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RFS 2021-04 - Consulting Services - Portal Strategy

RFS 2021-04 - Consulting Services - Portal Strategy
Cet appel d’offres est FERMÉ

Information de base

Numéro de référence

0000207015

Organisation émettrice

OntarioMD Inc.

Organisation propriétaire

OntarioMD Inc.

Type d’appel d’offres

DDS - Demande de service (Formel)

Numéro d’appel d’offres

RFS 2021-04

Titre

Consulting Services - Portal Strategy

Code d’identité d’origine

PU.HL.ON.564307.C96862

Type d’accord

Approvisionnement dans le secteur parapublic

Détails

Emplacement

Canada, Ontario, Toronto

Point de livraison

Toronto

Description

 

Request for Services

Consulting Services – Portal Strategy











RFS Number:           2021-04
Issued:                    August 23, 2021
Closing Date:           September 14, 2021 1:00PM EDT




Table of Contents

1.     Introduction                                                                                                                        3
1.1.      Invitation to Submit.......................................................................................................... 3
1.2.      About OntarioMD (OMD).................................................................................................. 3
1.3.      Current Portal Environment........................................................................................... 4
1.4. OMD’s Business Need............................................................................................................ 5
2.     Procurement Process                                                                                                      6
2.1.      RFS Coordination............................................................................................................. 6
2.2.      Procurement Timetable.................................................................................................... 6
2.3.      Submission Requirements................................................................................................. 7
2.4 Evaluation Process............................................................................................................... 8
3.     Terms and Conditions                                                                                                        9
4.     Requirements                                                                                                                     11
4.1.      Role................................................................................................................................ 11
4.2.      Scope of Work............................................................................................................... 11
Appendix A – Standard Consulting Form                                                                            15
Appendix B – Conflict of Interest Declaration                                                               16
Appendix C – References                                                                                                         17
Appendix D – Rated Criteria Form                                                                                         18
Appendix E – Pricing                                                                                                                  20
 
  1. Introduction
    1. Invitation to Submit
This Request for Services (“RFS”) is an invitation to vendors to put forward a submission for the provision of consulting services, as described in Section 4.

In responding to this RFS, you will be deemed to have taken into account all the terms and conditions in the RFS and willing to enter a Statement of Work using the OntarioMD (OMD) standard form for consulting contracts (Appendix A).
 
    1. About OntarioMD (OMD)
OntarioMD (OMD) supports clinician practices with innovative digital health and quality improvement tools and approaches required to address their practice needs. More than 20,000 clinicians are enrolled in our programs and are realizing the value of our digital health services to enhance patient care. OMD is also playing a key role to support clinicians who are joining Ontario Health Teams (OHTs) to enhance the provision of integrated care across the Ontario health care system.

We have a successful track record in developing and implementing provincial digital health tools that are integrated with certified electronic medical records (EMRs) based on clinicians' needs. These include our award-winning Health Report Manager (HRM®), eNotifications and Insights4Care Dashboard tools, and EMR-Integrated eConsult. We are an important delivery partner for the organizations that comprise Ontario Health to deploy other provincial digital health tools to Ontario primary care clinicians on their behalf.

To support OMD’s priorities, our strategic plan for 2020-25 is based on three main strategic areas of focus:
 
  • Corporate growth and sustainability
  • Leading delivery partner
  • Digital health advocacy

With successful implementation of EMRs across clinician practices behind us, the primary care sector is actively engaged in conversation about the best approaches to expand and integrate EMRs so that the greatest value is delivered to patients, clinicians, and the health system. The new and overwhelming demand for virtual care accelerates this discourse. 

As the health system and primary care sector continue to undergo transformation across the country, we are positioned to provide thought leadership, explore new avenues of innovation and interoperability, and develop new partnerships and business models to advance digital health in Canada. OMD is open for business and ready to build on its strengths and contributions to find new ways to add value to the health system. Through partnerships, deep relationships with community-based physician practices and a trusted delivery reputation, OMD is the partner of choice for health system leaders as they seek to advance their objectives and meaningfully engage with clinicians.

We remain focused on understanding and advocating for the needs of clinicians and their patients, to make sure that technology continues to evolve to meet their needs now and into the future. Everything we do should allow clinicians to focus on patient care rather than technology. This means more intelligent systems, more insight-oriented tools, and less data entry. Integration is a key theme as our efforts are geared to connecting health system resources to add value to clinicians with patients at the centre of their care. We will nurture our great relationships with our vendors and our health system delivery partners, as we know that there is more work to do together.

As health system transformation drives new clinical relationships and collaborations, we will work to deliver digital health products, services and change management supports that we know make a difference to care delivery.

OMD is committed to informing our partners and stakeholders with regular public reporting. We publish quarterly reports and an annual report that outlines our achievements over the past fiscal year and our strategic plans for the future.

OMD is a wholly owned subsidiary of the Ontario Medical Association. It is funded by the Province of Ontario.

For more information, please visit www.ontariomd.ca.
 
    1. Current Portal Environment

The OMD Portal encompasses OMD's public-facing corporate website as well as the secure Portal where authenticated users, such as clinicians and other stakeholders, can access a suite of services including:
 
  • Health Card Validation (HCV), a service offered by OMD in partnership with the Ministry of Health (MOH). It allows users to validate the eligibility of a patient's health card against the Ministry databases in real time.
  • Privacy & Security Training, with trackable attestation, for Ontario physicians and other clinicians or their delegates. The OMD Privacy and Security Training Modules cover topics such as safeguarding PHI from breaches and security incidents, how to comply with obligations under PHIPA and considerations when using virtual care tools.
  • EMR Progress Assessment (EPA), a self-assessment tool for clinicians to assess their current EMR use and make improvements. It asks critical questions spanning three key functional areas of EMR use: Practice Management, Information Management, Diagnosis and Treatment Support.
  • eAgreements, a tool to keep track of clinician digital health user agreements in one secure location.

OMD’s current Portal environment consists of the following key components and integrations:
  • The public website (ontariomd.ca) with approximately 156,000 unique page views per month
  • An Authentication and User Management Module (Extranet User Manager (EUM) (provided by a third-party vendor, EnvisionIT) with approximately 26,000 registered user accounts
  • Integration with Ontario Medical Association (OMA) Web Services to authenticate physician and other users
  • Custom applications such as eAgreements, Privacy & Security Training (leveraging the Learning Management System provided by Redwood), Health Card Validation, and the EMR Progress Assessment
  • Additional microsites created on Wordpress (ontariomd.vc, ontariomd.blog, ontariomd.report, ontariomd.live, ontariomd.marketing)

Key technologies leveraged to support OMD’s current Portal usage are:
  • Azure app service - for the website
  • Sharepoint – to create and publish content to the website
  • Azure Red Hat Linux VM, Java, Spring Boot, Tomcat – for the custom apps
  • Integration with Dynamics CRM 365

1.4. OMD’s Business Need
To ensure that OMD can effectively expand its business models, improve stakeholder engagement performance, and deliver value to users, we are procuring consulting services to facilitate the development of OMD’s Portal Strategy.

The vision for the OMD Portal is to provide a gateway for OMD’s clients, clinicians, and non-clinicians, to access our digital health products and services. The Portal Strategy will document this future state vision and capabilities and lay out the path required to achieve this vision. The Portal enhancements will help to strengthen OMD's brand as a trusted advisor to practices while providing OMD with insights into our clients’ needs.

The respondent will conduct a review of the existing Portal services, conduct market research on Portal platforms and operating models, engage with stakeholders for input and review, and help to define the future OMD Portal and the path to achieve OMD’s vision.  


This would be achieved through:
 
  • Engagement with a list of identified stakeholders for their feedback on current challenges and input on functions and features desired for the Portal
  • A review of the existing Portal services and integrations
  • Market research on Portal platforms / technologies & operating models
  • Articulation of the future state vision, business functions and governance of the OMD Portal including the high-level requirements needed to achieve the business functions
  • Development of OMD’s Portal Strategy and Roadmap that identifies the prioritized milestones, high-level estimated timeframes, and budget required to achieve the vision of the future OMD Portal

OMD has a number of initiatives requiring enhanced features through our website and Portal. OMD continuously explores new partnerships and business models to deliver value for our stakeholders and Ontario’s health system. OMD aims to use existing platforms to introduce digital innovations and explore new opportunities offered by emerging technologies to deliver additional value to clinicians, stakeholders, and the broader health system. The creation of a renewed OMD Portal Strategy is critical in advancing these initiatives. Our goal is to complete the Portal Strategy by February 28, 2022.
 
  1. Procurement Process
    1. RFS Coordination

Contact
Val Lesko
Manager Corporate Planning and Administration
Procurement@OntarioMD.com

Mailing Address
OntarioMD
150 Bloor Street West, Suite 900
Toronto, ON M5S 3C1
 
    1. Procurement Timetable
The target completion dates for the procurement activities are listed below:

ActivityDate
Issue RFSAugust 23, 2021
Submit Respondents’ QuestionsAugust 30, 2021 at 13:00 EDT
Informational Session for Respondents September 2, 2021 at 10:00AM to 11:00AM EDT
Written Responses to Respondents’ QuestionsSeptember 3, 2021
Closing Date for Receipt of SubmissionsSeptember 14, 2021 at 13:00 EDT
Evaluate SubmissionsSeptember 14 – September 21, 2021
Respondent Presentations September 27 – September 28, 2021
Select VendorSeptember 29, 2021
Begin Contract (1)October 4, 2021
Complete ContractFebruary 28, 2022 
This RFS timetable is tentative only and may be changed by OMD at its sole discretion.

OMD may, in its sole discretion, extend the Contract End Date for up to one (1) month by giving written
notice to the vendor not less than 10 days before the initial assignment end date.

Notes:
1. Subject to contract execution

 
    1. Submission Requirements
Written submissions are requested from respondents corresponding to the OMD submission requirements described below. Respondents must order their submission in the same order as the order of information requested below.

Respondents must submit their submissions in two separate parts. One part will contain the price portion of the submission using Appendix E. The other part will contain the rest of the submission.  Each part must be submitted in separate electronic files in Microsoft Word format or Adobe portable document format (pdf).

 
  1. Cover Letter
This will include an introduction to the respondent. A clear statement that the Terms and Conditions of this RFS have been read, understood, and agreed to in their entirety and confirming that the information provided in the submission is accurate must also be included. The letter must be signed by an authorized signing officer of the organization.
 
  1. Respondent Profile
The Respondent Profile must include a brief description of the respondent’s type of business and a respondent’s contact for all questions and clarifications arising from the submission. The contact information must include the person’s name, title, address, email, and telephone number.

This section may also include a short summary describing a previous example(s) of where the respondent has provided similar services to OMD or other entities in the public or health care sector.
 
  1. Conflict of Interest Declaration
Any respondent who has or may have a conflict of interest must disclose such conflicts(s). Respondent(s) shall sign and include the Conflict-of-Interest Declaration attached in “Appendix B – Conflict of Interest Declaration”.
 
  1. Proposed Approach, Plan and Staffing
Please use Appendix D – Rated Criteria Form to identify proposed team member(s) and the role(s) they will play. Provide details on how the experiences of the proposed team member(s) meets the rated experience criteria. Also provide examples of the respondent’s experience and the proposed approach and plan to achieve deliverables outlined in 4.2 Scope of Work of the RFS. A soft copy of the template can be provided upon request. 

Once a submission has been accepted, project staff may not be substituted without written agreement from OMD.

Please identify if any component of this project will be outsourced or subcontracted. Please state the name and location of the outsource company or subcontractor, and the length and nature of the relationship with the respondent.
 
  1. Respondent’s Team Member References and Resumes
Complete and attach Appendix C – References providing references as requested therein.

Respondents are expected to submit a resume for each team member proposed in the submission. For each proposed team member, respondents are expected to submit the individual’s resume, applicable experience from the last three (3) years, and references whom OMD may contact for the purpose of conducting reference checks.

Respondents are expected to demonstrate in their submission that each proposed team member has the knowledge, experience and all other qualifications for the proposed role(s) and will be able to provide the requested services.  
 
  1. Price
Complete the pricing information using Appendix E - Pricing.  All dollar amounts are to be stated in Canadian funds.

As noted above, Appendix E is to be submitted as a separate file.

2.4 Evaluation Process
The evaluation of the submission will be conducted by a panel of OMD representatives. A submission must meet the requirements of each applicable stage to proceed to the next stage.

Stage 1: Consists of validating that all Submission Requirements are included and complete according to section 2.3 – Submission Requirements
Stage 2: Consists of scoring by OMD for each qualified submission with respect to the respondent’s Evaluated Rated Criteria (Appendix D)
Stage 3: Upon successful completion of Stage 2, only the top three (3) ranked respondents who meet a minimum score of 49 out of 70 in Stage 2 will move forward to the presentation stage (Stage 3). Where less than three (3) respondents achieve the minimum score, the number of respondents invited to provide a presentation will be reduced accordingly.    
All team members of the respondent must attend the presentation. The presentations are meant to validate the respondent’s and their team members’ capabilities. Information specific to the presentation content will be provided at the time the invitation to present is extended.
All respondents that are not selected to move to the presentation stage are disqualified from moving to Stage 4 of the procurement evaluation.
Stage 4: Consists of scoring the pricing submitted by the respondents invited to present in Stage 3.
Stage 5: Consists of verifying reference information for the respondent with the highest combined score from Stage 2, 3 and 4. Subject to satisfactory reference checks, the respondent with the highest score will be selected and invited to finalize and enter into the Agreement with OMD. Unsatisfactory reference checks will disqualify the respondent from the selection process. References will only be contacted if a respondent is considered at Stage 5.
The points allocated to each stage of the evaluation process are as follows:
  
Evaluation ProcessPointsStage 1 - Submission Requirements
(Section 2.3 of this RFS)Pass / Fail
Stage 2 - Rated Criteria (See Appendix D)70
Stage 3 - Presentation10
Stage 4 - Price20
Stage 5 – Reference Checks  Pass / Fail
 
  1. Terms and Conditions
 
  1. Confidentiality

OMD reserves all rights in respect of this RFS. Respondents to this RFS may not reproduce, modify, disclose, distribute or publish any portion of this RFS or any information about without the prior written approval of OMD, save and except for the strict purpose of preparing a response, and provided always that any such reproduction, modification, disclosure, distribution or publication of this RFS shall only be made to or for recipient’s employees or advisors on a strict need-to-know basis, each of whom the recipient agrees to bind to these same confidentiality obligations.

Respondents or other RFS recipients may not use the name of OMD or refer to this RFS in any advertisement or other promotional messages without the prior written consent of OMD.

Information pertaining to OMD obtained by the respondent as a result of participation in this RFS is confidential and must not be disclosed without written authorization from OMD.

Collection and Use of Personal Information

Respondents are solely responsible for familiarizing themselves, and ensuring that they comply, with the laws applicable to the collection and dissemination of information, including resumes and other personal information concerning employees and employees of any subcontractors. If this RFS requires respondents to provide OMD with personal information of employees who have been included as resources in response to this RFS, respondents will ensure that they have obtained written consent from each of those employees before forwarding such personal information to OMD. Such written consents are to specify that the personal information may be forwarded to OMD for the purposes of responding to this RFS and use by OMD for the purposes set out in the RFS. OMD may, at any time, request the original consents or copies of the original consents from respondents.
 
  1. Please provide an electronic copy (via email) as indicated in Section 2.2 to:

Val Lesko
Manager, Corporate Planning and Administration
procurement@ontariomd.com


All communications regarding this RFS must be directed by email to this address.
 
  1. We regret extensions cannot be granted. Submissions received after the deadline will be sent a notification email that their submission will not be considered.
 
  1. Facsimile submissions in whole or in part will not be accepted.
 
  1. Respondents that are selected to move to Stage 3 of the evaluation process will be required to make all their team members available for a presentation (tentatively scheduled as indicated in Section 2.2) and respond to questions from OMD.
 
  1. Other than the contact named in 2. above, a respondent may not contact or attempt to contact, during the RFS process, anyone else at OMD for the purposes of obtaining information that relates to this RFS. Any respondent who fails to comply with this requirement will be disqualified.
 
  1. OMD, without liability, cost, or penalty, may at any time prior to or after closing time:
    • Alter any dates in this RFS;
    • Cancel this RFS;
    • Amend or supplement this RFS;
    • Issue a new RFS for the same or similar services.
 
  1. The submission with the lowest cost may not necessarily be the winning bid. While the cost is an important element in the selection process, it is to be clearly understood that there are other evaluation criteria in the RFS that OMD will consider in evaluating submissions.
 
  1. OMD, without liability, cost, or penalty, may, in its sole discretion, waive irregularities in any respondent’s submission.
 
  1. OMD, without liability, cost, or penalty, may, in its sole discretion and at any time after submission, seek clarification from any respondent with respect to its submission. Any written information received by OMD from a respondent in response to a request for clarification from OMD shall be considered an integral part of the respondent’s submission.
 
  1. OMD may verify any respondent claim or statement by whatever means OMD deems appropriate, including contacting references other than those offered by the respondent, and may reject any respondent statement or claim, if in the judgment of OMD, the statement or claim is unwarranted or not credible.
 
  1. OMD assumes no responsibility for any costs associated with your response to this RFS.
 
  1. OMD’s standard Letter of Engagement referenced in Appendix “A” is available through the following Portal link:

    https://www.ontariomd.ca/documents/letter%20of%20agreement%20-%20corporation%20-%20january%2030%202020.pdf
 
  1. The respondent must provide a statement in their response that they have read, understood and accept the terms and conditions contained in the Letter of Engagement and that the respondent will, if requested by OMD, sign and enter into this Agreement with OMD and be bound by the provisions of the Letter of Engagement. The RFS will become part of the Letter of Engagement.
 
  1. Requirements
    1. Role
OMD is seeking a respondent to lead the development of OMD’s Portal Strategy and Roadmap by completing the deliverables defined in Section 4.2 Scope of Work of this RFS. The respondent will supply the necessary team member(s) and tools to support the project activities. The successful respondent must include its own project lead/manager on their team, who will act as a primary point of contact for the OMD project manager.

The work is expected to span the period from October 1, 2021 to February 28, 2022, with the possibility for extension.
    1. Scope of Work
The scope of the Portal Strategy and Roadmap will encompass both OMD’s public website and secured Portal for authorized users (together referred to as the ‘Portal’) The objective of this work is to explore and define the key business functions that a future Portal needs to incorporate in order to help OMD achieve growth in its business models, stakeholder engagement performance, and deliver greater value to clients. The high-level activities for the Portal Strategy and Roadmap development will include:

PhasesDetailed DeliverablePhase 1 –Current StateAssess current environment, including: available content, available services, end user community (types, volume), operational activities, key issues and challenges, environmental scan and market research on comparable Portal platforms and operating models through a variety of different mechanisms, including, but not limited to, interviews with key stakeholders(1) and quantitative analysis.


Deliverable One: a report and presentation materials that clearly assess the current Portal environment and opportunities to address any current challenges based on the capabilities of the latest Portal platforms and operating models, and thematic overview of key problem areas. This report should include:

 
  • Breakdown and segmentation of users (physicians, non-physicians, sponsored users, etc.)
  • Quantitative data on usage and patterns (most frequently accessed, returning users, user patterns and behaviours)
  • Summary of qualitative interviews, and thematic breakdown of observations
  • Key pain points identified and insights generated from both qualitative and quantitative sources (e.g., costs of current manual processes)
  • Technical interdependencies of Portal
  • Comparison among similar Portals in Canada, including opportunities for alignment and synergies with other portals utilized by Ontario clinicians (e.g., OMA, OH portals)

Phase 2 – Future StateArticulation of the desired future state for OMD’s Portal. The work of this phase will be informed by previous phase’s analysis of current Portal environment, by industry best practices and models of success, and by consultation with internal and selected external stakeholders regarding the vision of Portal services, strategy alignment, governance model and desired business functions (including high-level requirements) for the OMD Portal. Achieved through a variety of different mechanisms, including, but not limited to, interviews with key stakeholders(1) and quantitative analysis.


Deliverable Two: A report and presentation that describe the future state of OMD’s Portal. Distilling and summarizing the input from the stakeholder consultation process, the future state report must provide a consolidated view of the objectives, direction, governance model and capabilities of the Portal, including the prioritized business functions desired to support the future state. This deliverable should include:

 
  • Vision and objectives of the future state OMD Portal
  • Description of the governance model
  • Description of the key business functions or capabilities
  • Description of the technology platform and operating environment
  • Description of the key roles and resources for management and operation
  • Summary of the major gaps between current state and future state
  • Key benefits and risks of the proposed future state
  • Interdependencies on Portal usage on each stakeholder group operating practices, including the alignment of OMD’s digital marketing and client relationship management (CRM) functions with the Portal
  • Prioritization framework for high-level requirements ratified across stakeholder groups

Phase 3 - RoadmapDevelop a high-level roadmap towards the proposed future state, outlining the approach and the plan with a series of prioritized improvement recommendations for the key aspects of the Portal including people, process and technology.


Deliverable Three: The Roadmap document and associated presentation need to identify key theme areas, segmented target end user community types, services offered by community, how they relate, improvement opportunities, ancillary Portal solutions deemed relevant and technical considerations. The Roadmap needs to include:

 
  • Clear link to future state with prioritization across themes, work areas, and/or functions
  • Implementation approach and a high-level plan including themes, activities, timelines, required resources, major milestones, and dependencies
  • High-level cost estimates per theme or phase
  • High-level architectural roadmap describing the evolution of the Portal technologies and platform
  • Metrics to identify progress and success (e.g., User Adoption, Engagement)
  • Contingencies or alternative pathways identified in the roadmap based on ongoing user adoption metrics, etc.

The final Portal Strategy and Roadmap must be presented to the OMD Leadership team.
Notes
  1. OMD Project Manager will provide an approved list of stakeholders to the vendor, prior to the commencement of any interviews. The combined total number of stakeholder interviews between Phase 1 and 2 is not expected to exceed 20. There will be a variety of interested parties including internal OMD departments and external stakeholders such as physicians, OMA, Ontario Health and EMR vendors.  


4.3. Skills and Qualifications

The evidence of the respondent’s skills in these areas will be evaluated to assess the respondent’s ability to deliver on the Scope of Work. Please see Appendix D criteria references (i.e., D1 and D2 and subsections).

D1 Qualifications and Experience
 
  1. Respondent’s Qualifications and Experience

Describe your organization’s experience in delivering similar projects that are relevant to the deliverables in this RFS with an emphasis on experience in the past 5 years. Responses should speak to experience in working with stakeholders in the public sector especially health care, in engaging with diverse stakeholder groups, in conducting current state assessments and environmental scans for portal or similar services, in developing strategies and roadmaps including governance, change management and operational considerations.
 
  1. Respondent’s Team Members’ Qualifications and Experience

For each criterion, clearly articulate how the skills and experience of the proposal personnel match up with the stated requirements. Provide as much detail as possible by mentioning specific projects and what the team member did to demonstrate applicable skills/experience.

1.         Demonstrated experience with Enterprise Portal Technologies
2.         Demonstrated experience in the health care sector in Ontario
3.         Demonstrated experience engaging and presenting to executive leadership teams 
4.         Demonstrated experience in developing information technology strategies, roadmaps and adoption plans for public sector organizations with internal and external stakeholders

D2 Proposed Approach and Timelines
 
  1. Detailed description of how the respondent will provide the Deliverables, which includes:

1.         Delivery Approach
Describe how you would structure the delivery of each phase of work – current state, future state and roadmap phases as described in this RFS, with clear articulation of the steps and deliverables.

Response should describe
•           how the current state assessment will be conducted with consideration given to how this might work in a complex and diverse stakeholder environment.
•           how stakeholder feedback will be distilled in order to inform a comprehensive Portal strategy and roadmap.
•           the approach for prioritizing the improvement recommendations for the Portal, which will encompass different aspects covering people, process and technology

2.         Organizational chart for all proposed personnel involved in this project
3.         How the respondent intends to structure their working relationship with OMD
 
  1. Detailed Project Plan including:
 
1.         Planning assumptions, major risks and mitigation, and success criteria
2.         Provide the proposed work plan, including high-level tasks, milestones and timelines to    accomplish the goals and deliverables as described in this RFS. The intent is to complete the project by the contract end date as defined in the procurement timetable. Respondents are to give their rationale for the timelines
3.         Breakdown of project staffing requirements and responsibilities (both from the respondent and OMD and external stakeholders) including time commitments
 Appendix A – Standard Consulting Form
OMD’s standard Letter of Engagement is available through the following Portal link:


https://www.ontariomd.ca/documents/letter%20of%20agreement%20-%20corporation%20-%20january%2030%202020.pdf




Appendix B – Conflict of Interest Declaration
Conflict of Interest includes any situation or circumstance where, in relation to this RFS process, the respondent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including (i) possessing or having access to information in the preparation of its submission that is confidential to OntarioMD (OMD) and is not available to other respondents; (ii) communicating with any official or representative of OMD or members of the Evaluation Team or other person connected with the RFS other than the contact specified in the RFS, with a view to influencing them and obtaining preferred treatment in this RFS process; or (iii) engaging in conduct that compromises, or could be seen to compromise, the integrity of the open and competitive RFS process.

☐ The respondent hereby confirms that there is not now, nor was there in the past, any actual or potential Conflict of Interest relating to the preparation of our submission nor do I/we foresee any actual or potential Conflict of Interest in completing the Scope of Work outlined in the RFS.

 or if applicable,

☐ The following is a list of actual or potential Conflicts of Interest relating to the preparation of our submission or in completing the Scope of Work outlined in the RFS.
______________________________________________________________________
_____________________________________________________________________
______________________________________________________________________


Respondent acknowledges that where the respondent fails to provide confirmation as required herein or makes any misrepresentation or omission regarding any Conflict of Interest, OMD shall be entitled, within its entire discretion, and in addition to any other remedy that may be available to the OMD in law or in equity, to disqualify this Response.
                                                           

Name of respondent:   ______________________________
           
           
________________________________             
Signature of Respondent Representative                                   
I have authority to bind the respondent.   



_____________________________    
Date




Appendix C – References
For each team member proposed, the respondent is required to include at least three (3) references from clients (excluding OMD as a reference) who have obtained similar goods or services in the last three (3) years as those requested in this RFS.

Nature of Assignment should include a brief description of the project, its deliverables, outcomes, and timeline to deliver. Include any details that would highlight the respondent’s experience in areas similar to the ones being requested as part of this RFS.

Reference #1
Company Name:

Company Address:

Contact Name:

Contact Telephone Number and Email Address:

Date Work Undertaken:

Nature of Assignment:

Reference #2
Company Name:

Company Address:

Contact Name:

Contact Telephone Number and Email Address:

Date Work Undertaken:

Nature of Assignment:

Reference #3
Company Name:

Company Address:

Contact Name:

Contact Telephone Number and Email Address:

Date Work Undertaken:

Nature of Assignment:

Appendix D – Rated Criteria Form
Each proposal must include a single, completed Rated Criteria Form, according to the instructions set below.
When responding, respondents should take into account the description of the Deliverables of this RFS, listed under 4.2 Scope of Work. Respondents should provide all the necessary information required for a thorough assessment to be made.

Please ensure all answers reflect the deliverable expectations outlined in 4.2 Scope of Work.

Respondent Name:

D1 Qualifications and Experience
                                  a) Respondent’s Qualifications and Experience
Describe your organization’s experience in delivering similar projects that are relevant to the deliverables in this RFS with an emphasis on experience in the past 5 years. Responses should address experience in working with stakeholders in the public sector, especially health care, engaging with diverse stakeholder groups, conducting current state assessments and environmental scans for portal or similar services, developing strategies and roadmaps including governance, change management and operational considerations.

 
                     b) Respondent’s Team Members’ Qualifications and Experience
For each criterion, clearly articulate how the skills and experience of the proposal personnel match up with the stated requirements. Provide as much detail as possible by mentioning specific projects and what the team member did to demonstrate applicable skills/experience.
CriterionResponse


 
  1. Demonstrated experience with Enterprise Portal Technologies
 
  1. Demonstrated experience in the health care sector in Ontario
 
  1. Demonstrated experience engaging and presenting to executive leadership teams
 
  1. Demonstrated experience in developing information technology strategies, roadmaps and adoption plans for public sector organizations with internal and external stakeholders


D2 Proposed Approach and Timelines
a) Detailed description of how the respondent will provide the Deliverables, which includes:
1. Delivery Approach
Describe how you would structure the delivery of each phase of work – current state, future state, and roadmap phases as described in this RFS, with clear articulation of the steps and deliverables.

Response should describe
  • how the current state assessment will be conducted with consideration given to how this might work in a complex and diverse stakeholder environment.
  • how stakeholder feedback will be distilled in order to inform a comprehensive Portal strategy and roadmap.
  • the approach for prioritizing the improvement recommendations for the Portal, which will encompass different aspects covering people, process, and technology


2. Organizational chart for all proposed personnel involved in this project



3. How the respondent intends to structure their working relationship with OMD



b) Detailed Project Plan including:
1. Planning assumptions, major risks and mitigation, and success criteria



2. Provide the proposed work plan, including high-level tasks, milestones, and timelines to accomplish the goals and deliverables as described in this RFS. The intent is to complete the project by the contract end date as defined in the procurement timetable. Respondents are to give their rationale for the timelines.




3. Breakdown of project staffing requirements and responsibilities (both from the respondent and OMD and external stakeholders) including time commitments




Appendix E – Pricing
A respondent’s pricing should include all potential costs. No additional amounts above those submitted in this table will be accepted.

Please provide the following information in accordance with Section 2.3 of this Request for Services:

Fixed Price for each DeliverableAmount
Phase 1 – Current State
Details in Section 4.2 – Deliverable One$
Phase 2 – Future State
Details in Section 4.2 – Deliverable Two$
Phase 3 – Roadmap
Details in Section 4.2 – Deliverable Three$
Total Fixed Price$





 
Request for Services

Consulting Services – Portal Strategy











RFS Number:           2021-04
Issued:                    August 23, 2021
Closing Date:           September 14, 2021 1:00PM EDT




Table of Contents

1.     Introduction                                                                                                                        3
1.1.      Invitation to Submit.......................................................................................................... 3
1.2.      About OntarioMD (OMD).................................................................................................. 3
1.3.      Current Portal Environment........................................................................................... 4
1.4. OMD’s Business Need............................................................................................................ 5
2.     Procurement Process                                                                                                      6
2.1.      RFS Coordination............................................................................................................. 6
2.2.      Procurement Timetable.................................................................................................... 6
2.3.      Submission Requirements................................................................................................. 7
2.4 Evaluation Process............................................................................................................... 8
3.     Terms and Conditions                                                                                                        9
4.     Requirements                                                                                                                     11
4.1.      Role................................................................................................................................ 11
4.2.      Scope of Work............................................................................................................... 11
Appendix A – Standard Consulting Form                                                                            15
Appendix B – Conflict of Interest Declaration                                                               16
Appendix C – References                                                                                                         17
Appendix D – Rated Criteria Form                                                                                         18
Appendix E – Pricing                                                                                                                  20
 
  1. Introduction
    1. Invitation to Submit
This Request for Services (“RFS”) is an invitation to vendors to put forward a submission for the provision of consulting services, as described in Section 4.

In responding to this RFS, you will be deemed to have taken into account all the terms and conditions in the RFS and willing to enter a Statement of Work using the OntarioMD (OMD) standard form for consulting contracts (Appendix A).
 
    1. About OntarioMD (OMD)
OntarioMD (OMD) supports clinician practices with innovative digital health and quality improvement tools and approaches required to address their practice needs. More than 20,000 clinicians are enrolled in our programs and are realizing the value of our digital health services to enhance patient care. OMD is also playing a key role to support clinicians who are joining Ontario Health Teams (OHTs) to enhance the provision of integrated care across the Ontario health care system.

We have a successful track record in developing and implementing provincial digital health tools that are integrated with certified electronic medical records (EMRs) based on clinicians' needs. These include our award-winning Health Report Manager (HRM®), eNotifications and Insights4Care Dashboard tools, and EMR-Integrated eConsult. We are an important delivery partner for the organizations that comprise Ontario Health to deploy other provincial digital health tools to Ontario primary care clinicians on their behalf.

To support OMD’s priorities, our strategic plan for 2020-25 is based on three main strategic areas of focus:
 
  • Corporate growth and sustainability
  • Leading delivery partner
  • Digital health advocacy

With successful implementation of EMRs across clinician practices behind us, the primary care sector is actively engaged in conversation about the best approaches to expand and integrate EMRs so that the greatest value is delivered to patients, clinicians, and the health system. The new and overwhelming demand for virtual care accelerates this discourse. 

As the health system and primary care sector continue to undergo transformation across the country, we are positioned to provide thought leadership, explore new avenues of innovation and interoperability, and develop new partnerships and business models to advance digital health in Canada. OMD is open for business and ready to build on its strengths and contributions to find new ways to add value to the health system. Through partnerships, deep relationships with community-based physician practices and a trusted delivery reputation, OMD is the partner of choice for health system leaders as they seek to advance their objectives and meaningfully engage with clinicians.

We remain focused on understanding and advocating for the needs of clinicians and their patients, to make sure that technology continues to evolve to meet their needs now and into the future. Everything we do should allow clinicians to focus on patient care rather than technology. This means more intelligent systems, more insight-oriented tools, and less data entry. Integration is a key theme as our efforts are geared to connecting health system resources to add value to clinicians with patients at the centre of their care. We will nurture our great relationships with our vendors and our health system delivery partners, as we know that there is more work to do together.

As health system transformation drives new clinical relationships and collaborations, we will work to deliver digital health products, services and change management supports that we know make a difference to care delivery.

OMD is committed to informing our partners and stakeholders with regular public reporting. We publish quarterly reports and an annual report that outlines our achievements over the past fiscal year and our strategic plans for the future.

OMD is a wholly owned subsidiary of the Ontario Medical Association. It is funded by the Province of Ontario.

For more information, please visit www.ontariomd.ca.
 
    1. Current Portal Environment

The OMD Portal encompasses OMD's public-facing corporate website as well as the secure Portal where authenticated users, such as clinicians and other stakeholders, can access a suite of services including:
 
  • Health Card Validation (HCV), a service offered by OMD in partnership with the Ministry of Health (MOH). It allows users to validate the eligibility of a patient's health card against the Ministry databases in real time.
  • Privacy & Security Training, with trackable attestation, for Ontario physicians and other clinicians or their delegates. The OMD Privacy and Security Training Modules cover topics such as safeguarding PHI from breaches and security incidents, how to comply with obligations under PHIPA and considerations when using virtual care tools.
  • EMR Progress Assessment (EPA), a self-assessment tool for clinicians to assess their current EMR use and make improvements. It asks critical questions spanning three key functional areas of EMR use: Practice Management, Information Management, Diagnosis and Treatment Support.
  • eAgreements, a tool to keep track of clinician digital health user agreements in one secure location.

OMD’s current Portal environment consists of the following key components and integrations:
  • The public website (ontariomd.ca) with approximately 156,000 unique page views per month
  • An Authentication and User Management Module (Extranet User Manager (EUM) (provided by a third-party vendor, EnvisionIT) with approximately 26,000 registered user accounts
  • Integration with Ontario Medical Association (OMA) Web Services to authenticate physician and other users
  • Custom applications such as eAgreements, Privacy & Security Training (leveraging the Learning Management System provided by Redwood), Health Card Validation, and the EMR Progress Assessment
  • Additional microsites created on Wordpress (ontariomd.vc, ontariomd.blog, ontariomd.report, ontariomd.live, ontariomd.marketing)

Key technologies leveraged to support OMD’s current Portal usage are:
  • Azure app service - for the website
  • Sharepoint – to create and publish content to the website
  • Azure Red Hat Linux VM, Java, Spring Boot, Tomcat – for the custom apps
  • Integration with Dynamics CRM 365

1.4. OMD’s Business Need
To ensure that OMD can effectively expand its business models, improve stakeholder engagement performance, and deliver value to users, we are procuring consulting services to facilitate the development of OMD’s Portal Strategy.

The vision for the OMD Portal is to provide a gateway for OMD’s clients, clinicians, and non-clinicians, to access our digital health products and services. The Portal Strategy will document this future state vision and capabilities and lay out the path required to achieve this vision. The Portal enhancements will help to strengthen OMD's brand as a trusted advisor to practices while providing OMD with insights into our clients’ needs.

The respondent will conduct a review of the existing Portal services, conduct market research on Portal platforms and operating models, engage with stakeholders for input and review, and help to define the future OMD Portal and the path to achieve OMD’s vision.  


This would be achieved through:
 
  • Engagement with a list of identified stakeholders for their feedback on current challenges and input on functions and features desired for the Portal
  • A review of the existing Portal services and integrations
  • Market research on Portal platforms / technologies & operating models
  • Articulation of the future state vision, business functions and governance of the OMD Portal including the high-level requirements needed to achieve the business functions
  • Development of OMD’s Portal Strategy and Roadmap that identifies the prioritized milestones, high-level estimated timeframes, and budget required to achieve the vision of the future OMD Portal

OMD has a number of initiatives requiring enhanced features through our website and Portal. OMD continuously explores new partnerships and business models to deliver value for our stakeholders and Ontario’s health system. OMD aims to use existing platforms to introduce digital innovations and explore new opportunities offered by emerging technologies to deliver additional value to clinicians, stakeholders, and the broader health system. The creation of a renewed OMD Portal Strategy is critical in advancing these initiatives. Our goal is to complete the Portal Strategy by February 28, 2022.
 
  1. Procurement Process
    1. RFS Coordination

Contact
Val Lesko
Manager Corporate Planning and Administration
Procurement@OntarioMD.com

Mailing Address
OntarioMD
150 Bloor Street West, Suite 900
Toronto, ON M5S 3C1
 
    1. Procurement Timetable
The target completion dates for the procurement activities are listed below:

ActivityDate
Issue RFSAugust 23, 2021
Submit Respondents’ QuestionsAugust 30, 2021 at 13:00 EDT
Informational Session for Respondents September 2, 2021 at 10:00AM to 11:00AM EDT
Written Responses to Respondents’ QuestionsSeptember 3, 2021
Closing Date for Receipt of SubmissionsSeptember 14, 2021 at 13:00 EDT
Evaluate SubmissionsSeptember 14 – September 21, 2021
Respondent Presentations September 27 – September 28, 2021
Select VendorSeptember 29, 2021
Begin Contract (1)October 4, 2021
Complete ContractFebruary 28, 2022 
This RFS timetable is tentative only and may be changed by OMD at its sole discretion.

OMD may, in its sole discretion, extend the Contract End Date for up to one (1) month by giving written
notice to the vendor not less than 10 days before the initial assignment end date.

Notes:
1. Subject to contract execution

 
    1. Submission Requirements
Written submissions are requested from respondents corresponding to the OMD submission requirements described below. Respondents must order their submission in the same order as the order of information requested below.

Respondents must submit their submissions in two separate parts. One part will contain the price portion of the submission using Appendix E. The other part will contain the rest of the submission.  Each part must be submitted in separate electronic files in Microsoft Word format or Adobe portable document format (pdf).

 
  1. Cover Letter
This will include an introduction to the respondent. A clear statement that the Terms and Conditions of this RFS have been read, understood, and agreed to in their entirety and confirming that the information provided in the submission is accurate must also be included. The letter must be signed by an authorized signing officer of the organization.
 
  1. Respondent Profile
The Respondent Profile must include a brief description of the respondent’s type of business and a respondent’s contact for all questions and clarifications arising from the submission. The contact information must include the person’s name, title, address, email, and telephone number.

This section may also include a short summary describing a previous example(s) of where the respondent has provided similar services to OMD or other entities in the public or health care sector.
 
  1. Conflict of Interest Declaration
Any respondent who has or may have a conflict of interest must disclose such conflicts(s). Respondent(s) shall sign and include the Conflict-of-Interest Declaration attached in “Appendix B – Conflict of Interest Declaration”.
 
  1. Proposed Approach, Plan and Staffing
Please use Appendix D – Rated Criteria Form to identify proposed team member(s) and the role(s) they will play. Provide details on how the experiences of the proposed team member(s) meets the rated experience criteria. Also provide examples of the respondent’s experience and the proposed approach and plan to achieve deliverables outlined in 4.2 Scope of Work of the RFS. A soft copy of the template can be provided upon request. 

Once a submission has been accepted, project staff may not be substituted without written agreement from OMD.

Please identify if any component of this project will be outsourced or subcontracted. Please state the name and location of the outsource company or subcontractor, and the length and nature of the relationship with the respondent.
 
  1. Respondent’s Team Member References and Resumes
Complete and attach Appendix C – References providing references as requested therein.

Respondents are expected to submit a resume for each team member proposed in the submission. For each proposed team member, respondents are expected to submit the individual’s resume, applicable experience from the last three (3) years, and references whom OMD may contact for the purpose of conducting reference checks.

Respondents are expected to demonstrate in their submission that each proposed team member has the knowledge, experience and all other qualifications for the proposed role(s) and will be able to provide the requested services.  
 
  1. Price
Complete the pricing information using Appendix E - Pricing.  All dollar amounts are to be stated in Canadian funds.

As noted above, Appendix E is to be submitted as a separate file.

2.4 Evaluation Process
The evaluation of the submission will be conducted by a panel of OMD representatives. A submission must meet the requirements of each applicable stage to proceed to the next stage.

Stage 1: Consists of validating that all Submission Requirements are included and complete according to section 2.3 – Submission Requirements
Stage 2: Consists of scoring by OMD for each qualified submission with respect to the respondent’s Evaluated Rated Criteria (Appendix D)
Stage 3: Upon successful completion of Stage 2, only the top three (3) ranked respondents who meet a minimum score of 49 out of 70 in Stage 2 will move forward to the presentation stage (Stage 3). Where less than three (3) respondents achieve the minimum score, the number of respondents invited to provide a presentation will be reduced accordingly.    
All team members of the respondent must attend the presentation. The presentations are meant to validate the respondent’s and their team members’ capabilities. Information specific to the presentation content will be provided at the time the invitation to present is extended.
All respondents that are not selected to move to the presentation stage are disqualified from moving to Stage 4 of the procurement evaluation.
Stage 4: Consists of scoring the pricing submitted by the respondents invited to present in Stage 3.
Stage 5: Consists of verifying reference information for the respondent with the highest combined score from Stage 2, 3 and 4. Subject to satisfactory reference checks, the respondent with the highest score will be selected and invited to finalize and enter into the Agreement with OMD. Unsatisfactory reference checks will disqualify the respondent from the selection process. References will only be contacted if a respondent is considered at Stage 5.
The points allocated to each stage of the evaluation process are as follows:
  
Evaluation ProcessPointsStage 1 - Submission Requirements
(Section 2.3 of this RFS)Pass / Fail
Stage 2 - Rated Criteria (See Appendix D)70
Stage 3 - Presentation10
Stage 4 - Price20
Stage 5 – Reference Checks  Pass / Fail
 
  1. Terms and Conditions
 
  1. Confidentiality

OMD reserves all rights in respect of this RFS. Respondents to this RFS may not reproduce, modify, disclose, distribute or publish any portion of this RFS or any information about without the prior written approval of OMD, save and except for the strict purpose of preparing a response, and provided always that any such reproduction, modification, disclosure, distribution or publication of this RFS shall only be made to or for recipient’s employees or advisors on a strict need-to-know basis, each of whom the recipient agrees to bind to these same confidentiality obligations.

Respondents or other RFS recipients may not use the name of OMD or refer to this RFS in any advertisement or other promotional messages without the prior written consent of OMD.

Information pertaining to OMD obtained by the respondent as a result of participation in this RFS is confidential and must not be disclosed without written authorization from OMD.

Collection and Use of Personal Information

Respondents are solely responsible for familiarizing themselves, and ensuring that they comply, with the laws applicable to the collection and dissemination of information, including resumes and other personal information concerning employees and employees of any subcontractors. If this RFS requires respondents to provide OMD with personal information of employees who have been included as resources in response to this RFS, respondents will ensure that they have obtained written consent from each of those employees before forwarding such personal information to OMD. Such written consents are to specify that the personal information may be forwarded to OMD for the purposes of responding to this RFS and use by OMD for the purposes set out in the RFS. OMD may, at any time, request the original consents or copies of the original consents from respondents.
 
  1. Please provide an electronic copy (via email) as indicated in Section 2.2 to:

Val Lesko
Manager, Corporate Planning and Administration
procurement@ontariomd.com


All communications regarding this RFS must be directed by email to this address.
 
  1. We regret extensions cannot be granted. Submissions received after the deadline will be sent a notification email that their submission will not be considered.
 
  1. Facsimile submissions in whole or in part will not be accepted.
 
  1. Respondents that are selected to move to Stage 3 of the evaluation process will be required to make all their team members available for a presentation (tentatively scheduled as indicated in Section 2.2) and respond to questions from OMD.
 
  1. Other than the contact named in 2. above, a respondent may not contact or attempt to contact, during the RFS process, anyone else at OMD for the purposes of obtaining information that relates to this RFS. Any respondent who fails to comply with this requirement will be disqualified.
 
  1. OMD, without liability, cost, or penalty, may at any time prior to or after closing time:
    • Alter any dates in this RFS;
    • Cancel this RFS;
    • Amend or supplement this RFS;
    • Issue a new RFS for the same or similar services.
 
  1. The submission with the lowest cost may not necessarily be the winning bid. While the cost is an important element in the selection process, it is to be clearly understood that there are other evaluation criteria in the RFS that OMD will consider in evaluating submissions.
 
  1. OMD, without liability, cost, or penalty, may, in its sole discretion, waive irregularities in any respondent’s submission.
 
  1. OMD, without liability, cost, or penalty, may, in its sole discretion and at any time after submission, seek clarification from any respondent with respect to its submission. Any written information received by OMD from a respondent in response to a request for clarification from OMD shall be considered an integral part of the respondent’s submission.
 
  1. OMD may verify any respondent claim or statement by whatever means OMD deems appropriate, including contacting references other than those offered by the respondent, and may reject any respondent statement or claim, if in the judgment of OMD, the statement or claim is unwarranted or not credible.
 
  1. OMD assumes no responsibility for any costs associated with your response to this RFS.
 
  1. OMD’s standard Letter of Engagement referenced in Appendix “A” is available through the following Portal link:

    https://www.ontariomd.ca/documents/letter%20of%20agreement%20-%20corporation%20-%20january%2030%202020.pdf
 
  1. The respondent must provide a statement in their response that they have read, understood and accept the terms and conditions contained in the Letter of Engagement and that the respondent will, if requested by OMD, sign and enter into this Agreement with OMD and be bound by the provisions of the Letter of Engagement. The RFS will become part of the Letter of Engagement.
 
  1. Requirements
    1. Role
OMD is seeking a respondent to lead the development of OMD’s Portal Strategy and Roadmap by completing the deliverables defined in Section 4.2 Scope of Work of this RFS. The respondent will supply the necessary team member(s) and tools to support the project activities. The successful respondent must include its own project lead/manager on their team, who will act as a primary point of contact for the OMD project manager.

The work is expected to span the period from October 1, 2021 to February 28, 2022, with the possibility for extension.
    1. Scope of Work
The scope of the Portal Strategy and Roadmap will encompass both OMD’s public website and secured Portal for authorized users (together referred to as the ‘Portal’) The objective of this work is to explore and define the key business functions that a future Portal needs to incorporate in order to help OMD achieve growth in its business models, stakeholder engagement performance, and deliver greater value to clients. The high-level activities for the Portal Strategy and Roadmap development will include:

PhasesDetailed DeliverablePhase 1 –Current StateAssess current environment, including: available content, available services, end user community (types, volume), operational activities, key issues and challenges, environmental scan and market research on comparable Portal platforms and operating models through a variety of different mechanisms, including, but not limited to, interviews with key stakeholders(1) and quantitative analysis.


Deliverable One: a report and presentation materials that clearly assess the current Portal environment and opportunities to address any current challenges based on the capabilities of the latest Portal platforms and operating models, and thematic overview of key problem areas. This report should include:

 
  • Breakdown and segmentation of users (physicians, non-physicians, sponsored users, etc.)
  • Quantitative data on usage and patterns (most frequently accessed, returning users, user patterns and behaviours)
  • Summary of qualitative interviews, and thematic breakdown of observations
  • Key pain points identified and insights generated from both qualitative and quantitative sources (e.g., costs of current manual processes)
  • Technical interdependencies of Portal
  • Comparison among similar Portals in Canada, including opportunities for alignment and synergies with other portals utilized by Ontario clinicians (e.g., OMA, OH portals)

Phase 2 – Future StateArticulation of the desired future state for OMD’s Portal. The work of this phase will be informed by previous phase’s analysis of current Portal environment, by industry best practices and models of success, and by consultation with internal and selected external stakeholders regarding the vision of Portal services, strategy alignment, governance model and desired business functions (including high-level requirements) for the OMD Portal. Achieved through a variety of different mechanisms, including, but not limited to, interviews with key stakeholders(1) and quantitative analysis.


Deliverable Two: A report and presentation that describe the future state of OMD’s Portal. Distilling and summarizing the input from the stakeholder consultation process, the future state report must provide a consolidated view of the objectives, direction, governance model and capabilities of the Portal, including the prioritized business functions desired to support the future state. This deliverable should include:

 
  • Vision and objectives of the future state OMD Portal
  • Description of the governance model
  • Description of the key business functions or capabilities
  • Description of the technology platform and operating environment
  • Description of the key roles and resources for management and operation
  • Summary of the major gaps between current state and future state
  • Key benefits and risks of the proposed future state
  • Interdependencies on Portal usage on each stakeholder group operating practices, including the alignment of OMD’s digital marketing and client relationship management (CRM) functions with the Portal
  • Prioritization framework for high-level requirements ratified across stakeholder groups

Phase 3 - RoadmapDevelop a high-level roadmap towards the proposed future state, outlining the approach and the plan with a series of prioritized improvement recommendations for the key aspects of the Portal including people, process and technology.


Deliverable Three: The Roadmap document and associated presentation need to identify key theme areas, segmented target end user community types, services offered by community, how they relate, improvement opportunities, ancillary Portal solutions deemed relevant and technical considerations. The Roadmap needs to include:

 
  • Clear link to future state with prioritization across themes, work areas, and/or functions
  • Implementation approach and a high-level plan including themes, activities, timelines, required resources, major milestones, and dependencies
  • High-level cost estimates per theme or phase
  • High-level architectural roadmap describing the evolution of the Portal technologies and platform
  • Metrics to identify progress and success (e.g., User Adoption, Engagement)
  • Contingencies or alternative pathways identified in the roadmap based on ongoing user adoption metrics, etc.

The final Portal Strategy and Roadmap must be presented to the OMD Leadership team.
Notes
  1. OMD Project Manager will provide an approved list of stakeholders to the vendor, prior to the commencement of any interviews. The combined total number of stakeholder interviews between Phase 1 and 2 is not expected to exceed 20. There will be a variety of interested parties including internal OMD departments and external stakeholders such as physicians, OMA, Ontario Health and EMR vendors.  


4.3. Skills and Qualifications

The evidence of the respondent’s skills in these areas will be evaluated to assess the respondent’s ability to deliver on the Scope of Work. Please see Appendix D criteria references (i.e., D1 and D2 and subsections).

D1 Qualifications and Experience
 
  1. Respondent’s Qualifications and Experience

Describe your organization’s experience in delivering similar projects that are relevant to the deliverables in this RFS with an emphasis on experience in the past 5 years. Responses should speak to experience in working with stakeholders in the public sector especially health care, in engaging with diverse stakeholder groups, in conducting current state assessments and environmental scans for portal or similar services, in developing strategies and roadmaps including governance, change management and operational considerations.
 
  1. Respondent’s Team Members’ Qualifications and Experience

For each criterion, clearly articulate how the skills and experience of the proposal personnel match up with the stated requirements. Provide as much detail as possible by mentioning specific projects and what the team member did to demonstrate applicable skills/experience.

1.         Demonstrated experience with Enterprise Portal Technologies
2.         Demonstrated experience in the health care sector in Ontario
3.         Demonstrated experience engaging and presenting to executive leadership teams 
4.         Demonstrated experience in developing information technology strategies, roadmaps and adoption plans for public sector organizations with internal and external stakeholders

D2 Proposed Approach and Timelines
 
  1. Detailed description of how the respondent will provide the Deliverables, which includes:

1.         Delivery Approach
Describe how you would structure the delivery of each phase of work – current state, future state and roadmap phases as described in this RFS, with clear articulation of the steps and deliverables.

Response should describe
•           how the current state assessment will be conducted with consideration given to how this might work in a complex and diverse stakeholder environment.
•           how stakeholder feedback will be distilled in order to inform a comprehensive Portal strategy and roadmap.
•           the approach for prioritizing the improvement recommendations for the Portal, which will encompass different aspects covering people, process and technology

2.         Organizational chart for all proposed personnel involved in this project
3.         How the respondent intends to structure their working relationship with OMD
 
  1. Detailed Project Plan including:
 
1.         Planning assumptions, major risks and mitigation, and success criteria
2.         Provide the proposed work plan, including high-level tasks, milestones and timelines to    accomplish the goals and deliverables as described in this RFS. The intent is to complete the project by the contract end date as defined in the procurement timetable. Respondents are to give their rationale for the timelines
3.         Breakdown of project staffing requirements and responsibilities (both from the respondent and OMD and external stakeholders) including time commitments
 Appendix A – Standard Consulting Form
OMD’s standard Letter of Engagement is available through the following Portal link:


https://www.ontariomd.ca/documents/letter%20of%20agreement%20-%20corporation%20-%20january%2030%202020.pdf




Appendix B – Conflict of Interest Declaration
Conflict of Interest includes any situation or circumstance where, in relation to this RFS process, the respondent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including (i) possessing or having access to information in the preparation of its submission that is confidential to OntarioMD (OMD) and is not available to other respondents; (ii) communicating with any official or representative of OMD or members of the Evaluation Team or other person connected with the RFS other than the contact specified in the RFS, with a view to influencing them and obtaining preferred treatment in this RFS process; or (iii) engaging in conduct that compromises, or could be seen to compromise, the integrity of the open and competitive RFS process.

☐ The respondent hereby confirms that there is not now, nor was there in the past, any actual or potential Conflict of Interest relating to the preparation of our submission nor do I/we foresee any actual or potential Conflict of Interest in completing the Scope of Work outlined in the RFS.

 or if applicable,

☐ The following is a list of actual or potential Conflicts of Interest relating to the preparation of our submission or in completing the Scope of Work outlined in the RFS.
______________________________________________________________________
_____________________________________________________________________
______________________________________________________________________


Respondent acknowledges that where the respondent fails to provide confirmation as required herein or makes any misrepresentation or omission regarding any Conflict of Interest, OMD shall be entitled, within its entire discretion, and in addition to any other remedy that may be available to the OMD in law or in equity, to disqualify this Response.
                                                           

Name of respondent:   ______________________________
           
           
________________________________             
Signature of Respondent Representative                                   
I have authority to bind the respondent.   



_____________________________    
Date




Appendix C – References
For each team member proposed, the respondent is required to include at least three (3) references from clients (excluding OMD as a reference) who have obtained similar goods or services in the last three (3) years as those requested in this RFS.

Nature of Assignment should include a brief description of the project, its deliverables, outcomes, and timeline to deliver. Include any details that would highlight the respondent’s experience in areas similar to the ones being requested as part of this RFS.

Reference #1
Company Name:

Company Address:

Contact Name:

Contact Telephone Number and Email Address:

Date Work Undertaken:

Nature of Assignment:

Reference #2
Company Name:

Company Address:

Contact Name:

Contact Telephone Number and Email Address:

Date Work Undertaken:

Nature of Assignment:

Reference #3
Company Name:

Company Address:

Contact Name:

Contact Telephone Number and Email Address:

Date Work Undertaken:

Nature of Assignment:

Appendix D – Rated Criteria Form
Each proposal must include a single, completed Rated Criteria Form, according to the instructions set below.
When responding, respondents should take into account the description of the Deliverables of this RFS, listed under 4.2 Scope of Work. Respondents should provide all the necessary information required for a thorough assessment to be made.

Please ensure all answers reflect the deliverable expectations outlined in 4.2 Scope of Work.

Respondent Name:

D1 Qualifications and Experience
                                  a) Respondent’s Qualifications and Experience
Describe your organization’s experience in delivering similar projects that are relevant to the deliverables in this RFS with an emphasis on experience in the past 5 years. Responses should address experience in working with stakeholders in the public sector, especially health care, engaging with diverse stakeholder groups, conducting current state assessments and environmental scans for portal or similar services, developing strategies and roadmaps including governance, change management and operational considerations.

 
                     b) Respondent’s Team Members’ Qualifications and Experience
For each criterion, clearly articulate how the skills and experience of the proposal personnel match up with the stated requirements. Provide as much detail as possible by mentioning specific projects and what the team member did to demonstrate applicable skills/experience.
CriterionResponse


 
  1. Demonstrated experience with Enterprise Portal Technologies
 
  1. Demonstrated experience in the health care sector in Ontario
 
  1. Demonstrated experience engaging and presenting to executive leadership teams
 
  1. Demonstrated experience in developing information technology strategies, roadmaps and adoption plans for public sector organizations with internal and external stakeholders


D2 Proposed Approach and Timelines
a) Detailed description of how the respondent will provide the Deliverables, which includes:
1. Delivery Approach
Describe how you would structure the delivery of each phase of work – current state, future state, and roadmap phases as described in this RFS, with clear articulation of the steps and deliverables.

Response should describe
  • how the current state assessment will be conducted with consideration given to how this might work in a complex and diverse stakeholder environment.
  • how stakeholder feedback will be distilled in order to inform a comprehensive Portal strategy and roadmap.
  • the approach for prioritizing the improvement recommendations for the Portal, which will encompass different aspects covering people, process, and technology


2. Organizational chart for all proposed personnel involved in this project



3. How the respondent intends to structure their working relationship with OMD



b) Detailed Project Plan including:
1. Planning assumptions, major risks and mitigation, and success criteria



2. Provide the proposed work plan, including high-level tasks, milestones, and timelines to accomplish the goals and deliverables as described in this RFS. The intent is to complete the project by the contract end date as defined in the procurement timetable. Respondents are to give their rationale for the timelines.




3. Breakdown of project staffing requirements and responsibilities (both from the respondent and OMD and external stakeholders) including time commitments




Appendix E – Pricing
A respondent’s pricing should include all potential costs. No additional amounts above those submitted in this table will be accepted.

Please provide the following information in accordance with Section 2.3 of this Request for Services:

Fixed Price for each DeliverableAmount
Phase 1 – Current State
Details in Section 4.2 – Deliverable One$
Phase 2 – Future State
Details in Section 4.2 – Deliverable Two$
Phase 3 – Roadmap
Details in Section 4.2 – Deliverable Three$
Total Fixed Price$










 

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Dates

Publication

2021-08-23 14h47:02 HAE

Intention de soumissionner

Non disponible

Échéance de la réception des questions

2021-08-30 13h00:00 HAE

Questions sont soumises en ligne

Non

Date de fermeture

2021-09-14 13h00:00 HAE

Conférence pré-soumission

2021-09-02 10h00:00 HAE

Information du contact

Val Lesko

4166231248

val.lesko@ontariomd.com

Événements pré-soumission

  • Type d’événement

    Conférence pré-soumission

    Présence

    Recommendée

    Date d’événement

    2021-09-02 10h00:00 HAE

    Lieu

    Teams Meeting

    Note d’événement

    Information Session invitations will be forwarded upon email request

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Processus de soumission

Type de soumission

Soumission électronique

Enveloppe 1 - Proposal & Pricing

Fixation des prix

Aucun prix dans cette enveloppe

Liste de documents de la soumission
Nom de l’item Description Obligatoire Limité à un fichier
Bid Documents Documents defining the proposal Non Non
Aucune entrée

Enveloppe 2 - Pricing

Fixation des prix

Somme forfaitaire

Liste de documents de la soumission
Nom de l’item Description Obligatoire Limité à un fichier
Bid Documents Documents defining the proposal Non Non
Aucune entrée
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