, including: (i) (ii) (iii) (iv) (v) (vi) (vii) The full legal name of the Vendor s organization; Any other relevant name under which the Vendor s organization carries on business; The address, telephone, website and facsimile numbers for the Vendors organization; The name and title of a primary contact for all questions and clarifications arising from the RFP; The address, , telephone and facsimile number for the primary contact; and The name(s) and title(s) of the proposed individual(s) who will be performing the services for the CCHSC, including clear reference of the lead Vendor; and The proposed start date for performing the services for the CCHSC which would not exceed a period of 12 months for implementation. RFP number: /19/2011 9

10 (c) (d) (e) (f) Knowledge / Experience Profile: Demonstrate the Vendor s ability to deliver the relevant skills and experience by responding to a defined set of criteria for the provision of services required by the CCHSC (see section 6.2.1). Vendor Résumé: Submit a résumé(s) for the resource(s) proposed by the Vendor proposed for the delivery of services to CCHSC. Implementation Plan: Describe how the Vendor plans to perform and complete the requested services. Provide an implementation plan with respect to the requested services (i.e. training, support, actions, approaches, time frames, resources). Conflict of Interest Form: Complete and attach the Conflict of Interest Form included in Schedule B for each proposed Vendor resource. g) References: Identify three (3) client references. Reference should be from clients that are currently using the proposed solution and have used the services of the vendor to meet their HRIS needs. Provide the name, title, organization, telephone number and for each reference. h) Pricing Information: Identify hourly rates for each proposed Vendor resource and a total cost for the delivery of services outlined in the Implementation Plan for each Centres. Pricing information should include but is not limited to the following: (i) Software cost (including upgrades and updates); (ii) Implementation cost (including installation, training and project management services); (iii) Support cost (help desk and/or any other related cost; (iv) Other costs vendor should indicate any other costs required to meet project requirements. i) Submission should not exceed 46 pages in length using 12 font, Time New Roman, single space and legal size Product requirements Vendors must indicate clearly how the proposed solution meets the requirements listed in Schedule D Knowledge/Experience Profile As set out in section 5.1(c), each proposal will demonstrate their knowledge and / or experience to support the services required by CCHSC by providing a response to each of the following: a) Extensive Knowledge/Experience with CHCs and/or similar organizations (i.e. not-for-profit, healthcare, etc.); b) Extensive experience in providing Human Resources Information Systems solutions to small and medium size organizations ; RFP number: /19/

11 c) Demonstrated experience of working with an advisory committee. Below is the recommended number of pages for each section: 5.1.a - Cover letter 5.1.b - Organizational Profile 5.1.c - Knowledge experience profile 5.1.d - Vendor Resume 1 page 1 page 2-3 pages No more than 3 resumes (2 pages in length maximum per resume) 5.1.e - Implementation plan 1 page per CHC (for a total of 9 pages) 5.1.f - Conflict of interest form 1 page (See Schedule B) 5.1.g - References 5.1.h Pricing 1.5 pages for the three references 4.5 pages for all CHC s 5.2- Product requirements pages 5.3.a - Experience with sector 5.3.b Experience in providing this type of solution 5.3.c Experience working with Advisory Committee 1 page 2 pages 1 page 6. Evaluation of Proposals 6.1. RFP Evaluation Process The evaluation of the proposals will be conducted by CCHSC in six (6) stages. A proposal must meet the requirements of each applicable stage to proceed to the next stage. Stage 1 consists of validating that all proposal requirements are included and complete according to section Mandatory Requirements. Stage 2 consists of evaluating that the product meets requirements indicated in Schedule D. Vendors should meet all the Critical elements of the requirements at a minimum. RFP number: /19/

12 Stage 3 consists of evaluating the following components of the proposal: knowledge / experience profile, Vendor résumé, and implementation plan, based on the evaluation criteria stated in section Stage 4 consists of evaluating an oral presentation and a demonstration of the proposal by short listed Vendors and responding to questions by the evaluation team. Stage 5 consists of evaluating pricing information according to the evaluation criteria set out in section Stage 6 consists of verifying reference information for the selected Vendor. The points allocated to each stage of the evaluation process are as follows: Stage Evaluation Process Points Minimum Score 1 Mandatory Requirements Pass / Fail Pass 2 Product Requirement points - Critical (8 for component) - Should have (5 for component) - Nice to have (2 for component) 3 Service Requirements - knowledge / experience profile - Vendor résumé - implementation plan 15 (5 for component) (2 for component) (8 for component) 10 points 4 Interview points 4 Demonstration points - Critical (18 for component) - Should have (7 for component) - Nice to have (5 for component) 5 Pricing Information points 6 Reference Verification Pass / Fail Pass Each stage is evaluated separately and in sequential order. Eligible Vendors must achieve a score higher than the minimum score in each stage to participate in the next stage. Three (3) eligible Vendors with the highest combined score in Stage 2 and 3 will be invited to participate in Stage 4. This number may vary in case of a tie score between Vendors Selection of Vendor Evaluation Criteria CCHSC will make the award to the successful Vendor. Final selection of a Vendor may be based on, but not be limited to, a number of criteria. More points will be given to proposals that demonstrate the knowledge, experience and outcomes listed below: Clear understanding of Community Health Centres, primary care and community health issues and drivers; Experience implementing HRIS solution in multiple sites Proven track record of providing training and support services post implementation RFP number: /19/

13 Potential for collaboration with the CHC sector, and specifically with the CCHSC, recognizing the limited resources available in the community health sector; Alignment of business philosophy with CCHSC and community health objectives; Strong analytical skills and ability to take complex topics in a changing environment Proven ability of working with an advisory committee. Professionalism; Service availability; and Overall value for services Pricing Information Stage 5 Pricing Information is eligible for a maximum of 20 points out of a total possible score of 100 points for each proposal. Vendors should consult Schedule C in order to help determine cost for each CHC. The score is based on the proximity of the proposed total fee for the delivery of the Implementation Plan (Proposed Total Fee) to the lowest proposed fee for all eligible Vendors (Lowest Cost). Points will be provided to the eligible Vendor based on the formula set out identified below: Lowest Cost Proposed Total Fee x 20 = Points Awarded For example if, if the total fee proposed is $5,000 and the Lowest Cost is $4,000, the Vendor would receive 16 points out of 20 for pricing information ( x 20). Numbers used in examples are for illustration purposes only Contract Award CCHSC will make the award to the successful Vendor that can provide the relevant solution for the CCHSC. The selected Vendor s entire proposal will be evaluated on the basis of the response to all information requested in this RFP. The successful Vendor will be invited to enter into an Agreement with each CHCs and there will be a common set of terms for each agreement. Some variation may be included in separate agreements to reflect differing CHCs environment. Notice of selection to the Vendor will be in writing Failure to Enter into Agreement If a selected Vendor fails to execute the Agreement within a period of 30 days of notice of selection, CCHSC may, in its sole and absolute discretion and without incurring any liability, rescind the selection of that Vendor Notification to Other Vendors Once an Agreement is executed by the successful Vendor and CHCs, the other Vendors will be notified by CCHSC in writing of the award of the contract to the successful Vendor. RFP number: /19/

14 SCHEDULE A - CHC MODEL OF CARE CHCs offer a range of comprehensive primary health care and health promotion programs in diverse communities across Ontario. Services within CHCs are structured and designed to eliminate system wide barriers to accessing healthcare such as poverty, geographic isolation, ethno- and culture centrism, racism, sexism, heterosexism, transphobia, language discrimination, ageism, ableism and other harmful forms of social exclusion including issues such as complex mental health that can lead to an increased burden or risk of ill health. The CHC model of care focuses on five service areas: Primary care Illness prevention Health promotion Community capacity building Service integration The CHC model of care is: Comprehensive. CHCs provide comprehensive, coordinated, primary health care for their communities, encompassing primary care, illness prevention, and health promotion, in one to one service, personal development groups, and community level interventions. Accessible. CHCs are designed to improve access, participation, equity, inclusiveness and social justice by eliminating systemic barriers to full participation. CHCs have expertise in ensuring access for people who encounter a diverse range of social, cultural, economic, legal or geographic barriers which contribute to the risk of developing health problems. This would include the provision of culturally appropriate programs and services, programs for the non-insured, optimal location and design of facilities, oppression-free environments and 24 hour on-call services. Client and community centred. CHCs are continuously adapting and refining their ability to reach and to serve their clients and communities. CHCs plan based on population health needs and develop best practices for serving those needs. CHCs strive to provide client centred care. Interdisciplinary. CHCs build interdisciplinary teams working in collaborative practice. In these teams, salaried professionals work together in a coordinated approach to address the health needs of their clients. Depending on the actual programs and services offered, CHC interdisciplinary teams may include physicians, nurses, nurse practitioners, dietitians, physiotherapists, occupational therapists, social workers, Aboriginal traditional healers, chiropodists, counsellors, health promoters, community development workers, and administrative staff. Integrated. CHCs develop strong connections with health system partners and community partners to ensure the integration of CHC services with the delivery of other health and social services. Integration improves client care through the provision of timely services, appropriate referrals, and the delivery of seamless care. Integration also leads to system efficiencies. RFP number: /19/

15 Community governed. CHCs are not-for-profit organizations, governed by community boards. Community governance ensures that the health of a community is enhanced by providing leadership that is reflective of its diverse communities. Community boards and committees provide a mechanism for centres to be responsive to the needs of their respective communities, and for communities to develop a sense of ownership over their centres. Inclusive of the social determinants of health. The health of individuals and populations are impacted by the social determinants of health including shelter, education, food, income, a stable eco-system, sustainable resources, anti-oppression, inclusion, social justice, equity and peace. CHCs strive for improvements in social supports and conditions that affect the long term health of their clients and community, through participation in multi-sector partnerships, and the development of healthy public policy, within a population health framework. Grounded in a community development approach. CHC services and programs are responsive to local community initiatives and needs. The community development approach builds on community leadership, knowledge and life experiences of community members and partners to contribute to the health of their community. CHCs increase the capacity of communities to improve community and individual health outcomes. RFP number: /19/

16 SCHEDULE B - CONFLICT OF INTEREST FORM If the box below is left blank, the Vendor will be deemed to declare that: (1) there was no Conflict of Interest in preparing its submission; and (2) there is no foreseeable Conflict of Interest in performing the contractual obligations contemplated in the. Otherwise, if the statement below applies, check the box. The Vendor declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the Vendor foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the Request for Services. If the Vendor declares an actual or potential Conflict of Interest by marking the box above, the Vendor must set out below details of the actual or potential Conflict of Interest: Officer of the Company Date RFP number: /19/

17 SCHEDULE C CHC DATA Community Health Centres Main Office address # of FT staff # of PT staff Accounting Software Payroll software Official language designation Operating system Current HRIS Carlington 900 Merivale Road, Ottawa, ON AccPac AccPac English Microsoft Windows Ascentis Centretown 420 Cooper Street, Ottawa, ON AccPac N Sync French/English Microsoft Windows None Pinecrest- Queensway 1365 Richmond Road, Ottawa, ON AccPac AccPac French/English Microsoft Windows Sage Abra SQL HRMS Sandy Hill 221 Nelson Street, Ottawa, ON AccPac AccPac French/English Microsoft Windows HRA Global Somerset West 55 Eccles Street, Ottawa, ON AccPac ADP English Microsoft Windows None Seaway Valley 353 Pitt Street, Cornwall, ON 12 5 Simple Accounting ADP English Microsoft Windows In house Estrie 738 rue Notre Dame, Embrun, ON Lanark 207 Robertson Drive, Lanark, ON AccPac AccPac French Microsoft Windows Nav N Sync English Microsoft Dynamics NAV None None South East 600 Bank Street, Ottawa, ON AccPac Clarity English Microsoft Windows None RFP number: /19/

18 SCHEDULE D CCHSC HRIS SOLUTION REQUIREMENTS Legend Users M = Management Weight 3 = Critical/Must have S = Staff 2 = Should have A = Administrator 1 = Nice to have HRIS REQUIREMENTS Comments USER(S) WEIGHT 1 User friendly interface Limited number of clicks Not to crowed visually # of days for training Labelled tabs for ease of navigation S 3 2 Timely time-off request and approval process 3 Ability to track unpaid leave & breaks in service 4 Reporting, forecasting and trend analysis capabilities 5 Self-serve portal for employees- Administrator right for designated personnel Accurate tracking (i.e.: work flows) CAT report Overtime liability report Sick leave report Forecasting Etc. Capacity to add attachment Track staff development M 3 S/ RFP number: /19/

19 HRIS REQUIREMENTS Comments USER(S) WEIGHT 6 Adaptable architecture which allow us to make changes in the features 7 User support during business hours (i.e. adaptable to different financial reporting software, pulling out different types of statistics reports etc.) Training schedule (mandatory licenses, etc.) (i.e.8am to 5pm EST) 8 Audit capability Capacity to generate user reports (entries, modifications, etc.) 9 Integration to payroll 10 Ability to track salary scales, positions, dependents, emergency contacts, performance review schedules, and any property used by staff 11 Bilingual software 12 Capacity to establish rules (CHC policy compliant) 13 Ability to deal with staff with multiple jobs 14 Leave benefits tracking Capacity to export data to Excel to manipulate and import to payroll Must at least possess the capacity to enter information in French One staff may have multiple positions at different pay scale, different benefits and different cost centre Vacation Sick Bereavement Comp Overtime earned Lieu time A/M 2 RFP number: /19/

20 HRIS REQUIREMENTS Comments USER(S) WEIGHT 15 notification for supervisors (for performance appraisal, step increase, license renewal, etc.) 16 Forms and workflow capable Personal time Statutory holidays Etc. Moving all paper to electronic form M/A 1 17 Archiving capacity 18 Capacity to generate contract from information entered Templates letters A 1 19 Ability to track and manage overtime S 3 20 Staff development tracking/management Skills inventory (i.e. Bill 168, WSIB, etc.) 21 Cascading updates of FTE changes A 2 22 Support for salary scale i.e. entering position provide appropriate salary scale A 2 23 Unified login/active directory integration S 2 24 Web-based Accessible remotely for employees to access M/S/ RFP number: /19/