Request for Proposals - First Nations Health Council

Project OverviewThe purpose of the project is to provide for an Advocacy Toolkit which will identify the health carebenefits that are accessible, identify processes to appeal decisions if health services are denied, andidentify contacts within the public and private sector for BC First Nations to advocate on their ownbehalf. This project will require additional research on regional, provincial, and federalservices/programs.Project GoalUpdate of the FNHA’s Health & You booklet (the previous version is attached as Schedule A), anddevelop a Health Advocacy Toolkit for the Provincial Health Services Authority (PHSA), the 5Regional Health Authorities, and the Medical Services Plan. The purpose of the project is to providefor an Advocacy Toolkit which will identify the health care benefits that are accessible, identifyprocesses to appeal decisions if health services are denied, and identify contacts within the publicand private sector for BC First Nations to advocate on their own behalf. This project will requireadditional research on regional, provincial, and federal services/programs.In addition to providing information about health care related services for all BC First Nations, thisAdvocacy Toolkit should also highlight services provided to the following populations:• Delegated Aboriginal Agencies (DAAs);• Justice and Corrections;• Veterans;• HIV/AIDS;• BC CDC; and• Disabilities and Special needs (Jordan’s Principle)Project Description(Please outline in your Proposal, your understanding of this context)In providing the Deliverables described in this RFP, the Services will include, but not limited to, thefollowing:The objective of this project is to develop an Advocacy Toolkit which will empower BC First Nationswith the advocacy skills, knowledge and information about health services provided by the Non-Insured Health Benefits program, the Medical Services Plan, the Regional Health Authorities, and theProvincial Health Services Authority. This advocacy skill can be utilized for self, family, community,and nations.Tool Kits:A total of four specialized toolkits, combining the services and information hi-lighted for the abovepopulations, will be required. These four specialized toolkits will be made for the following:1) MSP,2) Regional Health Authorities (RHA);3) Provincial Health Services Authority (PHSA); and5

4) Non Insured Health Benefits (NIHB).The following will be included in each of the Advocacy Toolkits:• The updated Health and You booklet (the previous version is attached as Schedule A);• Identification of health care services and programs provided by the Medical Services Plan,Regional Health Authorities, Provincial Health Services Authority, and First Nations InuitHealth – Health Canada;• Outline the appeal process if requests for services are denied through Medical Services Planand/or First Nations Inuit Health – Health Canada;• Provide contact information for other service providers that may assist in the barrier toaccessing services;• Identify hospitals within BC that provide access to an Aboriginal Patient Liaison/Navigators,along with the services and supports these Liaisons/Navigators provide within each of theRegional Health Authorities; and• Other tools/resources as identified.Web Content:As part of the services required for this project, the Proponent will assist in the development of webcontent for www.fnha.ca as related to First Nations Health Benefits under prescribed headings andtopics, including FAQ’s.DeliverablesThis project requires the following deliverables:1) Develop web content for www.fnha.ca as related to First Nations Health Benefits underprescribed headings and topics including FAQ’s;2) Update the previously published Health & You (attached as Schedule A);3) A total of four specialized toolkits, combining the services and information hi-lighted for theabove populations, are required. These four specialized toolkits will be made and distributedto the following:a) MSP,b) Regional Health Authorities (RHA),c) Provincial Health Services Authority (PHSA), andd) Non Insured Health Benefits (NIHBe) And other tools/resources as identified6

Assumptions and AgreementsThe successful proponent will:a) Have the full cooperation of First Nations Health Authority staff and access to informationnecessary to meet the accountabilities set out in this request for proposal and respond toreasonable inquires upon the expiration or termination of the contract.The FNHA will:a) Provide a reasonable level of resources (human and financial resources) to the successfulproponent to meet the accountabilities set out in this request for proposal.Project ScheduleAt a minimum, proposals must include:a) Description of the services to be provided, including the approaches and methods to be used,estimated hours, and other pertinent information. The Proponent should include the type ofassistance that will be required from the FNHA staff as well as the anticipated hours ofassistance;b) Description of prior experience, including the names, addresses, contact persons, andtelephone numbers of prior organizations of the Proponent that were audited. Experienceshould include a developed understanding and experience of First Nations and HealthAuthority environments, and experience in working with British Columbia’s HealthAuthorities/First Nation communities/Federal/Provincial agencies;c) Description of the Proponents organization, size and structure. Indicate if appropriate, if theProponent is a small or minority-owned business;d) Description of the qualifications of principal staff to be assigned to the Project, including (a)overall supervision to be exercised; and (b) prior experience of the members, such aseducation, position in the Proponents organization, years and types of experience, continuingprofessional education, etc. For further information see below “Experience Requirements”; ande) Statement of the availability the Proponent’s staff and Statement of price for providing services,including how the price was determined, estimated number of hours by staff level, hourly ratesby staff level and total cost. Any out of pocket or travel expenses should also be indicated.7

Experience Requirements:The FNHA requires the following experience requirements:a) Knowledge of the Health care services/programs provided by PHSA, RHAs, MSP and NIHB;b) Experience performing literature searches;c) Knowledge of the First Nations Health, Provincial, Federal and National Health Systems;d) Demonstrated excellent writing skills; ande) Demonstrated excellent organizational and research skillsInstructions to ProponentsNotice of Intent to Submit a ProposalPotential proponents are asked to send an email to the Contact Person confirming they intend tosubmit a proposal for this RFP and providing a key contact person name and email address. This willenable the First Nations Health Authority to inform potential proponents of any questions and answersthat are submitted and of any changes to the RFP process should they occur. The FNHA assumesno responsibility for ensuring that potential proponents are sent subsequent information about thisRFP if no Notice of Intent is received.FormatProponents should use the response template outlined in Appendix A. Electronic proposals shouldbe submitted in (PC) Microsoft Word or PDF file formats. Proposals should be clearly labelled on theoutside of the envelope, the front page of the fax or the title of the email.Submissions of ProposalsProposals must be submitted to location stated below by the Closing Time set out in the Key DateTable. Proposals may be emailed, delivered, faxed or posted by mail:NAME:EMAIL:Anita Finney, Contracts Administratorafinney@fnhc.caPHYSICAL ADDRESS: 501-100 Park Royal South, West Vancouver, BC V7T 1A2POSTAL ADDRESS:501-100 Park Royal South, West Vancouver, BC V7T 1A2FAX: 604-913-2081IT IS THE PROPONENT’S SOLE RESPONSIBILITY TO ENSURE ITS PROPOSAL IS RECEIVEDAT THE ADDRESS SET OUT ABOVE BY THE CLOSING TIME.8

Proponents should note that it is their responsibility to ensure that email transmissions are free fromall viruses. If the FNHA receives an email transmission that is infected with a virus or other electroniccode that, in the sole opinion of the FNHA, is harmful to the FNHA’s computer systems, the FNHAreserves the right to take any action as deemed necessary to disinfect the email transmission. TheFNHA will not be liable for any changes that may occur to the email transmission, including renderingthe transmission unreadable, as a result of the disinfecting process.Proponents should note that the FNHA’s e-mail system will not accept emails in excess of 7 MB. It isthe responsibility of Proponents to ensure that e-mails are of a size that can be received by the FNHAand in a format that can be read by the FNHA.Proposals received after the Closing Time will not be accepted and will not be considered. Theproposal receipt time as recorded at the closing location shall prevail, whether accurate or not.The FNHA assumes no risk, makes no guarantee, warranty or representation whatsoever and shallhave no responsibility or liability whatsoever for and in connection with the working order, functioningor malfunctioning of the FNHA’s fax or e-mail system or any computer used in connection with thisRFP.Amendments to ProposalsProposals may be amended, but any amendment to a Proposal must be made in writing anddelivered to the closing location before the Closing Time.QuestionsQuestions must be submitted in writing to the Contact Person by the date set out in the Key DateTable. Questions from all responding parties will be consolidated and responses may be generatedand shared with all participants who have registered a Notice of Intent. Questions and answers willnot amend this RFP.All questions and interaction with FNHA over the course of this proposal selection must be throughthe Contact Person as follows:NAME:EMAIL:Anita Finney, Contracts Administratorafinney@fnhc.caInformation obtained from any other person or source is not official and may not be relied on. No oralconversations will affect or modify the terms of this RFP and may not be relied on by potentialproponents.Any attempts to contact any member of the First Nations Health Council or the First Nations HealthAuthority with questions or comments about this project by a submitting participant (or individual(s)with business or personal links to the submitting participant), will be construed as an attempt to seekpreferential or biased treatment. The FNHA reserves the right to disqualify any related Proposal as aresult of such contact.Discrepancies, Omissions and QuestionsProponents finding discrepancies, omissions, ambiguities, or conflicts in this RFP, or having doubtsas to the meaning or intent of any provision, should immediately notify the Contact Person. TheContact Person will review such submissions and, if the FNHA determines that an amendment isrequired to this RFP, the Contact Person will issue an addendum.9

AddendaIf the FNHA determines that an amendment is required to this RFP, the Contact Person will issue awritten addendum to each Proponent who has delivered a Notice of Intent. Each addendum will beincorporated into and become part of the RFP. No amendment of any kind to the RFP is effectiveunless it is contained in a written addendum issued by the Contact Person.Key Date TableKEY MILESTONESDATESRequest for Proposals issued Friday March 1, 2013Date potential proponents tonotify FNHS of intent to submita proposalFinal date for any questions tobe received and answeredClosing TimeTuesday March 5, 2013Wednesday March 6, 2013Friday March 8, 2013 at 4:00pmRFP decision made Monday March 11, 2013Proposals received after this time will not be considered and will bereturned directly to bidders accordingly.Successful and UnsuccessfulProponents notifiedContract negotiations beginand document preparedTuesday March 12, 2013Tuesday March 12, 2013Contract due to be signed Wednesday March 13, 2013Work due to commence Wednesday March 13, 2013Work due to be completed by Sunday March 31, 201310

Evaluation and SelectionEvaluation CommitteeThe evaluation of Proposals will be undertaken on behalf of the FNHA by an evaluation committee(the “Evaluation Committee”) appointed by the FNHA. The Evaluation Committee may consult withothers as the Evaluation Committee may in its discretion decide is required; including FNHA staffmembers and third party consultants. The Evaluation Committee will give a recommendation for theselection of a Preferred Proponent or Preferred Proponents to the FNHA.Evaluation CriteriaThe Evaluation Committee will compare and evaluate Proposals to determine the Proposal which ismost advantageous to the FNHA, using the following criteria:(a)(b)(c)(d)(e)the approach and methodology the Proponent would employ to perform the Services;the qualifications and experience of the Proponent and its key personnel;the Proponent’s service capabilities;the Proponent’s financial proposal; andthe overall quality of the Proposal, including completeness and compliance torequested format.The Evaluation Committee may apply the evaluation criteria on a comparative basis, evaluating theProposals by comparing one Proponent’s Proposal to another Proponent’s Proposal.Additional InformationThe Evaluation Committee may, at its discretion, request clarifications or additional information from aProponent with respect to its Proposal, and the Evaluation Committee may make such requests toonly selected Proponents. The Evaluation Committee may consider such clarifications or additionalinformation in evaluating Proposals.InterviewsThe Evaluation Committee may, at its discretion, invite some or all of the Proponents to appearbefore the Evaluation Committee to provide clarifications of their Proposals. In such event, theEvaluation Committee will be entitled to consider the answers received in evaluating Proposals.Conflict of InterestThe FNHA retains the discretion to reject a Proposal from a Proponent whose current or pastcorporate or other interests may, in the opinion of the FNHA, give rise to a conflict of interest inconnection with this RFP or the Services, or a Proposal from a Proponent who proposes to subcontractor partner with any firm or individual whose current or past corporate or other interests may,in the opinion of the FNHA, give rise to a conflict of interest in connection with this RFP or theServices. A conflict of interest will include, but not be limited to, the involvement of the relevantperson in the preparation of this RFP. If a Proponent is in doubt as to whether there is a conflict ofinterest, the Proponent should consult the Contact Person prior to submitting a Proposal.11

Contract Negotiation and AwardFollowing the evaluation and recommendation of the Evaluation Committee, the FNHA may selectone or more Proponents to enter into negotiations for a Contract or Contracts as follows:(a)(b)(c)the FNHA may elect to divide the Services into more than one Contract and enter intonegotiations with a Proponent with respect to a portion of the Services, and awardmore than one Contract with respect to the Services;Proponents are asked to include a form of Contract with their Proposals. However,the FNHA may negotiate modifications or variations to the Proponent’s Proposal(including pricing and the form of Contract) and to the Services, specifications andcontract terms, and award of a Contract is in all cases conditional on the Proponentexecuting a Contract with terms and conditions acceptable to the FNHA;if negotiations with any Proponent are not successful within such time period as theFNHA may require, the FNHA may at any time after the expiry of such time perioddiscontinue further negotiation with that Proponent by written notice to the Proponent,and the FNHA may at any time thereafter commence negotiations with anotherProponent to finalize a Contract in accordance with the foregoing process withanother Proponent. The foregoing process may be undertaken and /or repeated untileither a Contract or Contracts are awarded by the FNHA or until negotiations havebeen terminated by the FNHA.Good Faith NegotiationsBy submission of its Proposal, the Proponent agrees that should it be determined to be a party withwhom the FNHA wishes to negotiate a Contract; the Proponent will negotiate in good faith to enterinto a Contract in accordance with the procedures described in this RFP.Period of OfferAs at the Closing Time, each Proposal is irrevocable and will remain open as a basis for negotiating aContract in accordance with the terms of this RFP for a period of three months from the Closing Time.DebriefingAfter a Contract (or Contracts) are awarded to one or more successful Proponent(s), unsuccessfulProponents may request a debriefing at which the FNHA will generally explain why the unsuccessfulProposal was not selected. If a Proponent requests a debriefing:(a)(b)(c)the debriefing will be solely between the FNHA and the Proponent requesting thedebriefing;the debriefing will not include disclosure of any other Proponent’s Proposal; andall terms of this RFP will apply to the debriefing including, for certainty, therequirement that Proponents will treat all information received at a debriefing asconfidential.12

General Terms And ConditionsRight of the FNHA to Reject Proposals and Cancel RFPThe FNHA is not bound to select a preferred Proponent or accept any Proposal and reserves the rightin its sole discretion to postpone or cancel this RFP at any time for any reason whatsoever inaccordance with the FNHA’s judgment of its best interests and to proceed with the Services in someother manner separate from this RFP. Without limiting the foregoing, the FNHA will not be bound toaccept the lowest-priced Proposal. The FNHA reserves the right to accept or reject any Proposal inwhole or in part.Waiver of DeficienciesIf a Proponent submits a Proposal which does not satisfy every request or requirement as describedin this RFP, the FNHA at its sole discretion may, but is not required to waive such deficiency, mayseek clarification or additional information from the Proponent, and may consider and treat theProposal as compliant with the requirements of this RFP.Proponent’s ExpensesProponents are solely responsible for their own costs and expenses in relation to this RFP and,including preparing and submitting a Proposal, attending information meetings with the FNHA ifapplicable, attending interviews or meetings with the FNHA during the evaluation of Proposals, andnegotiation, finalization and execution of a Contract with the FNHA if the Proponent is requested tonegotiate a Contract.Limitation of LiabilityBy submitting a Proposal a Proponent expressly acknowledges and agrees that:(a)(b)(c)the FNHA, and its respective employees, contractors, consultants and agents, will notunder any circumstances, including without limitation, whether pursuant to contract,tort, statutory duty, law, equity, any actual or implied duty of fairness, or otherwise, beresponsible or liable for any costs, expenses, claims, losses, damages or liabilities(collectively and individually all of the foregoing referred to as “Claims”) incurred orsuffered by any Proponent as a result of or related to the RFP, the preparation of aProposal, the evaluation of Proposals, acceptance or rejection of any compliant ornon-compliant Proposal, breach of any obligations arising under this RFP,negotiations for a Contract or the cancellation, suspension or termination of the RFPprocess;the Proponent will be conclusively deemed to waive and release the FNHA and itsemployees, contractors, consultants and agents, from and against any and all suchClaims; andthe Proponent will indemnify and hold the FNHA and its employees, contractors,consultants and agents harmless against any and all Claims brought against them bythird parties arising out of or relating to the Proponent’s receipt of this RFP, or thepreparation and negotiation of any Proposal submitted by the Proponent, where suchthird parties were directly or indirectly engaged by or through the Proponent inconnection with any of the foregoing.13

Liability for ErrorsWhile the FNHA has attempted to ensure an accurate presentation of information in this RFP, theinformation contained in this RFP is supplied solely as a guideline for all Proponents. The informationis not guaranteed or warranted to be accurate by the FNHA, nor is it necessarily comprehensive orexhaustive. Nothing in this RFP is intended to relieve all Proponents from forming their own opinionsand conclusions with respect to the matters addressed in this RFP.ConfidentialityProposals will be treated in confidence. The FNHA will not release to the public any specificinformation regarding any Proposal except as may be required by law. Proponents will treat allinformation received through the RFP process as confidential.All data collected in support of this project, regardless if they are reproduced or referred to in the final,interim reports or communication (written or verbal), between the respondent and FNHC/FNHSpersonnel and all First Nation People shall be the sole property of the FNHA. All notes, diagrams, andinformation in any electronic media must be returned to the FNHA. Duplicates or replications of thesecontents in any form must be destroyed. A Certification of Destruction will be required on theconclusion of this engagement. Any report, its contents and all information described in the ServiceDescription will be considered confidential, proprietary, intellectual Property of the FNHA.Ownership of ProposalsAll Proposals submitted become the property of the FNHA.Working LanguageThe working language of the FNHA is English and all Proposals must be in English.14

Defined TermsIn this RFP the following definitions apply:“Closing Time” means the date and time set out in the Key Dates Table.“Contact Person” means the person identified as such in this RFP.“Contract” means a formal written agreement between the successful Proponent and the FNHA forperformance of the Services.“Contractor” means a Proponent that enters into a Contract.“Evaluation Committee” means the committee appointed by the FNHA to evaluate Proposals.“FNHA” means the First Nations Health Authority.“FNHC”, “the Council” or “the Health Council” means the First Nations Health Council.“FNHS” or “the Society” means the FN Health Society.“Key Date Table” means the table of that name included in this RFP.“Notice of Intent” means a notice submitted by a potential proponent of its intent to submit aProposal.“Proponent” means an entity that submits a Proposal.“Proposal” means a proposal submitted in response to this RFP.“RFP” means this request for proposals.“Services” means the services for which Proposals are sought pursuant to this RFP.15

Required Response Format (proposals should aim to be no longer than 15 pages excluding any attachments)REQUIREMENTS1. RESPONDENTName of Individual / Entity(If the Proponent is a partnership or similararrangement, one party should be namedas the primary contact)RESPONSERegistration No (ifrelevant), date &where registered.Attach copy ofArticles ofAssociation ifapplicableGeneral Description of Types of Services ProvidedRespondent Key Contact Person:List relevant information (Name, Position, Address, Phone, Fax and eMail)

2. PREVIOUS RELEVANT EXPERIENCE FOR THIS TYPE OF WORK (in past 5 years only) – ensure you relate these projects to theService Description attached.Client/Project/Assignment/Task Contact References Date Completed3. CapacityDescribe the Proponent’s capacity to meetthe requirements specified in the ServiceDescription4. Methodologya. Describe here how you intend todeliver the Services. Provide detailedinformation wherever possibleincluding timelines for delivery of keymilestones, service levels andreporting requirementsb. What support or resources do youexpect of FNHA or other entities,partners or vendors throughout theproject?17

5. Quality Assurance and RiskManagement Practicesa. Describe your approaches to qualityassurance (including describing yourQA practices) and riskb. Describe your approaches to riskmanagement for this project.6. Price / Costinga. Total Price/value of Projectb. Detail key cost components asapplicablei. Hours / Feesii. Travel Expensesiii. Supplies & Materialsiv. Third-Party Expensesc. Proposed Payment Terms(Start, Interim and Final Paymentsaccording to milestones anddeliverables) Please include a copy ofthe contract you would propose to usefor this project.18

7. Concluding/Final Commentsa. Why are you the “best” supplier for thisproject?b. What do you / does your company bringto the project that others do not orcannot?I am authorized to make this Proposal on behalf of the Proponent named above and this Proposal is valid for a period of 3months after the Closing Time of this RFP ___________________.19