Request for Proposal Human Resources Information Management System

Transcription

1 Request for Proposal Human Resources Information Management System June 24, 2015

2 TABLE OF CONTENTS 1. INTRODUCTION 2. PRODUCT and SERVICES 2.1 Description of Services 2.2 Description of Product 2. Support for Services. PROPOSAL SUBMISSION GUIDELINES.1 Communication After Issuance of RFP.2 RFP Schedule. When and Where to Submit a Proposal.4 Withdrawal or Amendment of Proposal.5 Proposal Irrevocable.6 Addenda.7 Clarification and Verification of Proposal.8 Vendor Inquiries.9 Conflict of Interest.10 Type and Term of Contract for Services 4. RFP TERMS AND CONDITIONS 4.1 Reservation of Rights of the Centre 4.2 Costs 4. Confidentiality 4.4 Governing Law 4.5 Requirements for Completion 5. EVALUATION OF PROPOSALS 5.1 RFP Evaluation Process 5.2 Selection of Vendor SCHEDULE A - CHC MODEL OF CARE SCHEDULE B - CONFLICT OF INTEREST FORM SCHEDULE C - CHC DATA SCHEDULE D - HRIS SOLUTION REQUIREMENTS

3 1. INTRODUCTION Invitation Pinecrest-Queensway Community Health Centre (the Centre ) is inviting Vendors to submit a proposal to supply and implement a Human Resources Information System (HRIS). Background We are a community health centre in the west end of Ottawa. We are a funder driven organization and offer a diverse list of programs and services in the areas of Primary Health Care (including medical clinics, and seniors outreach services and seniors falls prevention), Mental Health (including an Assertive Community Treatment Team and housing support programs), Community Health (including community houses, health promotion, employment services and youth programming), and Children and Family (including an Early Years Centre, and specialized preschool programming). We have two main sites: our main site on Richmond Road in Ottawa and a satellite location in Barrhaven. Programs and services are, however, offered throughout the Champlain LHIN region with some offered in community settings, schools, hospitals, partner agencies, community centres, to name just a few. We have a staff complement of close to 250 full- and part-time staff located throughout the region. 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) for the Centre. 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. On-going support 2. Propose additional industry best practices and options relevant to project;. Create a road map detailing implementation; 4. Provide detailed pricing information.

4 2.2 Description of Product The selected Vendor will be required to: 1. Provide an HRIS solution that meets the varied needs of the Centre. 2. Meet or exceed product requirements as indicated in Schedule D (see Schedule D for details). 2. Support for Services The selected Vendor will have the support of the Centre in the following manner: 1. Assigned Centre lead for the project and additional implementation 2. Centre support with any proposed surveys or information gathering. Identification of an advisory committee 4. Administrative support to set up a one day meeting with the advisory committee. PROPOSAL SUBMISSION GUIDELINES.1 Communication After Issuance of RFP The Client Representative is: Debbie Johnston, HR and Administration Manager 165 Richmond Road, Ottawa, ON K2B 6R7 d.johnston@pqchc.com Office: (61) (ext. 14) Facsimile: (61) 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 PQCHC. 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..2 RFP Schedule The following is a summary of the key dates in the RFP process. Event Date RFP Release June 24, 2015 Final Date for RFP Inquiries July, 2015 RFP Closing Date July 1, 2015 Vendor Interviews (approximate) August/September 2015 Selection Completed (approximate) August/September 2015 The RFP schedule is tentative and may be changed by PQCHC at its sole discretion.

5 . 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 July 1, 2015 (the RFP Closing Date ). The subject line of the must be clearly noted Proposal for PQCHC 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 d.johnston@pqchc.com and shall not be copied to any other party. Late proposals will not be accepted and will be returned. It is the Vendor s responsibility to ensure that proposals are submitted on or before the RFP Closing Date..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.. The Centre will return a proposal that has been withdrawn..5 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 the Centre until July 10, Addenda The issuance of addenda will be the only method recognized for revisions to the RFP document. The Centre will make its best effort to issue addenda within a reasonable period of time..7 Clarification and Verification of Proposal The Centre reserves the right to seek clarification and supplementary information from Vendors after the bid submission deadline. The response received by the Centre from a Vendor shall, if accepted by the Centre, form an integral part of that Vendor s submission. The Centre reserves the right to verify any Vendor statement or claim by whatever means the Centre deems appropriate and may reject any Vendor statement or claim, if in the judgement of the Centre, the statement or claim appears unwarranted or not credible..8 Vendor Inquiries All inquiries regarding this RFP should be directed via to the Client Representative. The deadline for inquiries is July, The Centre 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..9 Conflict of Interest Any Vendor(s) who has a current or may have had a previous relationship with the Centre 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 as Schedule B.

6 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, the Centre, 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 the Centre, in its sole discretion, determines that the Vendor made a misrepresentation regarding any of the above..10 Type and Term of Contract for Services The selected Vendor will be required to enter into an Agreement with the Centre. The total duration of the implementation is not to exceed 6 months from the contract signing date. 4. RFP TERMS & CONDITIONS 4.1 Reservation of Rights of the Centre In addition to any other express rights or any other rights which may be implied in the circumstances, without liability, cost or penalty to the Centre, the Centre 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. Waive irregularities in any Vendor s proposal; c. Check references other than those provided by a Vendor; d. Disqualify a Vendor whose proposal contains misrepresentations or any other inaccurate or misleading information; e. Disqualify a Vendor or the proposal of a Vendor who has engaged in conduct prohibited by this RFP; f. Accept or reject a proposal if only one proposal is submitted; g. Select any Vendor other than the Vendor whose proposal reflects the lowest pricing; h. Cancel this RFP process at any stage; i. Cancel this RFP and issue a new RFP for the same or similar services; j. Discuss with any Vendor different or additional terms to those contemplated in this RFP or in any Vendor s proposal; k. 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 the Centre; and l. Reject any or all proposals in the absolute discretion of the Centre. 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. 4.2 Costs The Centre assumes no responsibility for any Vendor costs associated with the preparation and presentation of its proposal.

7 4. 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 written consent has been provided by the Centre. All material and information distributed will remain the property of the Centre 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. 4.4 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. 4.5 Requirements for Completion Mandatory Requirements The Vendor must deliver one (1) signed electronic copy of the proposal in Adobe Acrobat (PDF) format to the Client Representative. The following is a list of items to be included in the proposal: 1. 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. 2. Organization Profile: A description of the business and contact details of the Vendor s organization, including: a. The full legal name of the Vendor s organization; b. Any other relevant name under which the Vendor s organization carries on business; c. The address, telephone, website and facsimile numbers for the Vendors organization; d. The name and title of a primary contact for all questions and clarifications arising from the RFP; e. The address, , telephone and facsimile number for the primary contact; and f. The name(s) and title(s) of the proposed individual(s) who will be performing the services for the Centre, including clear reference of the lead Vendor; and g. The proposed start date for performing the services for the Centre which would not exceed a period of 6 months for implementation.

8 . 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 Centre (see section 4.5.). 4. Vendor Résumé: Submit a résumé(s) for the resource(s) proposed by the Vendor proposed for the delivery of services to the Centre. 5. 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). 6. Conflict of Interest Form: Complete and attach the Conflict of Interest Form included in Schedule B for each proposed Vendor resource. 7. References: Identify three () client references. References 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. 8. Pricing Information: Identify hourly rates for each proposed Vendor resource and a total cost for the delivery of services outlined in the Implementation Plans. 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. iv. Support cost (help desk and/or any other related cost; Other costs vendor should indicate any other costs required to meet project requirements. 9. Submission Length: should not exceed 0 pages in length using 11 font, Arial, single space and letter 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 4.5 (), each proposal will demonstrate their knowledge and/or experience to support the services required by the Centre by providing a response to each of the following: 1. Extensive Knowledge/Experience with community health centres and/or similar organizations (i.e. not-for-profit, healthcare, etc.); 2. Extensive experience in providing Human Resources Information Systems solutions to small and medium size organizations ;. Demonstrated experience working with an advisory committee. Below is the recommended number of pages for each section:

9 MANDATORY REQUIREMENTS (1) Cover letter 1 page (2) Organizational Profile 1 page () Knowledge experience profile 2- pages (4) Vendor Resume No more than resumes (2 pages in length maximum per resume) (5) Implementation plan 1-2 pages (6) Conflict of interest form 1 page (See Schedule B) (7) References 1-2 pages for three references (8) Pricing 1 pages for all CHC s PRODUCT REQUIREMENTS KNOWLEDGE/EXPERIENCE PROFILE pages 4.5. (1) Experience with sector 1 page 4.5. (2) Experience in providing this type of solution 4.5. () Experience working with Advisory Committee 5. EVALUATION OF PROPOSALS 2 pages 1 page 5.1 RFP Evaluation Process The evaluation of the proposals will be conducted by the Centre in six (6) stages. the requirements of each applicable stage in order to proceed to the next stage. A proposal must meet 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. Stage 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.

10 Stage 5 consists of evaluating pricing information according to the evaluation criteria set out on the next page. 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 25 points 18 points - Critical/Must Have 17 - Should Have 5 - Nice to Have Service Requirements - Knowledge/Experience Profile - Vendor résumé - Implementation plan 15 points points 4 Interview 20 points 15 points 5 Demonstration 25 points 20 points 6 Pricing Information 15 points 10 points 7 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 () eligible Vendors with the highest combined score in Stage 2 and will be invited to participate in Stage 4. This number may vary in case of a tie score between Vendors. 5.2 Selection of Vendor Evaluation Criteria PQCHC 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 solutions Proven track record of providing training and support services post implementation Alignment of business philosophy with the Centre and community health objectives Strong analytical skills and ability to take complex topics in a changing environment Proven ability to work with an advisory committee. Professionalism; Service availability; and, Overall value for services.

11 5.2.2 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. 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 The Centre will make the award to the successful Vendor that can provide the relevant solution. 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 the Centre. 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 0 days of notice of selection, the Centre 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, the other Vendors will be notified by the Centre in writing of the award of the contract to the successful Vendor.

12 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.

13 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.

14 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 Request for Proposal. 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

15 SCHEDULE C CHC DATA Main Office Address: Pinecrest-Queensway Community Health Centre 165 Richmond Road, Ottawa, ON K2B 6R7 (61) Fax: Employees: - Approximately 250 full- and part-time staff (including short term contract staff as well as casual/on-call positions) - Employee scenarios which occur frequently include changing FTE during the year, going on an unpaid leave of absence, or changing positions within the organization Accounting and Payroll Software: AccPac Official Language Designation: English/French Operating System: Microsoft Windows Current HRIS: ASL

16 SCHEDULE D HRIS SOLUTION REQUIREMENTS HRIS REQUIREMENTS Comments WEIGHT 1 User friendly/intuitive interface Limited number of clicks Not too crowded visually # of days for administrator training Labelled tabs for ease of navigation 2 Ability to track unpaid leave, or changes to employee FTE status Reporting, forecasting and trend analysis capabilities 4 Self-serve portal for employees - Administrator rights for designated personnel 5 Adaptable architecture which allow us to make changes in the features (configurability and customization) 6 User support during/beyond regular business hours System automatically re-calculates leave entitlements Examples: Overtime liability report Sick leave report Forecasting Capacity to add attachments Tracking staff development Adaptable to different financial reporting software, pulling out different types of statistics reports etc. 8am to 5pm EST Audit capability Capacity to generate user reports (entries, modifications, etc.) 8 Integration to payroll Capacity to export data to Excel to manipulate and import to payroll 9 Ability to track salary scales, positions, dependents, emergency contacts, and any property used by staff 10 Bilingual software Must at least possess the capacity to enter information in French 11 Capacity to establish rules (CHC policy compliant) Ability to deal with staff with multiple jobs or changes in hours One staff may have multiple positions at different pay scale, different benefits and different cost centre

17 HRIS REQUIREMENTS Comments WEIGHT 1 Leave benefits tracking Examples: Vacation Sick Bereavement Overtime earned Lieu time Personal time Statutory holidays 14 notification for supervisors (pay increase, leave requests, license renewal, etc.) Capacity to link to Outlook 2 15 Forms and workflow capable Moving all paper to electronic form 1 16 Archiving capacity 17 Capacity to generate contract from information entered Document templates 1 18 Staff development tracking/management Skills inventory (i.e. Bill 168, WHMIS, etc.) 2 19 Support for salary scale Entering position provides appropriate salary scale 1 20 Unified login/active directory integration Single sign-on 1 21 Access rights Capacity to set different levels of access/administrator rights 22 IT Considerations Cloud-based service Browser agnostic Ability for mobile app 2 Data Transfer Ability to migrate existing data