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Request for Proposal

Human Resources Information Management System

June 24, 2015

TABLE OF CONTENTS
1.

INTRODUCTION

2.

PRODUCT and SERVICES


2.1
2.2
2.3

3.

PROPOSAL SUBMISSION GUIDELINES


3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10

4.

Communication After Issuance of RFP


RFP Schedule
When and Where to Submit a Proposal
Withdrawal or Amendment of Proposal
Proposal Irrevocable
Addenda
Clarification and Verification of Proposal
Vendor Inquiries
Conflict of Interest
Type and Term of Contract for Services

RFP TERMS AND CONDITIONS


4.1
4.2
4.3
4.4
4.5

5.

Description of Services
Description of Product
Support for Services

Reservation of Rights of the Centre


Costs
Confidentiality
Governing Law
Requirements for Completion

EVALUATION OF PROPOSALS
5.1
5.2

RFP Evaluation Process


Selection of Vendor

SCHEDULE A
SCHEDULE B
SCHEDULE C
SCHEDULE D

CHC MODEL OF CARE


CONFLICT OF INTEREST FORM
CHC DATA
HRIS SOLUTION REQUIREMENTS

1.

INTRODUCTION

Invitation
Pinecrest-Queensway Community Health Centre (the Centre) is inviting Vendors to submit a
proposal to supply and implement a Human Resources Information System (HRIS).
Background
We are a community health centre in the west end of Ottawa. We are a funder driven
organization and offer a diverse list of programs and services in the areas of Primary Health
Care (including medical clinics, and seniors outreach services and seniors falls prevention),
Mental Health (including an Assertive Community Treatment Team and housing support
programs), Community Health (including community houses, health promotion, employment
services and youth programming), and Children and Family (including an Early Years Centre, and
specialized preschool programming).
We have two main sites: our main site on Richmond Road in Ottawa and a satellite location in
Barrhaven. Programs and services are, however, offered throughout the Champlain LHIN
region with some offered in community settings, schools, hospitals, partner agencies,
community centres, to name just a few.
We have a staff complement of close to 250 full- and part-time staff located throughout the
region.
2.

PRODUCT AND SERVICES

2.1
Description of Services
The primary responsibility of the selected Vendor will be to supply and implement a Human
Resources Information System (HRIS) for the Centre.
The selected Vendor will be required to:
1. Provide all the necessary consulting services required for the implementation of the
solution. This includes but is not limited to:
a. Product training
b. Product installation
c. Technical support
d. On-going support
2. Propose additional industry best practices and options relevant to project;
3. Create a road map detailing implementation;
4. Provide detailed pricing information.

2.2
Description of Product
The selected Vendor will be required to:
1. Provide an HRIS solution that meets the varied needs of the Centre.
2. Meet or exceed product requirements as indicated in Schedule D (see Schedule D for
details).
2.3
Support for Services
The selected Vendor will have the support of the Centre in the following manner:
1. Assigned Centre lead for the project and additional implementation
2. Centre support with any proposed surveys or information gathering
3. Identification of an advisory committee
4. Administrative support to set up a one day meeting with the advisory committee
3.

PROPOSAL SUBMISSION GUIDELINES

3.1

Communication After Issuance of RFP


The Client Representative is:
Debbie Johnston, HR and Administration Manager
1365 Richmond Road, Ottawa, ON K2B 6R7
E-mail: d.johnston@pqchc.com
Office: (613) 820-4922 (ext. 3314) Facsimile: (613) 288-3407

Vendors are prohibited from contacting any staff to obtain any information pertaining to this RFP, RFP
Process, or to demonstrate or justify the Vendors services or relay other benefits of doing business with
PQCHC. It is inappropriate for the Vendor to initiate contact with any member of the RFP Evaluation
Committee or any other staff unless specifically requested to do so by the Client Representative. Please
note that it is inappropriate for the Vendor to engage in any entertaining of any staff member
connected with this RFP. Any Vendor who fails to comply with this requirement will be disqualified from
the bidding process.

3.2

RFP Schedule

The following is a summary of the key dates in the RFP process.

Event

Date

RFP Release
Final Date for RFP Inquiries
RFP Closing Date
Vendor Interviews (approximate)
Selection Completed (approximate)

June 24, 2015


July 3, 2015
July 13, 2015
August/September 2015
August/September 2015

The RFP schedule is tentative and may be changed by PQCHC at its sole discretion.

3.3

When and Where to Submit a Proposal

To be eligible for consideration, proposals must be received via email by 4:00 p.m. Eastern Standard
Time on July 13, 2015 (the RFP Closing Date). The subject line of the email must be clearly noted
Proposal for PQCHC HRIS. In order to preserve the integrity of the bid process, electronic proposals are
to be submitted only to the attention of the Client Representative at d.johnston@pqchc.com and shall
not be copied to any other party.
Late proposals will not be accepted and will be returned. It is the Vendors responsibility to ensure that
proposals are submitted on or before the RFP Closing Date.

3.4

Withdrawal or Amendment of Proposal

A Vendor may withdraw or amend its proposal any time prior to the RFP Closing Date by written notice
to the Client Representative at the email noted in section 3.3. The Centre will return a proposal that has
been withdrawn.

3.5

Proposal Irrevocable

Subject to the Vendors right to withdraw a proposal prior to the RFP Closing Date, proposals will be
irrevocable by the Vendor and will remain in effect and open for acceptance by the Centre until July 10,
2015.

3.6

Addenda

The issuance of addenda will be the only method recognized for revisions to the RFP document. The
Centre will make its best effort to issue addenda within a reasonable period of time.

3.7

Clarification and Verification of Proposal

The Centre reserves the right to seek clarification and supplementary information from Vendors after
the bid submission deadline. The response received by the Centre from a Vendor shall, if accepted by
the Centre, form an integral part of that Vendors submission.
The Centre reserves the right to verify any Vendor statement or claim by whatever means the Centre
deems appropriate and may reject any Vendor statement or claim, if in the judgement of the Centre, the
statement or claim appears unwarranted or not credible.

3.8

Vendor Inquiries

All inquiries regarding this RFP should be directed via email to the Client Representative. The deadline
for inquiries is July 3, 2015. The Centre will issue a summary of questions and answers to all prospective
Vendors. Vendors that submit inquiries will not be identified in communication with prospective
Vendors.

3.9

Conflict of Interest

Any Vendor(s) who has a current or may have had a previous relationship with the Centre or their
directors, officers, agents, employees and/or clients must disclose such relationship(s). Each Vendor will
sign and return an original copy of the Conflict of Interest Form attached as Schedule B.

The proposal of any Vendor may be disqualified where that Vendor fails to provide confirmation of the
foregoing or makes misrepresentations regarding any of the above.
Further, the Centre, in addition to any other remedies it may have in law or in equity, shall have the
right to rescind any contract awarded to a Vendor if the Centre, in its sole discretion, determines that
the Vendor made a misrepresentation regarding any of the above.

3.10

Type and Term of Contract for Services

The selected Vendor will be required to enter into an Agreement with the Centre. The total duration of
the implementation is not to exceed 6 months from the contract signing date.

4.

RFP TERMS & CONDITIONS

4.1

Reservation of Rights of the Centre

In addition to any other express rights or any other rights which may be implied in the circumstances,
without liability, cost or penalty to the Centre, the Centre may at any time prior to or after the RFP
Closing Date:

a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.

l.

Waive formalities and accept proposals that substantially comply with the
requirements of this RFP;
Waive irregularities in any Vendors proposal;
Check references other than those provided by a Vendor;
Disqualify a Vendor whose proposal contains misrepresentations or any other
inaccurate or misleading information;
Disqualify a Vendor or the proposal of a Vendor who has engaged in conduct
prohibited by this RFP;
Accept or reject a proposal if only one proposal is submitted;
Select any Vendor other than the Vendor whose proposal reflects the lowest pricing;
Cancel this RFP process at any stage;
Cancel this RFP and issue a new RFP for the same or similar services;
Discuss with any Vendor different or additional terms to those contemplated in this
RFP or in any Vendors proposal;
Accept a Vendors Proposal as is, or negotiate with any Vendor any new
requirements or terms, or changes that may be deemed necessary by the Centre;
and
Reject any or all proposals in the absolute discretion of the Centre.

Any amendment or supplement to this RFP will be communicated to interested parties in the same
manner in which this RFP was issued.
Any reference to RFP in this document will mean this RFP and all addenda, amendments or
supplements, if any.

4.2

Costs

The Centre assumes no responsibility for any Vendor costs associated with the preparation and
presentation of its proposal.

4.3

Confidentiality

All information distributed in connection with this RFP is confidential, and is to be used for the sole
purpose of completing submissions and are to be used for no other purpose unless prior written consent
has been provided by the Centre. All material and information distributed will remain the property of
the Centre to be used at their discretion.
All candidates electing not to submit a proposal will dispose of any and all confidential information
within in a responsible manner.

4.4

Governing Law

The RFP, the Vendors proposal, and every document that will be required to be executed by the parties
pursuant to the RFP will be governed by the laws of Ontario and the laws of Canada applicable therein,
without reference to their respective conflict of laws principles.

4.5

Requirements for Completion

4.5.1 Mandatory Requirements


The Vendor must deliver one (1) signed electronic copy of the proposal in Adobe Acrobat (PDF) format
to the Client Representative.
The following is a list of items to be included in the proposal:

1.

2.

A Cover Letter: An introduction to the Vendors organization and a clear statement that
the Terms and Conditions of this RFP have been read, understood and agreed to in their
entirety and confirming that the information provided in the proposal is accurate. The
letter must also be signed by an authorized representative from the Vendors
organization and include a clear statement noting that the individual signing the
proposal has the authority to bind the Vendors organization.
Organization Profile: A description of the business and contact details of the Vendors
organization, including:
a.
The full legal name of the Vendors organization;
b.
Any other relevant name under which the Vendors organization carries on
business;
c.
The address, telephone, website and facsimile numbers for the Vendors
organization;
d.
The name and title of a primary contact for all questions and clarifications arising
from the RFP;
e.
The address, e-mail, telephone and facsimile number for the primary contact;
and
f.
The name(s) and title(s) of the proposed individual(s) who will be performing the
services for the Centre, including clear reference of the lead Vendor; and
g.
The proposed start date for performing the services for the Centre which would
not exceed a period of 6 months for implementation.

3.

4.
5.

6.
7.

8.

9.

Knowledge/Experience Profile: Demonstrate the Vendors ability to deliver the relevant


skills and experience by responding to a defined set of criteria for the provision of
services required by the Centre (see section 4.5.3).
Vendor Rsum: Submit a rsum(s) for the resource(s) proposed by the Vendor
proposed for the delivery of services to the Centre.
Implementation Plan: Describe how the Vendor plans to perform and complete the
requested services. Provide an implementation plan with respect to the requested
services (i.e. training, support, actions, approaches, time frames, resources).
Conflict of Interest Form: Complete and attach the Conflict of Interest Form included in
Schedule B for each proposed Vendor resource.
References: Identify three (3) client references. References should be from clients that
are currently using the proposed solution and have used the services of the vendor to
meet their HRIS needs. Provide the name, title, organization, telephone number and
e-mail for each reference.
Pricing Information: Identify hourly rates for each proposed Vendor resource and a
total cost for the delivery of services outlined in the Implementation Plans. Pricing
information should include but is not limited to the following:
i.
Software cost (including upgrades and updates);
ii.
Implementation cost (including installation, training and project
management services);
iii.
Support cost (help desk and/or any other related cost;
iv.
Other costs vendor should indicate any other costs required to meet
project requirements.
Submission Length: should not exceed 30 pages in length using 11 font, Arial, single
space and letter size.

4.5.2 Product requirements


Vendors must indicate clearly how the proposed solution meets the requirements listed in Schedule D.

4.5.3 Knowledge/Experience Profile


As set out in section 4.5 (3), each proposal will demonstrate their knowledge and/or experience to
support the services required by the Centre by providing a response to each of the following:
1.
2.
3.

Extensive Knowledge/Experience with community health centres and/or similar organizations


(i.e. not-for-profit, healthcare, etc.);
Extensive experience in providing Human Resources Information Systems solutions to small and
medium size organizations ;
Demonstrated experience working with an advisory committee.

Below is the recommended number of pages for each section:

MANDATORY REQUIREMENTS
4.5.1 (1)

Cover letter

1 page

4.5.1 (2)

Organizational Profile

1 page

4.5.1 (3)

Knowledge experience profile

2-3 pages

4.5.1 (4)

Vendor Resume

No more than 3 resumes (2 pages in


length maximum per resume)

4.5.1 (5)

Implementation plan

1-2 pages

4.5.1 (6)

Conflict of interest form

1 page (See Schedule B)

4.5.1 (7)

References

1-2 pages for three references

4.5.1 (8)

Pricing

1 pages for all CHCs

PRODUCT REQUIREMENTS

10-15 pages

KNOWLEDGE/EXPERIENCE PROFILE
4.5.3 (1)

Experience with sector

1 page

4.5.3 (2)

Experience in providing this type


of solution

2 pages

4.5.3 (3)

Experience working with


Advisory Committee

5.

EVALUATION OF PROPOSALS

5.1

RFP Evaluation Process

page

The evaluation of the proposals will be conducted by the Centre in six (6) stages. A proposal must meet
the requirements of each applicable stage in order to proceed to the next stage.

Stage 1 consists of validating that all proposal requirements are included and complete
according to section 4.5.1 - Mandatory Requirements.
Stage 2 consists of evaluating that the product meets requirements indicated in Schedule D.
Vendors should meet all the Critical elements of the requirements at a minimum.
Stage 3 consists of evaluating the following components of the proposal:
knowledge/experience profile, Vendor rsum, and implementation plan, based on the
evaluation criteria stated in section 4.5.3.
Stage 4 consists of evaluating an oral presentation and a demonstration of the proposal by
short listed Vendors and responding to questions by the evaluation team.

Stage 5 consists of evaluating pricing information according to the evaluation criteria set out on
the next page.
Stage 6 consists of verifying reference information for the selected Vendor.
The points allocated to each stage of the evaluation process are as follows:
Stage

Evaluation Process

Points

Minimum Score

1
2

Mandatory Requirements
Product Requirement
- Critical/Must Have
- Should Have
- Nice to Have
Service Requirements
- Knowledge/Experience Profile
- Vendor rsum
- Implementation plan
Interview
Demonstration
Pricing Information
Reference Verification

Pass/Fail
25 points
17
5
3
15 points
5
2
8
20 points
25 points
15 points
Pass/Fail

Pass
18 points

4
5
6
7

10 points

15 points
20 points
10 points
Pass

Each stage is evaluated separately and in sequential order. Eligible Vendors must achieve a score higher
than the minimum score in each stage to participate in the next stage. Three (3) eligible Vendors with
the highest combined score in Stage 2 and 3 will be invited to participate in Stage 4. This number may
vary in case of a tie score between Vendors.

5.2

Selection of Vendor

5.2.1 Evaluation Criteria


PQCHC will make the award to the successful Vendor. Final selection of a Vendor may be based on, but
not be limited to, a number of criteria. More points will be given to proposals that demonstrate the
knowledge, experience and outcomes listed below:
Clear understanding of Community Health Centres, primary care and community health issues and drivers;
Experience implementing HRIS solutions
Proven track record of providing training and support services post implementation
Alignment of business philosophy with the Centre and community health objectives
Strong analytical skills and ability to take complex topics in a changing environment
Proven ability to work with an advisory committee.
Professionalism;
Service availability; and,
Overall value for services.

5.2.2 Pricing Information


Stage 5 Pricing Information is eligible for a maximum of 20 points out of a total possible score
of 100 points for each proposal. The score is based on the proximity of the proposed total fee
for the delivery of the Implementation Plan (Proposed Total Fee) to the lowest proposed fee for
all eligible Vendors (Lowest Cost). Points will be provided to the eligible Vendor based on the
formula set out identified below:
Lowest Cost Proposed Total Fee x 20 = Points Awarded
For example if, if the total fee proposed is $5,000 and the Lowest Cost is $4,000, the Vendor would
receive 16 points out of 20 for pricing information (4000 5000 x 20).

Numbers used in examples are for illustration purposes only.


5.2.3 Contract Award
The Centre will make the award to the successful Vendor that can provide the relevant solution. The
selected Vendors entire proposal will be evaluated on the basis of the response to all information
requested in this RFP. The successful Vendor will be invited to enter into an Agreement with the Centre.
Notice of selection to the Vendor will be in writing.

5.2.4 Failure to Enter into Agreement


If a selected Vendor fails to execute the Agreement within a period of 30 days of notice of selection, the
Centre may, in its sole and absolute discretion and without incurring any liability, rescind the selection of
that Vendor.

5.2.5 Notification to Other Vendors


Once an Agreement is executed by the successful Vendor, the other Vendors will be notified by the
Centre in writing of the award of the contract to the successful Vendor.

SCHEDULE A - CHC MODEL OF CARE


CHCs offer a range of comprehensive primary health care and health promotion programs in diverse
communities across Ontario. Services within CHCs are structured and designed to eliminate system wide
barriers to accessing healthcare such as poverty, geographic isolation, ethno- and culture centrism,
racism, sexism, heterosexism, transphobia, language discrimination, ageism, ableism and other harmful
forms of social exclusion including issues such as complex mental health that can lead to an increased
burden or risk of ill health.
The CHC model of care focuses on five service areas:

Primary care
Illness prevention
Health promotion
Community capacity building
Service integration

The CHC model of care is:

Comprehensive. CHCs provide comprehensive, coordinated, primary health care for their
communities, encompassing primary care, illness prevention, and health promotion, in one
to one service, personal development groups, and community level interventions.
Accessible. CHCs are designed to improve access, participation, equity, inclusiveness and
social justice by eliminating systemic barriers to full participation. CHCs have expertise in
ensuring access for people who encounter a diverse range of social, cultural, economic,
legal or geographic barriers which contribute to the risk of developing health problems. This
would include the provision of culturally appropriate programs and services, programs for
the non-insured, optimal location and design of facilities, oppression-free environments and
24 hour on-call services.
Client and community centred. CHCs are continuously adapting and refining their ability to
reach and to serve their clients and communities. CHCs plan based on population health
needs and develop best practices for serving those needs. CHCs strive to provide client
centred care.
Interdisciplinary. CHCs build interdisciplinary teams working in collaborative practice. In
these teams, salaried professionals work together in a coordinated approach to address the
health needs of their clients. Depending on the actual programs and services offered, CHC
interdisciplinary teams may include physicians, nurses, nurse practitioners, dietitians,
physiotherapists, occupational therapists, social workers, Aboriginal traditional healers,
chiropodists, counsellors, health promoters, community development workers, and
administrative staff.
Integrated. CHCs develop strong connections with health system partners and community
partners to ensure the integration of CHC services with the delivery of other health and
social services. Integration improves client care through the provision of timely services,
appropriate referrals, and the delivery of seamless care. Integration also leads to system
efficiencies.

Community governed. CHCs are not-for-profit organizations, governed by community


boards. Community governance ensures that the health of a community is enhanced by
providing leadership that is reflective of its diverse communities. Community boards and
committees provide a mechanism for centres to be responsive to the needs of their
respective communities, and for communities to develop a sense of ownership over their
centres.
Inclusive of the social determinants of health. The health of individuals and populations are
impacted by the social determinants of health including shelter, education, food, income, a
stable eco-system, sustainable resources, anti-oppression, inclusion, social justice, equity
and peace. CHCs strive for improvements in social supports and conditions that affect the
long term health of their clients and community, through participation in multi-sector
partnerships, and the development of healthy public policy, within a population health
framework.
Grounded in a community development approach. CHC services and programs are
responsive to local community initiatives and needs. The community development
approach builds on community leadership, knowledge and life experiences of community
members and partners to contribute to the health of their community. CHCs increase the
capacity of communities to improve community and individual health outcomes.

SCHEDULE B - CONFLICT OF INTEREST FORM


If the box below is left blank, the Vendor will be deemed to declare that: (1) there was no Conflict of
Interest in preparing its submission; and (2) there is no foreseeable Conflict of Interest in performing the
contractual obligations contemplated in the Request for Proposal.
Otherwise, if the statement below applies, check the box.

The Vendor declares that there is an actual or potential Conflict of Interest relating to
the preparation of its submission, and/or the Vendor foresees an actual or potential
Conflict of Interest in performing the contractual obligations contemplated in the
Request for Services.

If the Vendor declares an actual or potential Conflict of Interest by marking the box above, the Vendor
must set out below details of the actual or potential Conflict of Interest:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________

___________________________________________
Officer of the Company

___________________________________________
Date

SCHEDULE C CHC DATA


Main Office Address:
Pinecrest-Queensway Community Health Centre
1365 Richmond Road, Ottawa, ON K2B 6R7
(613) 820-4922 Fax: 613-288-3407
Employees:
- Approximately 250 full- and part-time staff (including short term contract staff as
well as casual/on-call positions)
- Employee scenarios which occur frequently include changing FTE during the year,
going on an unpaid leave of absence, or changing positions within the organization
Accounting and Payroll Software:
AccPac
Official Language Designation:
English/French
Operating System:
Microsoft Windows
Current HRIS:
ASL

SCHEDULE D HRIS SOLUTION REQUIREMENTS


HRIS REQUIREMENTS

Comments

User friendly/intuitive interface

Ability to track unpaid leave, or changes


to employee FTE status

Reporting, forecasting and trend


analysis capabilities

Examples:
Overtime liability report
Sick leave report
Forecasting

Self-serve portal for employees Administrator rights for designated


personnel

Capacity to add attachments


Tracking staff development

Adaptable architecture which allow us to


make changes in the features
(configurability and customization)

Adaptable to different financial reporting


software, pulling out different types of
statistics reports etc.

User support during/beyond regular


business hours

8am to 5pm EST

Audit capability

Capacity to generate user reports (entries,


modifications, etc.)

Integration to payroll

Capacity to export data to Excel to


manipulate and import to payroll

Ability to track salary scales, positions,


dependents, emergency contacts, and any
property used by staff

10 Bilingual software

WEIGHT

Limited number of clicks


Not too crowded visually
# of days for administrator training
Labelled tabs for ease of navigation

System automatically re-calculates leave


entitlements

Must at least possess the capacity to enter


information in French

11 Capacity to establish rules (CHC policy

1
3

compliant)

12 Ability to deal with staff with multiple jobs


or changes in hours

One staff may have multiple positions at


different pay scale, different benefits and
different cost centre

HRIS REQUIREMENTS

Comments

WEIGHT

13 Leave benefits tracking

Examples:
Vacation
Sick
Bereavement
Overtime earned
Lieu time
Personal time
Statutory holidays

14 E-mail notification for supervisors (pay

Capacity to link to Outlook

Moving all paper to electronic form

increase, leave requests, license renewal,


etc.)

15 Forms and workflow capable


16 Archiving capacity

Document templates

18 Staff development tracking/management

Skills inventory (i.e. Bill 168, WHMIS, etc.)

19 Support for salary scale

Entering position provides appropriate


salary scale

20 Unified login/Active directory integration

Single sign-on

21 Access rights

Capacity to set different levels of


access/administrator rights

22 IT Considerations

Cloud-based service
Browser agnostic
Ability for mobile app

23 Data Transfer

Ability to migrate existing data

17 Capacity to generate contract from


information entered