Professional Documents
Culture Documents
5. EVALUATION OF PROPOSALS
5.1 RFP Evaluation Process
5.2 Selection of Vendor
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.
Vendors are prohibited from contacting any staff to obtain any information pertaining to this RFP, RFP
Process, or to demonstrate or justify the Vendors 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.
Event Date
RFP Release June 24, 2015
Final Date for RFP Inquiries July 3, 2015
RFP Closing Date July 13, 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.
3.3 When and Where to Submit a Proposal
To be eligible for consideration, proposals must be received via email by 4:00 p.m. Eastern Standard
Time on July 13, 2015 (the RFP Closing Date). The subject line of the email 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 Vendors responsibility to ensure that
proposals are submitted on or before the RFP Closing Date.
3.6 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.
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.
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.
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.
4.3 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.
5. EVALUATION OF PROPOSALS
Stage 1 consists of validating that all proposal requirements are included and complete
according to section 4.5.1 - 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.
The points allocated to each stage of the evaluation process are as follows:
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.
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.
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:
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.
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.
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.
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.
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:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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Officer of the Company
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Date
SCHEDULE C CHC DATA
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
Operating System:
Microsoft Windows
Current HRIS:
ASL
SCHEDULE D HRIS SOLUTION REQUIREMENTS
12 Ability to deal with staff with multiple jobs One staff may have multiple positions at 3
or changes in hours different pay scale, different benefits and
different cost centre
HRIS REQUIREMENTS Comments WEIGHT
16 Archiving capacity 3
18 Staff development tracking/management Skills inventory (i.e. Bill 168, WHMIS, etc.) 2