Basic Information

Reference Number

0000068139

Issuing Organization

OntarioMD Inc.

Solicitation Type

RFS - Request for Services (Formal)

Solicitation Number

RFS2017-06

Title

EMR Solutions Architect Consultant

Source ID

PU.HL.ON.564307.C96862

Details

Location

Canada, Ontario

Purchase Type

Term: 2017/11/01 08:00:00 AM EDT - 2018/04/30 06:00:00 PM EDT
Option: 6 additional months

Description

Request for Services

Business and Technical Consulting Services
EMR Solutions Architect Consultant

RFS Number:           2017-06
Issued:                    October 10 2017
Closing Date:           October 25, 2017 1:00PM EDT

Table of Contents

1.      Introduction 3
1.1.       Invitation to Submit. 3
1.2.       About OntarioMD. 3
1.3.       OntarioMD’s Changing Mandate. 3
2.      Procurement Process 5
2.1.       RFS Coordination. 5
2.2.       Procurement Timetable. 5
2.3.       Submission Requirements. 6
2.4.       Evaluation Process. 7
3.      Terms and Conditions 8
4.      Requirements 10
4.1.       Role. 10
4.2.       Scope of Work. 10
Appendix A – Standard Consulting Form   12
Appendix B – Conflict of Interest Declaration 13
Appendix C – References 14
Appendix D – Candidate Experience Template 15
Appendix E – Pricing 16

1.Introduction
1.1.Invitation to Submit
This Request for Services (“RFS”) is an invitation to Vendors to put forward a Submission for the provision of consulting services in the role of an EMR Solutions Architect Consultant, 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 standard form for consulting contracts (Appendix A).
1.2.About OntarioMD
OntarioMD has been very successful in supporting physicians in the implementation and sustained use of EMRs. More than 14,000 physicians are enrolled in its programs. They are supported by OntarioMD Practice Advisors and Peer Leaders across Ontario as well as Customer Service Representatives and IT Project Managers to enhance their EMR skills and use based on their individual practice needs. OntarioMD staff use a customized approach to work with physicians and their staff to achieve their goals for enhancing patient care and practice efficiency.

OntarioMD has a proven track record of developing and implementing award-winning connectivity to EMRs in its Health Report Manager (HRM) and eNotifications applications that enhance the value of certified EMRs. In addition to rolling out HRM across Ontario, OntarioMD is also rolling out applications such as eConsult, and an EMR Physician Dashboard, as well as deploying the Ontario Laboratories Information System (OLIS) to physician practices. To ensure that the future clinical and usability needs of physicians' practices are incorporated into EMRs to support the evolving health care environment, OntarioMD also manages the EMR Specifications and the EMR Certification Program.

For more information see www.ontariomd.ca.
1.3.Evolving to Meet Emerging Directions and Priorities
EMR Specifications and OntarioMD’s Certification Program provide a crucial under-pinning for Ontario’s Digital Health strategy. EMR Specifications define minimum requirements that advance the maturity of Electronic Medical Record (EMR) solutions through increased connectivity to provincial Electronic Health Record (EHR) Solutions and Services, enhanced clinical tools, and the exchange of health information.

Through OntarioMD’s agreement with the Ministry of Health and Long-Term Care, OntarioMD will continue to provide products and services that increase the value of EMRs. OntarioMD provides physicians with enhancements that are fully integrated into their certified EMR products, including Hospital Report Manager (HRM), eNotifications, and the Ontario Laboratories Information System (OLIS). OntarioMD’s EMR Roadmap for the next three years will significantly advance interoperability and data portability with new initiatives such as EMR integration with eConsult, Digital Health Immunization Repository, Digital Health Drug Repository and an EMR Dashboard for physicians. OntarioMD, with physician input, will work to deliver these applications integrated with certified EMRs to optimize their use for office practices.

OntarioMD will continue to work on behalf of physicians. Our Peer Leader Program along with trained Practice Advisors assist physician practices to access patient information in assets such as HRM, OLIS, and eNotifications. We will support physicians to maintain a OntarioMD-certified EMR product to ensure continued access to these products.

OntarioMD is committed to continuously improving the quality of certified EMRs and related products by working with EMR vendors to ensure that their products adhere to the current Specifications. OntarioMD’s trusted EMR Certification Program ensures that EMRs meet provincial Specifications, including new functions to meet the requirements of physicians.

2.Procurement Process
2.1.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

2.2.Procurement Timetable
The target completion dates for the procurement activities are listed below:

ActivityDate
Issue RFSOctober 10, 2017
Submit Applicant’s QuestionsOctober 13, 2017 at 13:00 EDT
Respond to Applicant’s QuestionsOctober 16, 2017 at 17:00 EDT
Closing Date for Receipt of SubmissionsOctober 25, 2017 at 13:00 EDT
Evaluate SubmissionsOctober 26 2017
Candidate Interviews (1)October 27, 2017 between 14:00 and 17:00 EDT
Select VendorOctober 27, 2017
Begin Contract (2)November 1, 2017
Complete ContractApril 30, 2018

This RFS timetable is tentative only and may be changed by OntarioMD at its sole discretion.

The Client may, in its sole discretion, extend the Contract End Date for up to six (6) months by giving written notice to the Vendor not less than 10 days before the initial assignment end date.

Notes:
1. Candidates must be available for interviews during the time specified above. Should a candidate be requested to attend an interview during this time and not be able to attend, the candidate’s submission will be disqualified.. Interviews may be waived at the sole discretion of OntarioMD.
2. Subject to contract execution

2.3.Submission Requirements
Submissions are requested from Respondents corresponding to the OntarioMD 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 electronically 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 file in Microsoft Word format or portable document format (pdf).

Cover Letter

The cover letter will include an introduction of the Respondent and must:

include a statement in their response that they have read, understood and accept the terms and conditions contained in the Letter of Engagement attached in Appendix “A: and that the Respondent will, if requested by OntarioMD, sign and enter into this Agreement with OntarioMD and be bound by the provisions of the Letter of Engagement.
include a statement confirming that the information provided in the Submission is accurate.
be signed by an authorized signing officer of the organization.

Respondent Profile

The Respondent profile includes 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 includes the person’s title, address, email, telephone and facsimile number.

This section must include a short summary describing a previous example(s) of where the Respondent has provided similar services to OntarioMD or other entities in the health care sector.

Conflict of Interest Declaration

The Respondent must sign and complete the Conflict of Interest Declaration attached in “Appendix B – Conflict of Interest Declaration”.

Project Team & Staffing

Identify proposed candidate(s) for the role(s). Respondents should note that only one candidate may be proposed for any one role.

The Respondent must use Appendix D – Candidate Experience to provide a detailed description of how the proposed candidate meets the rated experience criteria. A soft copy of the template can be provided upon request.

The Respondent must also include a resumé for the candidate as part of their response to Appendix D.

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

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.

Candidate References

Complete and attach Appendix C – References providing references as requested therein.

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 OntarioMD 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 will ensure that all experience requirements identified as mandatory in Section 4.3 – Experience have been met by the proposed candidate
Stage 3 will score the proposed candidates experience against Section 4.3 - Experience and its relevance to the Scope of Work described in Section 4.2 - Scope of Work. Scoring will be evaluated by OntarioMD for each Submission which passes stage 1 and stage 2.
Stage 4 Upon successful completion of Stage 3, the pricing attachment provided by each Respondent will be opened
Stage 5 consists of verifying reference information. References will only be contacted if a Respondent’s candidate is considered at the completion of Stage 4

The points allocated to each stage of the evaluation process are as follows:

StageEvaluation ProcessPoints1Submission Requirements
(section 2.3 of this RFS)Pass / Fail
2Mandatory experience requirements
(Section 4.3 of this RFS)Pass / Fail
3Candidate Experience
(Section 4.3 of this RFS)80
4Price20
5Reference VerificationPass / Fail

Per the procurement timetable, the top candidates may be invited for a detailed interview to verify the experiences in the proposed candidate’s resume.

3.Terms and Conditions

Confidentiality
OntarioMD 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 OntarioMD, 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 OntarioMD, or refer to this RFS in any advertisement or other promotional messages without the prior written consent of OntarioMD.

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

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 OntarioMD 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 OntarioMD. Such written consents are to specify that the personal information may be forwarded to OntarioMD for the purposes of responding to this RFS and use by OntarioMD for the purposes set out in the RFS. OntarioMD may, at any time, request the original consents or copies of the original consents from Respondents.
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.

We regret extensions cannot be granted. Submissions received after the deadline will be sent a notification email that their Submission will not be considered.
Facsimile Submissions in whole or in part will not be accepted.
Respondents that are selected for a short list will be required to make their candidates available for interviews (tentatively scheduled as indicated in Section 2.2) and respond to questions from OntarioMD.

Other than the contact named in 2. above, a Respondent may not contact or attempt to contact, during the RFS process, anyone else at OntarioMD for the purposes of obtaining information that relates to this RFS. Any Respondent who fails to comply with this requirement will be disqualified.

OntarioMD, 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.

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 OntarioMD will consider in evaluating Submissions.

OntarioMD, without liability, cost or penalty, may, in its sole discretion, waive irregularities in any Respondent’s Submission.

OntarioMD, 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 OntarioMD from a Respondent in response to a request for clarification from OntarioMD shall be considered an integral part of the Respondent’s Submission.

OntarioMD may verify any Respondent claim or statement by whatever means OntarioMD 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 OntarioMD the statement or claim is unwarranted or not credible.

OntarioMD assumes no responsibility for any costs associated with your response to this RFS.

OntarioMD’s standard Letter of Engagement referenced in Appendix “A” is available through the following portal link:

https://www.ontariomd.ca/documents/letter%20of%20engagement%20template.pdf
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 OntarioMD, sign and enter into this Agreement with OntarioMD and be bound by the provisions of the Letter of Engagement. The RFS will become part of the Letter of Engagement.

4.Requirements
4.1.Role
The EMR Solution Architect consultant role will work with internal and external stakeholders to advance the maturity of Electronic Medical Record (EMR) solutions including connectivity to provincial Electronic Health Record (EHR) Solutions and Services, enhanced clinical tools, and the exchange of health information.

4.2.Scope of Work
The following tasks will be assigned to this role:

Provide IT architectural leadership in the design and development of solution requirements that advance the maturity of EMRs in alignment with the Ontario EHR blueprint, provincial architecture and standards including:
EMR Integration with the provincial eConsult service
EMR Integration with the Digital Health Immunization Repository (DHIR) and the Digital Health Drug Repository (DHDR)
Foundational EHR Connectivity requirements for EMRs including identity management, single sign-on, context sharing, connectivity to the provincial HIAL, privacy and security
Requirements development for EMR Integration with a provincial EMR physician dashboard
Other EMR integration solutions or EMR Certification development activities as required
Ensure use of health-related messaging standards for the exchange of health information and data standards for improved data quality.
Leverage recognized ISO security guidelines and other standards to advance minimum privacy and security policies and controls for EMRs
Develop and document architectural artefacts for each of the EMR maturity initiatives and for foundational EMR Concepts
Provide architecture leadership and direction in the development, support and publication of EMR requirements and specifications
Support EMR vendor validation and compliance activities which ensure alignment of EMRs to EMR Specifications
Lead and facilitate cross-stakeholder EMR technology workshops with subject matter experts from multiple stakeholder, organizations including OntarioMD, EMR vendors, eHealth Ontario, delivery partners and clinicians to develop and validate EMR solution requirements
Develop and provide presentations and documentation to various internal and external audiences as required and report regularly on progress and status.
Participate in project meetings to report on progress and issues management

4.3. Experience
The following desired skills and experience will be used to evaluate the proposed candidate. Please use Appendix D – Candidate Experience to describe in detail the proposed candidate’s related experience.

Minimum ten (10) years of experience in Information Technology architecture and standards
Minimum five (5) years experience in design and/or delivery of provincial health care technology solutions and services based on, or in alignment with the Ontario EHR Blueprint and/or the Canada Health Infoway EHRS blueprint
Prior experience working with EHR connectivity requirements including federated identity, single sign on, Ontario Provincial HIAL connectivity
Experience with community-based EMR solutions and office technologies
Experience with OntarioMD’s EMR Certification Program including development of, or alignment with Ontario EMR Specifications
Experience with health-related messaging and content standards including nomenclature and terminology
Prior experience with health sector privacy and security principles and policies (e.g.: ISO 27001/27002)
Demonstrated experience building and maintaining productive working relationships with health system stakeholders including the MOHLTC, eHealth Ontario, EMR vendors, health system delivery partners and clinicians in complex, multi-stakeholder health care environments
Excellent written and oral presentation skills; able to present to internal and external executives.

Appendix A –Letter of Engagement

OntarioMD’s standard Letter of Engagement is available through the following portal link and incorporated as a requirement of this Agreement:

https://www.ontariomd.ca/documents/letter%20of%20engagement%20template.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 and is not available to other Respondents; (ii) communicating with any official or representative of OntarioMD 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, OntarioMD shall be entitled, within its entire discretion, and in addition to any other remedy that may be available to the OntarioMD 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

Respondent(s) shall list a minimum of three (3) customer references for each proposed candidate. Respondents must provide full contact information.

For each customer, please provide the following:

Customer – Name, Address
Contact Person – name, title, number, email
A brief description of the project, its deliverables, outcomes and timeline to deliver. Include any details that would highlight the candidate’s experience in areas similar to the ones being requested at part of this RFS

Appendix D – Candidate Experience

Please use the following table(s) to provide detailed responses to how the candidates experience applies to the listed criterion. Please also attach the candidate’s resumé, in accordance with Section 2.3 of this Request for Services however the candidates resumé should be considered as a complement to Appendix D and not a substitute.

Vendor Name:
Candidate Name:

Mandatory Criterion

Please confirm that the candidate meets the following mandatory experience criterion before proceeding with the Evaluated Criterion. These responses must be substantiated within the evaluated criteria and attached resumé.

Criterion Candidate Experience

Minimum ten (10) years of experience in Information Technology architecture and standards

¨ Yes, the candidate meets this criterion

Minimum five (5) years experience in design and/or delivery of provincial health care technology solutions and services based on, or in alignment with the Ontario EHR Blueprint and/or the Canada Health Infoway EHRS blueprint

¨ Yes, the candidate meets this criterion

Evaluated Criterion

Please provide detailed responses to how the candidates experience applies to the listed criterion.

Criterion Candidate Experience

Prior experience working with EHR connectivity requirements including federated identity, single sign on, Ontario Provincial HIAL connectivity

Experience with community-based EMR solutions and office technologies

Experience with OntarioMD’s EMR Certification Program including development of, or alignment with Ontario EMR Specifications

Experience with health-related messaging and content standards including nomenclature and terminology

Prior experience with health sector privacy and security principles and policies (e.g.: ISO 27001/27002)

Demonstrated experience building and maintaining productive working relationships with health system stakeholders including the MOHLTC, eHealth Ontario, EMR vendors, health system delivery partners and clinicians in complex, multi-stakeholder health care environments

Excellent written and oral presentation skills; able to present to internal and external executives.

Appendix E – Pricing

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

Vendor’s Legal Name
Name of Consultant
Role
Hourly Rate$
Per Diem (maximum daily rate @ 7.5 hours/day)
$

Dates

Publication

2017/10/10 03:25:13 PM EDT

Bid Intent

Not Available

Question Acceptance Deadline

2017/10/13 01:00:00 PM EDT

Questions are submitted online

Closing Date

2017/10/25 01:00:00 PM EDT

Contact Information

Val Lesko

416-623-1248

procurement@ontariomd.com

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

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