Basic Information

Reference Number

0000242658

Issuing Organization

OntarioMD Inc.

Owner Organization

OntarioMD Inc.

Solicitation Type

RFS - Request for Services (Formal)

Solicitation Number

RFS 2023-02

Title

RFS 2023-02 Consulting Services - Project Management Support

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:2023/04/03

DescriptionA - Latest Amendment

Request for Services

Consulting Services – Project Management Support

RFS Number: 2023 - 02
Issued: March 6, 2023
Closing Date: March 21, 2023, 13:00 EST

Table of Contents

Introduction

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 “Project Manager” as described in Section 4.

In responding to this RFS, you will be deemed to have considered 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).

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. 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 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.

1.3 OntarioMD’s Business Need

OntarioMD is seeking to augment project management capacity on a short-term basis to support the execution of a number of initiatives within this fiscal year, including but not limited to

Major enhancements to OMD’s web portal
Implementation of electronic signature capability
Health Report Manager product enhancements

Supporting Ontario Health Teams in digital health tool implementation
Supporting Ontario Health Teams in EMR migrations and Health Information System (HIS) integration
Development of new products and services
Support the development of standardized PMO Tools and Templates.

The additional project management resource will complement the existing OMD Project Management Office staff, ensuring progress on planned initiatives to deliver expected outcomes against the fiscal 2023/24 strategic objectives. Most of the work may be done remotely but the resource will be required to attend occasional meetings at OMD’s offices in Toronto. No travel expenses (including time to travel) to meet the requirement will be paid to the successful respondents/resources.

Procurement Process

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

Procurement Timetable

The target completion dates for the procurement activities are listed below:

Activity Date
Issue RFS March 6, 2023
Submit Applicant’s Questions March 9, 2023, at 13:00 EST
Respond to Applicant’s Questions March 10, 2023
Closing Date for Receipt of Submissions March 21, 2023, at 13:00 EST
Evaluate Submissions March 21-24, 2023
Candidate Interviews (1) March 27-28, 2023
Select Vendor March 29, 2023
Begin Contract (2) April 3, 2023
Contract end January 31, 2024

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:

Subject to contract execution

Interviews may be waived at the discretion of OntarioMD

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 of this RFS. 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).

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. A statement 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.

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.

Conflict of Interest Declaration

Any Respondent who has or may have a conflict of interest must disclose such conflicts(s). ALL Respondent(s) must sign and include the Conflict-of-Interest Declaration attached in “Appendix B – Conflict of Interest Declaration”.

Project Team & Staffing

Identify the proposed candidate for the role. Provide details on how the experience of the proposed candidate meets the rated experience criteria. Respondents are reminded that only one candidate may be proposed.

Appendix D – Candidate Experience must be used to capture responses. A soft copy of the template can be provided upon request. Please note that a resumé for the candidate 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.

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.

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 Candidate Experience
Stage 3 OMD will interview the candidates. The interview is meant to validate the candidate’s capabilities for the consulting service mentioned in Section 1.1
Stage 4 Upon successful completion of Stage 3, the pricing attachment provided by each Respondent who moved to Stage 3 will be opened
Stage 5 consists of verifying reference information. References will only be contacted if a Respondent’s candidate is considered after Stage 4

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


Evaluation Process Points
Submission Requirements
(Section 2.3 of this RFS) Pass / Fail
Evaluated Candidate Experience (See Appendix D) 75
Interview 5
Price 20
Reference Verification Pass / Fail

Terms and Conditions

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.

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.

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 to move to Stage 3 of the evaluation process will be required to make their candidate available for interviews (tentatively scheduled as indicated in Section 2.2) and respond to questions from OMD.

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.

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.

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.

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.

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.

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.

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.

OMD assumes no responsibility for any costs associated with a Respondent’s response to this RFS.

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

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.

Requirements

Role

OMD is seeking the consulting services of a “Project Manager” to complement the project management team within the Project Management Office. The project manager may be assigned to one or more initiatives to provide project management support in accordance with the responsibilities outlined in Section 4.2.

Most of the work may be done remotely but the resources will be required to attend occasional meetings at OMD’s offices in Toronto. No travel expenses (including time to travel) to meet the requirement will be paid to the successful respondents/resources.

This role will report directly to the Manager, Project Management Office.

The work is expected to span the period from April 3, 2023 – January 31, 2024, with the possibility for extension of two (2) months as described in Section 2.2 Procurement Timetable.

Scope of Work

The Project Manager will be required to:

Manage multiple projects and project resources through the project management life cycle while meeting PMO gating requirements
Ensure project deliverables meet project timelines, scope and budget, and follow OMD’s project management methodologies and best practices
Develop and maintain project documents including but not limited to project charter, integrated project plan, financial tracking documentation, resource plans, issue and risk log/tracking, status reporting, and governance agenda/minutes/action items
Create and manage the assigned work package within the overall project plan, including all components, documents and reports

Participate in project steering committee and stakeholder meetings
Provide project, and/or portfolio reporting to project sponsor, PMO and other project stakeholders
Manage both internal and external project stakeholders to ensure successful coordination and delivery of project deliverables
Perform issue and risk management to minimize project impacts
Ensure a high level of fiscal control and accountability for project budget. Forecast changes to the budget and communicates planned vs. actual budget as the project progresses

Collaborate with Products and Services teams and support opportunity assessment and business case development
Support knowledge transfer activities to OMD staff throughout engagement as directed by PMO Manager

4.3 Candidate Experience
The evidence of the candidate’s experience and skills will be evaluated to assess the candidate’s ability to deliver on the scope of work described in Section 4.2.

The following areas will be evaluated:

Minimum seven (7) years of project management experience
Minimum of five (5) years’ experience delivering large information technology initiatives, ideally in the healthcare industry

Strong track record of successful project delivery within approved plan, scope and budget
Demonstrated experience leading cross-functional project teams in complex, multi-stakeholder environments
Demonstrated experience identifying and evaluating specific issues or risks, providing options analysis and recommending action plans to mitigate the risks
Strong working knowledge of Waterfall and Agile / Hybrid delivery methodologies
Excellent communication skills and proven ability to develop reports and make presentations to both non-technical and executive audiences

Highly developed interpersonal and negotiation skills
Experience with portal, content management, and CRM solutions
Experience in the use of all Microsoft Office products especially Microsoft Project

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

﷟HYPERLINK "https://www.ontariomd.ca/portal/server.pt/community/work_with_us/733/our_tenders/18798"
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(s) shall list a minimum of three (3) customer references for the proposed candidate(s). 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 like the ones being requested at part of this RFS

Appendix D – Candidate Experience Template

Please use the following table(s) to demonstrate candidate experience and skill, and attach the candidate’s resume, in accordance with Section 2.3 of this Request for Services:

Vendor Name:

Candidate Name:

D1 – Qualifications and Experience

For each criterion, clearly articulate how the skills and experience of the proposed personnel match up with the stated requirements. Please explain or describe each criterion in detail providing as much detail as possible by mentioning specific projects and what the team member did to demonstrate applicable skills/experience.
Criterion Candidate Response
1. Minimum seven (7) years of project management experience

2.  Minimum of five (5) years’ experience delivering large information technology initiatives, ideally in the healthcare industry

3. Strong track record of successful project delivery within approved plan, scope and budget

4. Demonstrated experience leading cross-functional project teams in complex, multi-stakeholder environments

5. Demonstrated experience identifying and evaluating specific issues or risks, providing options analysis and recommending action plans to mitigate the risks

6. Strong working knowledge of Waterfall and Agile / Hybrid delivery methodologies

7. Excellent communication skills and proven ability to develop reports and make presentations to both non-technical and executive audiences

8. Highly developed interpersonal and negotiation skills

9. Experience with portal, content management and CRM solutions

10. Experience in the use of all Microsoft Office products especially Microsoft Project

[Text Wrapping Break]

Appendix E – Pricing

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

Vendor Name

Name of Consultant

Hourly Rate $
Per Diem
(Maximum daily rate @ 7.5 hours/day)
$

RFS# 2023-02 Consulting Services – Project Management Support
Questions and Answers
March 10, 2023
# Received Question/Response
1 March 7, 2023 Question: Due to NDAs with our customers, we will only be able to provide
the client's name and the date of the projects where we engaged our
resources. We will not be able to provide full references prior to hiring of
the proposed candidates. Please let us know if the client's name and date
related information would suffice to proceed with our submission.
However, we will provide entire details related to proposed candidates'
reference information when we get shortlisted/in the final stage of the
decision.
Answer: Providing just the clients’ names and dates will suffice for the
initial evaluation. However, once shortlisted, OntarioMD will require
complete reference details.
2 March 8, 2023 Question: Do you anticipate this to be a full-time commitment? If not,
what is the anticipated commitment per week?
Answer: This is a 37.5 hours per week commitment for the duration of the
engagement.
3 March 8, 2023 Question: Are you able to share the anticipated budget for this
engagement?
Answer: This is a competitive procurement and as per Section 2.4 of the
RFS, pricing is part of the evaluation criteria to determine a successful bid.
As such, we have no predetermined budget and expect respondents to put
forward competitive prices.
4 March 9, 2023 Question: Is there an existing incumbent currently carrying out this work
for OntarioMD?
Answer: We are currently supporting our internal PMO team with two (2)
contract positions which expire on March 31, 2023. This procurement is an
open competition which anyone (including the two (2) current contractors)
can respond and be considered equally to provide the services of this RFS.
5 March 9, 2023 Question: Is this procurement for a new role to be added to the OntarioMD
PMO?
Answer: As stated in Section 1.3 of the RFS, this procurement is for a
project management resource to complement our existing PMO team on a
short-term basis.

Dates

Publication

2023/03/06 10:16:43 AM EST

Bid Intent

Optional

Bid Intent Deadline

2023/03/21 01:00:00 PM EDT

Question Acceptance Deadline

2023/03/09 01:00:00 PM EST

Questions are submitted online

Closing Date

2023/03/21 01:00:00 PM EDT

Contact Information

Val Lesko

416-623-1248

procurement@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	Yes	No
No entries

Additional Bidding Instructions

Bid must be emailed to procurement@ontariomd.com.

Envelope 2 - Pricing

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

Additional Bidding Instructions

Bid must be emailed to procurement@ontariomd.com.

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