Basic Information

Reference Number

0000277300

Issuing Organization

OntarioMD Inc.

Owner Organization

OntarioMD Inc.

Solicitation Type

RFS - Request for Services (Formal)

Solicitation Number

RFS 2024-02

Title

RFS 2024-02 Consulting Services - ITSM Resource Augmentation

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:2024/10/18

DescriptionA - Latest Amendment

Request for Services

Consulting Services – IT Service Management Resource Augmentation

RFS Number:           2024 - 02
Issued:                    August 28, 2024
Closing Date:           September 23, 2024, 13:00 EST

Table of Contents

1.     Introduction 3
1.1.         Invitation to Submit. 3
1.2.         About OntarioMD Inc. 3
1.3.         OMD’s Business Need. 4
2.     RFS Process 5
2.1.         RFS Coordination. 5
2.2.         RFS 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 – Rated Criteria 15
Appendix E – Pricing 17
Appendix F – Roles 18

Introduction
1. Invitation to Submit

This Request for Services (“RFS”) is an invitation to one or more vendors to put forward submissions for the provision of resource augmentation services as described in Section 4. Each Vendor filing a submission is called a “Respondent” in this RFS.

In responding to this RFS, the Respondent will be deemed to have considered all the terms and conditions in the RFS and to be willing to enter a Statement of Work based on the OntarioMD Inc. standard form for consulting contracts (Appendix A).

1. About OntarioMD Inc.

OntarioMD Inc. (also referred to as OMD in this RFS) supports community-based clinicians and nurse practitioner practices with innovative digital health and quality improvement tools and approaches required to address their practice needs and reduce their administrative burden. Our priorities align with the Province of Ontario’s Patients Before Paperwork (Pb4P) initiative to reduce paperwork that contributes to clinician burnout. OMD’s most recent initiative is centred on helping clinicians select AI scribe solutions that align with their workflows, meet their practice needs, reduce their documentation burden and use the saved time on patient care or their wellness.

We have a successful record of helping community-based physicians as well as nurse practitioners in all Ontario Health Teams adopt provincial digital health tools that are integrated with certified electronic medical records (EMRs) based on their needs. We are an important delivery partner for Ontario Health to deploy these tools on their behalf. These include the Digital Health Drug Repository (DHDR), EMR-Integrated eConsult, Health Report Manager (HRM®), Ontario Laboratories Information System (OLIS) and ONE® ID. OMD is also deploying third-party digital applications integrated with certified EMRs (also known as Contextual Launch services) such as Cancer Care Ontario (CCO) Reports, ClinicalConnect, eForms, HPG/CHRIS (Health Provider Gateway/Client Health and Related Information System), and Ontario Telemedicine Network (OTN) eConsult. Our OMD Advisory Service, delivered by teams of digital health experts across Ontario, onboards clinicians to these tools and works with them to sustain and improve use of the tools. This service has enrolled more than 20,000 clinicians in our programs who are realizing the value of our digital health services to enhance patient care. Our Peer Leader Program, a network of clinicians throughout Ontario, is another complimentary resource available to mentor clinicians to become better digital health users.

To support OMD’s priorities, our strategic plan for 2020-25 is based on three main strategic areas of focus:

Corporate growth and sustainability
Being a leading delivery partner
Digital health advocacy

OMD engages the community-based health care sector and related stakeholders about the best approaches to expand and integrate EMRs so that the greatest value is delivered to patients, clinicians, and the health system.

OMD is a wholly owned subsidiary of the Ontario Medical Association. and is funded by the Province of Ontario through an annual Transfer Payment Agreement to deliver the services and initiatives outlined above.

For more information, please visit www.ontariomd.ca.

1. OMD’s Business Need

OMD has ongoing accountability for IT Service Management (“ITSM”) in health care, predominantly for community-based care delivery. These accountabilities cover full lifecycle responsibilities from strategic, program and project planning, through design and development, to deployment and adoption.

The scope of ITSM products and services may include:

OMD managed services (e.g.: Health Report Manager, Certification)
The integration of clinician point of service systems with jurisdictional Electronic Health Record (EHR) services (e.g.: EMR Integrated access to the Digital Health Drug Repository)
The provision of services or tools for clinicians which support or enhance care delivery
(e.g.: AI Scribe)

The operation of existing products and services, and the advancement of new products and services rely predominantly on OMD’s full-time staff resources to deliver. However, OMD, occasionally requires experienced resources on an agile, flexible, temporary, or fixed-term basis that are best fulfilled by fee-for-service consulting resources to augment OMD’s staff capacity (“Augmentation Services”, described in more detail throughout this RFS).

OMD may, as part of Augmentation Services, require fee-for-service resources to fill one or more roles depending on priorities.

OMD is looking to obtain Augmentation Services from up to three (3) vendors, each of which will engage in a 24-month stand-by contract (see Section 2.2 RFS Timetable) for the possible provision of resources, if and as-needed, to support OMD’s ITSM accountabilities (“Contract”).

RFS Process
1. RFS Coordination

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

Mailing Address
OntarioMD Inc.
150 Bloor Street West, Suite 900
Toronto, ON M5S 3C1

1. RFS Timetable

The target milestone dates for this RFS are listed below:

ActivityDate
Issue RFSAugust 28, 2024
Submit QuestionsSeptember 4, 2024, at 13:00 EST
Respond to QuestionsSeptember 6, 2024
Closing Date for Receipt of SubmissionsSeptember 23, 2024, at 13:00 EST
Evaluate SubmissionsSeptember 23 – October 10, 2024
Select VendorsOctober 11, 2024
Enter into Contracts with Vendors (1)October 18, 2024
Contracts End24 months from date of contract execution
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 two (2) months by giving written notice to the successful Respondent(s) not less than 10 days before the Contract End date.

Notes:
{1) Subject to Contract execution

1. Submission Requirements

Written Submissions are requested from Respondents which adhere to the OMD submission requirements described below. Respondents must order their Submissions in the same order as the information requested below.

Respondents must submit their Submissions in two separate parts via email as per Section 3, part 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

The Respondent’s cover letter must 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.
a statement confirming that the information provided in the Submission is accurate.
A statement indicating the Respondent “is capable of provisioning at least four (4) of the six (6) individual Roles per Appendix D – Rated Criteria, and has provided sample resumes of example candidates”
a signature of an authorized signing officer of the Respondent.

Respondent Profile

The Respondent Profile must include:

a brief description of the Respondent’s type of business.
the 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.

Conflict of Interest Declaration

Any Respondent that has, or may have, a conflict of interest, must disclose such conflicts(s). All Respondents must complete, sign, and include the Conflict of Interest Declaration attached in Appendix B – Conflict of Interest Declaration as part of its Submission.

Rated Criteria Response

The Respondent must complete and attach Appendix D – Rated Criteria Response Template. An electronic copy of the template can be provided upon request.

Respondent References

The Respondent must complete and attach Appendix C – References providing references as requested therein.

Price

The Respondent must 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 each Submission will be conducted by a panel of OMD representatives.

Stage 1 consists of validating that all Submission Requirements have been met and are complete according to Section 2.3 – Submission Requirements. Respondents who do not pass Stage 1 will not continue.
Stage 2 Upon successful validation of Stage 1, the Rated Criteria provided by each Respondent will be scored by OMD, according to Appendix D - Rated Criteria.
Stage 3 Upon successful completion of Stage 2, the pricing attachment provided by each Respondent will be opened and scored, according to Appendix E - Pricing.
Stage 4 consists of verifying reference information. References will only be contacted if the Respondent is considered after Stage 3.

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

Evaluation ProcessPointsSubmission Requirements (Section 2.3)Pass / Fail
Rated Criteria (See Appendix D - Rated Criteria)60
Price (See Appendix E - Pricing)40
Reference VerificationPass / Fail

Terms and Conditions

No Contract A/Contract B Scenario

This RFS does not create a Contract A/Contract B scenario, that is to say, that this RFS, if acceptable to a Respondent, does not create a valid and enforceable contract between the Respondent and OMD even where the Submission is compliant with the mandatory 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 it without the prior written approval of OMD, save, and except for, the strict purpose of preparing a Submission, 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.

Neither Respondents, nor any other recipients of this RFS, may 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 their employees and subcontractors. If this RFS requires Respondents to provide OMD with personal information of employees who have been mentioned as resources in a Submission, Respondents will ensure that they have obtained written consent from each of those persons 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 a Submission under this RFS and may be used by OMD for the purposes set out in this RFS. OMD may, at any time, request the original consents or copies of the original consents from Respondents.

Respondents must provide an electronic copy (via email) of their questions and Submission within the times 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 will not be accepted.

Other than to the OMD contact named in Section 2.1 above, Respondents 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 that fails to comply with this requirement will be disqualified.

OMD, without liability, cost or penalty, may at any time prior to, or after, the Closing Date:
- 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 reserves the right to issue, at any time, other and further procurement processes for services that are similar, or even identical, to the Augmentation Services. OMD has no obligation to utilize the Augmentation Services of the successful Respondents who enter into Contracts with OMD and may enter into contracts with other providers for such purposes at its sole discretion.

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 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 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 assumes no responsibility for any costs associated with a Respondent’s response to this RFS, including in connection with a Submission.

OMD’s standard Letter of Engagement, which is referenced in “Appendix A”, and which will serve as the basis of negotiation with the successful Respondent, is available through the following link:

https://www.ontariomd.ca/documents/letter%20of%20agreement%20-%20corporation%20-%20march%204%202022.pdf

The Respondent must provide a statement in its 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 the Letter of Engagement with OMD and be bound by its provisions.

- - they disagree with certain provisions of the Letter of Engagement and wish to negotiate changes to it.
The RFS and Respondent’s Submission will become part of the Letter of Engagement.

Requirements
1. Role

OMD is looking to obtain Augmentation Services from up to three (3) Vendors, each of which will engage in a 24-month stand-by Contract for the possible provision of resources, if and as-needed, to support OMD’s ITSM accountabilities on a Fee-for-Service (“FFS”) basis. Respondents should be able to demonstrate their expertise and experience to implement and meet these requirements.

1. Scope of Work

General Terms

This RFS has no value and does not guarantee that OMD will request any FFS resources.
Consistent with FFS consulting, there is no guarantee of term, or hours worked for any individual FFS Role (herein defined). The term for which hourly services may be contracted will range from one (1) week to 12 months.
Provision of Augmentation Services will be based on an hourly rate in Canadian dollars. Rates will not exceed 7.5 billable hours per day and will be based on hours worked, not on a 37.5-hour work week. This notwithstanding, FFS Roles are expected to be arranged around a Scope of Work and an associated term.

Roles

Refer to Appendix F for a list of generic, FFS “Roles” that may be requested by OMD.
The successful Respondent must be capable of providing FFS consultants in a timely manner for at least four Roles identified in Appendix F - Roles.
Each Role is further characterized by experience as junior, intermediate, senior or executive. See Appendix F - Roles.
The Respondent must identify the Roles (See Appendix D - Rated Criteria) they are able to provision, which will remain in effect for the full term of the Contract, as per Section 2.2 RFS Timetable.
The Roles are as contemplated at the time this RFS was written and may be amended over time driven by specific OMD ITSM needs as described in Section 1.3 OMD’s Business Need.
Any new Roles added (or as otherwise amended) will become part of the Augmentation Services and remain in effect for the full term of the Contract, as per Section 2.2 RFS Timetable. All successful Respondents will be given opportunity to indicate their capability to provision any new/amended Role and the associated hourly rate, however the hourly rate must remain fixed for the duration of the Contract term.

FFS Requests

If, and as needed, OMD may issue an FFS Request for one or more Roles to satisfy various ITSM objectives, and will include the Scope of Work, deliverables and term for each Role.
Each successful Respondent will be given an opportunity to nominate a single FFS resource (including resume) for any Role highlighted in an FFS request.
The FFS resource(s) nominated by the successful Respondents will be selected by OMD based on the resource nominated, their availability, and cost.
Where any given FFS Request involves more than one Role, it is not necessary that one successful Respondent satisfy all Roles requested. Any one or more of the successful Respondents may be contracted to satisfy the FFS Request.
Once the Augmentation Services period identified in Section 2.2 RFS Timetable has expired, no new FFS Requests will be arranged. Any Augmentation Services arranged during the Contract period, however, will be allowed to be completed.
Successfully executed FFS Requests will be invoiced monthly based on an hourly rate and include a timesheet detailing time billed. Multiple Roles must provide individualized timesheets and be individually separated in invoices.
The successful Respondents will provision FFS Roles with their own equipment (e.g.: laptop, cellphone) and bear all necessary expenses to carry out the individual terms of the FFS Request. Any expenses to be invoiced to OMD over and above the hourly rate, must be negotiated and approved in advance of incurring the expense.
Any FFS Request that is to be provisioned by a subcontracted resource must be identified, and is subject to OMD’s prior approval. If subcontracting is approved, the Respondent will still be accountable for the subcontractor.

Appendix A – Standard Consulting Form
OMD’s standard Letter of Engagement, which will serve as the basis for negotiation, is available through the following 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 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 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 three (3) customer references aligned with Appendix D - Rated Criteria, Question 2, where the Respondent has provided FFS resources in Ontario health care that align with the sample roles provided in Appendix F - Roles.

Respondents must provide full contact information.

For each customer, please provide the following:

Customer – Name, Address
Contact Person – Name, Title, Phone number, Email

Appendix D – Rated Criteria
Please use the following table(s) to demonstrate your organization’s history, experience and readiness to provision the “Augmentation Services” described in this RFS.:

Vendor Name:

These criteria are scored. For each criterion, clearly articulate how the skills and experience match the stated requirements. Please explain or describe each criterion in as much detail as possible. Do not just provide links or simple answers.
CriterionCandidate Response

ITSM/FFS Experience: Describe the health care related ITSM roles that the Respondent is known for fulfilling on an FFS basis in Ontario.

Provide examples that demonstrate longevity in the health care sector, and experience provisioning roles similar to the sample roles provided in Appendix F - Roles.

Please provide references for three examples using Appendix C – References.

Roles: Using the sample Roles provided in Appendix F – Roles

Identify the sample Roles that you could provision based on FFS resources you currently have contracted to customers, or could otherwise generally provision in a timely manner.
Please provide a sample resume for each of the Roles and Role Experience Levels you have identified.
Roles greyed out are not applicable (“n/a”) and can be omitted.
Respondent must be capable of provisioning at least four (4) of the six (6) Roles (regardless of Role Experience Level)

Role (See Appendix F)Role Experience Level
JuniorIntermediateSeniorExecutive

Business Lead

n/a

Technical Lead

n/a

n/a

Project Manager

n/a

Project Coordinator

n/a

Conformance Analyst

n/a

Business Analyst

n/a

Account Manager: Provide the contact information, background, experience and credentials of the Account Manager who will be assigned to manage the account with OMD and provide customer service.

Provincial Healthcare Knowledge and Compliance: Describe the Respondent’s experience that demonstrates an accumulating knowledge of, and compliance to, Ontario Health's broader system priorities, digital transformation goals, especially in the context of reducing reliance on outdated technologies like fax transmission.

Proven Healthcare ITSM Methodologies: Describe the specific ITSM methodologies and frameworks (e.g., ITIL, Agile) that the Respondent follows, and provide examples of where these methodologies have been successfully applied in a healthcare context.

Stakeholder Relations: Provide evidence of collaboration with key stakeholders within the Ontario healthcare sector (e.g., hospitals, clinics, healthcare agencies) and how these relationships can benefit the execution of OMD's projects.

Scalability and Flexibility: Explain the Respondent’s ability to scale resources according to project demands, e.g.: Onboarding of additional resources to address sudden changes in project scope or timelines.

Risk Management: Outline the Respondent’s approach to identifying, managing, and mitigating risks within healthcare IT projects (e.g.: privacy, security, project timelines, capacity).

Knowledge Transfer and Capacity Building: Describe how the Respondent will ensure knowledge transfer to internal OMD teams and how they build capacity within client organizations, ensuring long-term sustainability of IT service management post-project completion.

Appendix E – Pricing
Please provide the following information in accordance with Section 2.3 of this RFS:

Greyed out cells are not applicable (“n/a”) and indicate where rates do NOT need to be provided.

OMD will keep the pricing information provided by each Respondent confidential to the extent permitted by applicable laws.

Vendor Name:

Role (See Appendix F)Role Experience Level
JuniorIntermediateSeniorExecutive

Business Lead

n/a$ $ $

Technical Lead

n/a$ $ n/a

Project Manager

$ $ $ n/a

Project Coordinator

$ $ $ n/a

Conformance Analyst

$ $ $ n/a

Business Analyst

$ $ $ n/a
All rates should be hourly, not to exceed 37.5 hours per week, and in Canadian Dollars (before applicable taxes are applied).

Appendix F – Roles
If, and as needed, OMD may issue an FFS Request for one or more Roles to satisfy various ITSM objectives. Each FFS Request may characterize Roles as Junior, Intermediate, Senior or Executive, based on experience as follows:
JuniorThe experience of the role is based on 1 to 3 years of experience, not necessarily in healthcare.
IntermediateThe experience of the role is based on 3 to 5 years of healthcare experience.
SeniorThe experience of the role is based on 6 to 10 years of healthcare experience.
ExecutiveThe experience of the role is based on more than 10 years of healthcare experience, including strategic planning, program or project oversight in a current or prior leadership position.

Business Lead

Responsibilities

Lead and/or provide strategic advice in the production of various business development artefacts which maintain or advance OMD’s business strategy. This can include business strategy development, business proposals, presentations, response to, or issuance of, Request for Proposals (RFPs), Request for Services (RFS) etc.
Assess, translate and incorporate existing and potential clients' business needs into clear, succinct key messages and deliverables.
Lead or assist in the preparation of resource allocations, timelines, costing, risks and assumptions.
Lead or assist in the operation or initial implementation of programs, successful proposals, business development activities.
Lead or assist with creation of charters, resource procurement or staff augmentation.
Create, manage and align to approved business or program objectives, scope and deliverables, and financial plans.
Develop and maintain a thorough understanding of OMD’s strategy, products and services, its customers’ needs and interests, resources, and stakeholder landscape.
Lead workshops necessary to advance business development initiatives.
Develop and maintain strong, collaborative relationships with internal and external stakeholders, including management and executive.
Present and/or prepare communications that promote OMD products and services, business development activities.

Experience

MBA, or graduate level equivalent would be an asset.
Minimum 10 years experience in the Ontario Digital Health landscape.
Knowledge of OMD products and services would be an asset.
Prior experience working with Ministry of Health, Ontario Health, Ontario Medical Association and/or at least one other care delivery, regulatory or healthcare service delivery organization. Multi-jurisdictional experience is a definite asset.
Demonstrated experience with preparing or contributing to successful digital health proposals, statements of work and other key business development artefacts.
Creative writing techniques to develop a wide variety of internal and external documents for various purposes and different audiences.
Demonstrated, effective oral and written communication skills oriented to various audiences including management and executive.
Demonstrated political acuity in the digital health and healthcare system landscape including negotiation, mediation and relationship management skills to work closely and lead consultations with stakeholders.
Confidence in working closely with executive-level staff as well as the ability to work independently.
Prior experience developing clear, crisp visually appealing documents.
Ability to work proactively during time pressures of a competitive bid process.

Technical Lead

Responsibilities

Lead the delivery of technology-centric projects from end-to-end, from initiation, planning, execution, monitoring, to closing.
Ensure the project meets all Scope of Work and contractual obligations. Assess and track risks, develop and executes risk mitigation plans.
Schedule project meetings, prepare agendas/documents, produce meeting minutes, and take initiative to follow up on outstanding project deliverables across both organizations.
Facilitate discussion, decision making, and conflict resolution, valuing face-to-face communication with business leaders, IT leaders, project team members.
Provide project management oversight and leadership for a large-scale project.
Create and maintain successful alliances with key stakeholders, both internal and external.
Demonstrate excellent people management skills, as well as collaborative efforts with relevant stakeholders while setting up clear goals and regularly checking to measure progress and change direction as needed.
Ensure effective, accurate and timely communication of key issues and progress to the team and to external stakeholders.
Proactively identify and critically analyze problems affecting the project, processes and people issues that may impact the overall effectiveness of teams and the project.
Ensure the project is executed using best practices and methodologies, and in accordance with defined processes.
Analyze data and review business models; initiate, and set goals for programs according to the strategic objectives of the project.
Prepare Monthly Project Status Reports.
Liaise with internal teams and external vendors to obtain resources, plan the work, and set timelines

Experience

MBA, or graduate level equivalent would be an asset.
PMP designation and/or project management experience would be an asset.
Minimum of 3 to 5 years of managing complex projects.
Dynamic team player with a sense of initiative, results-oriented and good team spirit.
Demonstrated leadership throughout their career and the ability to adapt to change.
Experience or extensive knowledge of clinical operations and workflows, ideally in primary care, and/or primary care-based technology.
Effective time management and multitasking skills.
Ability to manage risk, project scope, and resources.
Strong project management skills, with the ability to manage complex projects within budget and timeline constraints.
Superior problem-solving, issue resolution, negotiation, and diplomacy skills.
Proven experience with delivering projects on time, on budget, within specifications, and in compliance with all requirements.
A continuous improvement and quality mindset along with a desire to continuously seek and incorporate best practices and technologies to optimize project delivery and deliver value to the client.
Excellent communication and presentation skills

Project Manager

Responsibilities

Manage digital health initiatives throughout the project lifecycle.
Primary project accountability.
Responsible for detailed project planning by establishing scope and target deliverables.
Develop and deliver project artefacts (e.g.; charter, project plan, action/issue/risk logs, status reports).
Proactively manage project risks and escalates issues for resolution.
Lead/manage internal and partner project resources and activities (e.g.: change management,

communications, vendor management).

Lead/facilitate workshops and stakeholder forums, as required.
Monitor project status and provide regular updates to OMD senior leadership, project management office and stakeholders.
Coordinate with internal and external partners to develop/continually improve project processes to support various initiatives.
Ensure that all steps from requirement analysis through to implementation, testing, and production are carried out in an optimal way to ensure successful and timely completion of the project.
Establish and maintain collaborative and productive stakeholder relationships.
Liaise with clients and stakeholders (e.g.: project and executive-level resources at Ontario Health, clinician practices, institutions) to explain the benefits, responsibilities and progress associated with products and services.
Create/deliver communications materials and business presentations to internal and external clients/stakeholders.
Support OMD project management office planning and best practices.
Project planning (forecasting, budgeting and prioritization of activities).
Plan, identify and coordinate OMD resources to support initiatives.
Contribute to the Project Management Office project management practices and framework.

Experience

University degree / College diploma in Business Administration, Health Administration and/or Information Technology or equivalent.
Project Management Professional (PMP) designation or a Masters Certification in Project Management is considered a strong asset.
At least five (5) years of project management experience, within which a minimum of 2 years as a Project Manager.
Minimum of two (2) years’ experience delivering information technology initiatives, ideally in the healthcare industry.
Strong business acumen, solution-oriented, critical thinker and creative problem solver.
Ability to influence and work productively with multiple partners.
Experience in developing detailed analysis, interpretation and opinion to support and guide senior stakeholders.
Experience leading cross-functional project teams in multi-stakeholder environments.
Comprehensive project planning experience (e.g.: business planning, budgeting, forecasting, risk/problem management).
Experience working in a formal and structured project management environment/project management office.
Good understanding and experience of Waterfall, Agile and Hybrid delivery methodologies.
Excellent written communication and oral presentation skills, and able to present technical topics to non-technical audiences.
Excellent time management, problem-solving skills, negotiating, and analytical skills.
Experience with MS Office and proficiency in Excel, PowerPoint, Project and Visio is required.
Knowledge of MS SharePoint is an asset.

Project Coordinator

Responsibilities

Coordinate activities and deliverables to advance one or more projects, pursuant to the project plan(s).
Coordinate meetings and working sessions with internal and external stakeholders, including the preparation and distribution of supporting materials, presentations and meeting minutes.
Populate and distribute action, issue and risk logs and follow up on action items with internal and external project partners.
Develop and contribute to project documentation and communications.
Support project alignment to PMO gating, including completion of project artefacts and performing audits.
Assume accountability to deliver defined elements of a broader project.
Escalate issues to the appropriate project manager or other project stakeholder(s), as required.
Populate and distribute status and progress reports, as well as project and portfolio dashboards.
Develop data exchange processes and data models (e.g.; data shared by / with project stakeholders) to ensure compliance with business requirements, standards and reporting requirements.
Data analysis and quality checks to validate data submissions, identify data quality issues and initiate corrective action.
Develop educational materials and deliver internal and external stakeholder training on data submission and reporting processes.
Develop and contribute to project processes, structures, and artefact templates.
Contribute to the development and maintenance of project gating and portfolio reporting.
Contribute to the ongoing improvement of internal project management practices and processes (e.g.: standard operating procedures, processes, procedures, tools and techniques).
Gather information and prepare presentations for senior leadership and internal and external stakeholders.

Experience

Enrolled in post-secondary education program in Business Administration - Marketing, Health Administration and/or Information Technology, Communication & Media Studies, Public Policy & Administration.
Excellent written and verbal communication skills.
Effective organizational and interpersonal skills.
Self-starter able to use own initiative; attention to detail.
Able to work independently, including data-gathering, analysis and problem solving.
Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel).
Experience with SharePoint and website content management is an asset.

Conformance Analyst

Responsibilities

Develop and/or execute conformance and compliance protocols for a products alignment to named Specifications or Standards.
Collaborate with vendors to ensure the product meets mandatory requirements.
Perform conformance and compliance assessments to identify and document potential misalignment.
Schedule and plan conformance and compliance activities with internal and external partners.
Understand and interpret requirements and success criteria to ensure consistency of conformance approach and execution.
Contribute to the development and implementation of corrective and preventive actions in response to non-conformance issues.
Maintain accurate and up-to-date conformance and compliance documentation, including protocols, results, observations, SOPs.
Maintain and create controlled documentation and processes for the requirements development and conformance lifecycle.
Assess the impact of changes to systems or processes on conformance and compliance status.
Develop and execute conformance plans for changes and modifications.
Collaborate with cross-functional teams to achieve conformance and compliance objectives.
Collaborate with vendors to identify improvements or address issues and or risks on conformance process/artefacts.
Communicate effectively with stakeholders on conformance progress and issues.
Support activities to inform the development of the specifications through learnings from engagement with vendors.
Support compliance activities working with the Vendor Manager.
May be required to support meetings/workshops with internal and external subject matter experts to develop requirements.
Identify opportunities for process improvements in the conformance and compliance lifecycle.
Implement best practices to enhance efficiency and effectiveness of conformance activities.
Provide training to peers and new staff on conformance principles, processes, and documentation requirements.
Prepare and present reports on conformance findings, including recommendations for improvement, to management and relevant stakeholders.
Ensure clear communication of conformance and compliance expectations to relevant stakeholders.

Experience

Post-secondary education Business Administration, Health Administration and/or Information Technology or equivalent experience.
Five or more years of experience as a business analyst or business systems analyst.
Minimum of 2 years experience working in Ontario’s digital health landscape, with an emphasis on community-based care EMR products and vendors.
Ability to gather and translate between business and technical needs clearly and concisely with strong attention to detail.
Experience or knowledge with data health standards such as HL7 v2.X and FHIR.
Experience in defining and evaluating products to a set of requirements would be an asset.
Experience in solving complex problems with innovative ideas and solutions.
Excellent interpersonal, communication and organizational skills.
Ability to work effectively, independently, and with a dynamic team.
Demonstrate the ability to initiate, plan and execute key activities in complex project-based environment.
Strong knowledge in the use of Microsoft Office tools such as MS Excel, MS Word, and MS PowerPoint.
Proficiency in oral and written English and French is an asset.

Business Analyst

Responsibilities

Lead/conduct interviews and/or workshops with stakeholders in various care domains. This includes developing interview questions, identifying the stakeholder engagement approach, and follow up with stakeholders for outputs of the interviews (e.g.: example data models, additional clarifications, etc.).
Develop and draft requirements documents including system design flows, sequence diagrams, UML or other technical documents.
Liaise between clients and business partners to manage relationships and requirements updates.
Translate/interpret clinical, business, and technical needs into functional/non-functional requirements.
Develop and identify client priorities aligned with provincial and system digital health roadmaps (e.g.: Ontario’s DHIEX, Health Canada - Digital Health Interoperability Act, etc.).
Leveraging OMD’s Core Data Set Standard, identify and draft a set of data required by public health EMRs needed for information exchange with provincial EHR products/services and other priority points of services identified by public health stakeholders.
Participate in project meetings to report on progress and for issues management.
Other duties and tasks as assigned.

Experience

Post-secondary education in Business Administration, Computer Science, Health Informatics, or equivalent experience.
Five or more years of experience as a business analyst or business systems analyst.
Two or more years of experience working in Ontario’s digital health landscape, with an emphasis on community-based care (e.g.: primary care, secondary care, etc.).
Knowledge of and/or experience with OMD EMR Specifications and EMR-integrated EHR products and services.
Ability to gather and translate between business and technical needs clearly and concisely with strong attention to detail.
Experience in conducting large working groups (15 or more participants) interviews to elicit business and technical needs.
Experience utilizing relevant digital health standards, including messaging and content standards (e.g.: FHIR, OAuth2, SNOMED).
Experience writing formal documents and business requirements.
Demonstrated experience building and maintaining productive working relationships with internal/external stakeholders in complex, multi-stakeholder health care environments.
Knowledge of project management methodologies and planning process (goal statement, success criteria, stakeholder analysis, problem statement, scope definition, activity planning).
Proficient in Microsoft Office tools (Word, Excel, PowerPoint, etc.).
Excellent written and oral presentation skills; able to present to internal and external stakeholders.
Ability to effectively work independently and with a team whose personnel change from time to time.

Dates

Publication

2024/08/28 02:52:30 PM EDT

Bid Intent

Optional

Bid Intent Deadline

2024/09/23 01:00:00 PM EDT

Question Acceptance Deadline

2024/09/04 01:00:00 PM EDT

Questions are submitted online

Closing Date

2024/09/23 01:00:00 PM EDT

Contact Information

Val Lesko

416-623-1248

procurement@ontariomd.com

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

Please submit questions and complete bid via email as instructed within the RFS.

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