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RFS 2023-01 - RFS 2023-01 Consulting Services - Market, Pay Equity and Compensation Review

RFS 2023-01 - RFS 2023-01 Consulting Services - Market, Pay Equity and Compensation Review
This solicitation is CLOSED

Basic Information

Reference Number

0000239424

Issuing Organization

OntarioMD Inc.

Owner Organization

OntarioMD Inc

Solicitation Type

RFS - Request for Services (Formal)

Solicitation Number

RFS 2023-01

Title

RFS 2023-01 Consulting Services - Market, Pay Equity and Compensation Review

Source ID

PU.HL.ON.564307.C96862

Agreement Type

Broader Public Sector (BPS)

Details

Location

Canada, Ontario, Toronto

Delivery Point

Toronto

Purchase Type

One Time Only- Delivery Date:June 30, 2023

DescriptionA - Latest Amendment











 

Request for Services

Consulting Services – Market, Pay Equity and Compensation Review











RFS Number:          2023-01
Issued:                    January 17, 2023
Closing Date:          February 6, 2023 1:00PM EDT
 
 


Table of Contents

1.    Introduction  3
1.1.     Invitation to Submit. 3
1.2.     About OntarioMD. 3
1.3.     OntarioMD’s Business Need. 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   11
Appendix B – Conflict of Interest Declaration  12
Appendix C – References  13
Appendix D – Candidate Experience Template  14
Appendix E – Pricing   15
 
  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 of a Pay Equity and Compensation Review 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 to be willing to enter a Statement of Work using the OntarioMD standard form for consulting contracts (Appendix A).
 
    1. About OntarioMD
OntarioMD (also referred to as OMD in this RFS) supports clinician practices with innovative digital health and quality improvement tools and approaches required to address their practice needs and reduce their administrative burden. 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.


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.


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. OntarioMD’s Business Need

In 2017, a detailed review of OMD’s compensation model was undertaken by an external vendor. All Job Descriptions relevant to OMD’s business were reviewed and updated. At that time, a detailed banding structure was developed and OMD also introduced a job evaluation model and tool which is an external proprietary framework. We are currently leveraging this tool to continue to evaluate all OMD jobs to ensure they fit within our existing banding structure.

Under the current market conditions, and the highly competitive job market, we are seeking to secure services to assist us with ensuring we remain competitive and that the tool for job evaluation and our salary banding structure are up to date.  Currently there are approximately 135 FTE’s at OMD with approximately 90 unique positions that will require review.

OMD is seeking a vendor who is a recognized market leader to conduct a Market, Pay
Equity & Compensation Review with multiple deliverables outlined below. They should be able to
demonstrate their expertise and experience to implement and meet these requirements as described in Section 4.

 
  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 RFSJanuary 17, 2023
Submit Applicant’s QuestionsJanuary 20, 2023 at 13:00 EDT
Respond to Applicant’s QuestionsJanuary 23, 2023
Closing Date for Receipt of SubmissionsFebruary 6, 2023 at 13:00 EDT
Evaluate SubmissionsFebruary 6-10, 2023
Respondent PresentationsFebruary 21-22, 2023
Select VendorFebruary 23, 2023
Begin Contract (2)March 1, 2023
Complete ContractJune 30, 2023
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 two (2) months 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 via email as per Section 3.3. 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 a separate electronic file in Microsoft Word format or portable document format (pdf).

 
  1. Cover Letter
This must include an introduction to the Respondent and 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 Respondent.
 
  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). All respondents must sign and include the Conflict of Interest Declaration attached in “Appendix B – Conflict of Interest Declaration”.
 
  1. Project Team & Staffing
Identify the proposed team members and the roles they will play for the engagement. Provide details on how the experience of each team member meets the rated experience criteria.

Appendix D – Respondent Experience must be used to capture responses. One Appendix D must be prepared for each principal team member identified in the submission.  A soft copy of the template can be provided upon request. Please note that a resumé for each team member must also be included as part of Appendix D.

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 References
Complete and attach Appendix C – References providing references as requested therein.
 
  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.
 
    1. 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/team member Experience.  The top 3 scores from Stage 2 will move on to Stage 3
Stage 3 consists of scoring by OMD of the presentations from the respondents with the top 3 scores from Stage 2
Stage 4 Upon successful completion of Stage 3, the pricing attachment provided by each Respondent from Stage 3 will be opened 
Stage 5 consists of verifying reference information. References will only be contacted if a Respondent is considered at Stage 4

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

  
Evaluation ProcessPointsSubmission Requirements
(section 2.3 of this RFS)Pass / Fail
Evaluated Experience 70
Presentation10
Price20
Reference VerificationPass / Fail

 
  1. Terms and Conditions
 
  1. No Contract A/Contract B Scenario

The RFS does not create a Contract A/Contract B scenario, that is to say, that this RFS, if acceptable to a proponent, does not create a valid and enforceable contract between a proponent and OntarioMD (OMD) when a proposal is submitted that is compliant with the requirements of this RFS. See below for the reserved rights of OMD.
 
  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, a 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 used 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 their principal team members available for a presentation (tentatively scheduled as indicated in Section 2.2) and respond to questions from OMD.  Details of the content of the presentation will be included in the invitations to present sent to the selected respondents.
 
  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;
    • Cancel this RFS and negotiate directly with one or more Respondents;
    • 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 from the evaluation weighting in Section 2.4 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, including errors or irregularities that make the Submission fundamentally non-compliant.
 
  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 and information about a Respondent from third parties with experience with the Respondent. 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 and any information from third parties may legitimately be factored into OMD’s evaluation.
 
  1. OMD may decline to accept the Submission of a Respondent that has threatened to sue OMD in connection with any work that is similar to the subject matter of the RFS.
 
  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 a Respondent’s 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-%20march%204%202022.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 and Respondent’s submission will become part of the Letter of Engagement.
 
  1. Requirements
    1. Role
OMD is seeking a vendor who is a recognized market leader to conduct a Market, Pay
Equity & Compensation Review with multiple deliverables outlined below. They should be able to
demonstrate their expertise and experience to implement and meet these requirements.

The work is expected to span the period from March 1, 2023 – June 30, 2023, with the possibility for an extension of two (2) months as described in Section 2.2 Procurement Timetable.
    1. Scope of Work

The project requires the following to be completed:
 
  1. A Market, Pay Equity & Compensation Review  and recommendations across the
organization for all positions;
  1. Recommendations brought forward must ensure that OMD continues to be a competitive employer;
  2. A review of the job evaluation tool currently utilized for all positions. Recommend if OMD should continue with this tool or not, and if not, also recommend an alternate tool;
  3. Implementation of the recommended job evaluation process if adjustments are required to tool and/or process;
  4. The rollout and implementation of the tool, training, and materials if a new tool and/or process are recommended.
  5. Review of job descriptions where required.
 
    1. Experience

The evidence of the Respondent/team members’ skills in these areas will be evaluated to assess the Respondent’s ability to deliver on the Scope of Work.

The following areas will be evaluated:
 
  1. Methodology and approach to be used;
  2. Detailed project plan complete with project timelines and client/consultant responsibilities;
  3. Respondent’s experience with developing compensation programs in the Public Sector as demonstrated by detailed examples (minimum 3);
  4. Credentials of proposed project team members; and
  5. Experience of proposed project team member(s) on similar projects.


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-%20march%204%202022.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
Respondent shall list a minimum of three (3) customer references. 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 respondent’s experience in areas similar to the ones being requested at part of this RFS

Appendix D – Team member Experience Template
Please use the following table(s) to demonstrate each team member’s experience in each of the listed areas, and attach the team member’s resume, in accordance with Section 2.3 of this Request for Services:



Team Member Name:

Role on this Engagement:


Criterion                                           Team Member Experience
  1. Methodology and approach to be used;
 
  1. Detailed project plan complete with project timelines and client/consultant responsibilities;
 
  1. Respondent’s experience with developing compensation programs in the Public Sector as demonstrated by detailed examples (minimum 3);
 
  1. Credentials of proposed project team members; and
 
  1. Experience of proposed project team member(s) on similar projects.


Appendix E – Pricing

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



Vendor’s Legal Name

Fixed Price $



 

 See more

Dates

Publication

2023/01/17 01:35:49 PM EST

Bid Intent

Optional

Bid Intent Deadline

2023/01/31 01:00:00 PM EST

Question Acceptance Deadline

2023/01/20 01:00:00 PM EST

Questions are submitted online

No

Closing Date

2023/02/06 01:00:00 PM EST

Contact Information

Val Lesko

416-623-1248

val.lesko@ontariomd.com

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Envelope 1 - Identity & Proposal

Pricing

No pricing in this envelope

Bid Documents List
Item Name Description Mandatory Limited to 1 file
Bid Documents Documents defining the proposal No No
No entries
Additional Bidding Instructions

All bids must be emailed to procurement@ontariomd.com

 See more

Envelope 2 - Pricing

Pricing

Lump sum

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