WEDI: Request for Quotation

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1 WEDI: Request for Quotation Business Plan Development Consultant Overview Request for Quotation (RFQ) WEDI, a leading healthcare IT nonprofit, is seeking a highly experienced consultant to help guide the development of a multi-year business plan, identify and evaluate strategic opportunities in order to serve as a framework for the organization s future. The purpose of this request for proposal is to invite interested and qualified consultants/firms to submit a proposal for the development of a business plan including the identification and evaluation of strategic opportunities for The Workgroup for Electronic Data Interchange (WEDI). Based on consultations with key stakeholders in conjunction with industry research, a business plan will be developed that will serve as a detailed framework for key WEDI actions that will guide the organization over the next three to five years. About WEDI The Workgroup for Electronic Data Interchange (WEDI) a coalition of health plans, hospitals, providers, government agencies, and other healthcare stakeholders is the leading authority on health information exchange. WEDI works to develop consensus among its members to address the latest health system data exchange opportunities. In 1991, the Secretary of Health and Human Services established WEDI to improve healthcare delivery by developing standards and requirements for data exchange. The Health Information Portability and Accountability Act of 1996 named WEDI as an advisor to the HHS Secretary, a role the organization still serves. For over 20 years, WEDI has served as a forum for healthcare organizations. In this forum, the organization has enabled the healthcare industry to identify innovative ways around how the industry can enhance information exchange in order to increase efficiency, improve quality and reduce cost. WEDI accomplishes its mission through the dedication and talent provided by volunteer members who provide leadership on critical topics and who develop industry guidance in the form of white papers, issue briefs, and educational events. Additionally, WEDI leverages open public forums such as Policy Advisory Groups (PAGs) and Technical Advisory Committees (TAC) to provide feedback to government agencies and standards setting organizations. WEDI has an excellent long standing relationship with HHS. The original 1993 report published by WEDI at the request of the Secretary of Health and Human Services is well known as having served as the basis for many of the provisions contained within the 1996 HIPAA legislation. In the 1996 HIPAA legislation, WEDI was named an advisor to the Secretary of HHS and continues to serve in that capacity. On the 20 th anniversary of the original WEDI Report, the 2013 WEDI Report was created that outlined the next generation of healthcare information exchange, 1

2 focusing on four key areas, including: patient engagement, new payment models, data harmonization, and innovative encounters. WEDI has not only been instrumental in the initial implementation of HIPAA, but also continues to provide leadership to the industry. WEDI has extensive experience in bringing together a large number of stakeholders and distilling their thoughts and feedback into pinpoint recommendations for change and has a long established reputation for being a neutral, unbiased and trusted third party. Below are examples of the types of issues that WEDI workgroups currently address: HIPAA Privacy / Security issues Healthcare transaction exchanges (e.g. X12N 837, 835, 277) Operating Rules Claim Attachments Identifiers (Employer, Provider and Health Plan) New Payment Models- Accountable Care Organizations / Bundled Payments Genomics (new) Industry code changes (e.g. ICD-10) Health ID Card Project Description Project Purpose & Objectives The Business Plan for WEDI will guide the next evolution of WEDI as the organization looks towards the next 3 to 5 years. The document must clearly communicate a detailed framework for the development of WEDI and will include key strategies and related activities, funding, governance structures, implementation plans, staffing, financial analysis and key performance indicators (KPIs). The planning process must be highly consultative, and designed to secure commitment by WEDI s Board of Directors and staff leaders. Specifically the business plan must include: A strategic environmental analysis (SWOT) Detailed descriptions of the services and resources that will be delivered by WEDI (in addition to those offered today) A description of the staffing and operational requirements, including anticipated revenues and expenses A series of interim targets that will allow for the realistic achievement of goals A description of the unique value proposition of WEDI and how it can position itself as a market leader. A series of key performance indicators (KPIS) and target goals in order to ensure project success A description of stakeholder roles, responsibilities and commitments A description of the governance structure A financial plan for the first three full operating years including capital and operating costs, revenue sources and projections, etc. 2

3 A detailed financial plan for achieving sufficient revenue growth in order to ensure the goals of the business plan and each of the strategic initiatives are attainable and sustainable A detailed timeline for implementation Suggested strategies for providing for the long term sustainability of WEDI, which will include identification and subsequent feasibility analysis of new products and service offerings A strategic framework that will include key organization strategies and key activities/actions associated with key performance indices Key Vendor Responsibilities In responding to this RFQ, WEDI expects that the vendor will assume the following work elements: Project Management Direct and manage project development from beginning to end. Define and track milestones that support business goals in collaboration with management and stakeholders. Develop project plans and associated communications documents. Assist in logistics planning for face-to-face planning meetings, and webinars Be available for questions and clarifications Oversee and coordinate strategic planning workgroups as identified Ensure the project is on time and on budget Industry Research Assist in identifying and outreaching to organizations that should be communicated with in the development of the plan. Conduct an industry scan to determine competing initiatives/organizations, areas of opportunities, and possible areas for organizational growth Conduct interviews with Board members, staff, members, non-members and key industry leaders as needed to determine value and opportunities for growth Project Implementation Develop a business plan (as defined in the purpose and objectives section), including a breakout for each individual initiative Development of an executive summary PowerPoint that provides a high-level understanding of the plan to be used with the WEDI membership Create Excel financial spreadsheets containing detailed budget analysis over the next three years Create an environmental scan/evaluation that can be used as a stand-alone document Develop a product and service matrix and detailed descriptions of future work Conduct formal presentations for large groups for key decision makers as needed Effectively communicate project expectations to team members and stakeholders in a timely and clear fashion. 3

4 Identify KPI s and monitoring points to allow for ongoing evaluation of how each initiative is performing and is it meeting anticipated results so as to insure that that plan is adjusted as needed based on interim results. A market analysis of each opportunity identified. Budget Information Project Duration The project will commence in March 2015 and will conclude no later than September 1, Funding Budget As part of the RFQ, please provide a fixed cost estimate preliminary budget proposal and justification. Please note that travel costs to other cities will be reimbursed at cost, and travel time is not billable time. Please provide an estimate of travel with your bid. Assumptions It is assumed that the selected vendor will agree to incorporate and reference this RFQ into subsequent contacts RFQ Timeline The selected applicant must be able to meet deadlines set by WEDI for the project: Key Dates RFQ Release Date: February 9, 2015 RFQ Response Date: February 27, 2015 (Late applications will not be accepted) RFQ Review Date: February 28, 2015 Anticipated Award Date: March 5, 2015 Anticipated Start Date: March 5, 2015 Expected Draft Report Due: July 6, 2015 Expected Final Report Due: September 1, 2015 Eligibility Respondents are limited to institutions within the United States and U.S. possessions. Applicants must be United States citizens. Eligible Contractors: For-profit organizations, non-profit organizations, and public or private institutions are eligible to respond to this RFQ. Vendor Credentials: One individual must be the primary project manager on the project. This individual must have the skills, knowledge, and resources necessary to carry out the proposed project. In the application, the project management consultant should address the following criteria, which will be carefully assessed during the review process: 4

5 Credentials in the area of the project Experience with similar research/projects Samples of a strategic plan, business plan, market analysis and related metrics that that conveys complex information in a plain-language manner Ability to meet specific deadlines outlined in the RFQ Please describe what approach will be used to complete the business plan. Include a detailed timeline and description of project deliverables. General Information Vendors should address the following information and questions: 1. Provide a brief history of your organization, including the number of years in business and experience in outcomes research. 2. Describe your organization's mission. 3. Provide a brief summary of your organization's operations, including your organizational structure. 4. How many employees work for your organization and how many would be dedicated to this project? 5. Provide a partial list of your organization's customers and the type of services you provide them. 6. Are you a current WEDI member Experience 1. Describe your organization's experience with similar projects. 2. Describe your experience in facilitating groups and coming to consensus around strategic direction. Please note that direct and extensive healthcare, technology and nonprofit knowledge is required (more than 8 years). 3. Do you currently service any other companies or organizations that could be conceived as a competitor to WEDI? 4. What distinguishes your organization from your other competitors? 5. Please describe your past experience in strategic planning and business planning. Resources Provided by WEDI: As a way to lower costs of the vendor, the following cooperation and resources will be made available through WEDI: 1) A survey monkey account that can be used to create surveys 2) A mailing list and CRM system is currently in place to assist in outreach 3) Teleconference software and webinar software (Go to Webinar). This service can also be used for real-time polling. Payment 5

6 Payment of Funds WEDI will make a 20% payment at the inception of the award, an additional 30% after the complete draft of the initial strategic plan and business plan, 30% on development of the strategic plan and business plan and a final payment of 20% after the final strategic and business plans have been received and accepted by WEDI. General Instructions Preparing the application While no specific format is required for RFQ responses, all elements of the RFQ must be included in your proposal. Specifically, please address WEDI s specific goals (see Project Description) in detail. The response is to include the following components: Cover page with key personnel Proposed project plan Proposed milestones Detailed budget and justification Biographical sketch of lead project manager and other staff (as necessary) Three professional references Submission Submit one electronic copy in Microsoft Word or Adobe PDF. Send all applications and correspondence to via to Revised Proposals WEDI reserves the right to modify its RFQ at its sole discretion and also maintains the right to negotiate specific proposals with respondents. Final Reports & Materials At the conclusion of the project, all documents and presentations will be compiled into a professionally written strategic and business plan, including a market analysis (either in MS Word or PPT, or Excel) and presented in a concise, easy-to-read format. The environmental scan and summaries of inputs (e.g. interviews) shall be documented along with supporting statistics and materials shall be included in appendices, as necessary. Publications All work products, documents, information and Data are the sole property of WEDI and may not be discussed or published in any manner without the express permission of WEDI. 6

7 Copyright, WEDI Use of Data All copyright interests in materials produced as a result of the award are solely owned by WEDI. Important Notices: After written proposals are reviewed, WEDI may contact qualifying institutions or companies for further information. Nevertheless, WEDI reserves the right to award a contract to a responder to this RFQ without further communication. All proposals submitted, therefore, should be based upon the most appropriate and favorable terms that responders have to offer. WEDI has no obligation to accept or consider unsolicited proposals or proposal modifications. WEDI is not responsible for any expenses incurred by responders to this RFQ in responding and/or representing themselves to WEDI or its agents. QUESTIONS Questions MUST be submitted in Contact: Dr. Devin Jopp WEDI President & CEO 7

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