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Request for Proposal Process for CCAC’s

Saturday, March 15, 2003

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Recent History

1995 • LTC Act

1997• Provincial Requirements for the Long-Term Care Request

for Proposals Process (RFP)

1998 • Full province-wide implementation of 43 CCAC’s

1999 • End of Transitional Period and Market Protection• All significant business to be under RFP

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Why RFP?

To obtain the highest quality of client services, medical supplies and medical equipment at the best price

RFP used when creativity and quality are factors to consider

Unlike a tender where there is little room for innovation and cost is the major factor

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What to RFP?

CCAC’s must use RFP for:• Nursing• Therapy Services (OT, SW, PT and Speech)• Social Work• Dietetics• Personal Support and Homemaking

Minimum of 90% of CCAC’s annual purchase of these services must be contracted through an RFP process

Any single service contract equal or greater than $100,000 must be contracted through RFP

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Key Players

Service Provider Organization

RFP Coordinator

RFP Proposal Review Committee

CCAC Board

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RFP Principles

Fair and Open to all parties Focus on Quality of Client Services Price could not account for more than 25% of the

evaluation methodology Foster Innovative Models Mix of Service Providers Individuals or Service Providers Joint proposals Fee for Service Protection through Transition

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RFP Client Focused

Promotion of client independence

Respect for consumer preferences

Ongoing evaluation of client satisfaction with services

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Quality Requirements in RFP

Client Services• Extensive and specific• Focused on client choice, independence and

respecting differences• Client satisfaction, complaints, quality improvement• Provision of service in different languages • Ethics

Human Resources and Financial Management • Appropriate staff and recruitment plan• Adequate scheduling• Utilization and Productivity measures• Financial and material resources

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Quality Requirements in RFP II

Organization• Client-focused mission, values, beliefs• Operational and long-term planning• Risk management program• Confidentiality policies and procedures• Employee health and well-being

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RFP Process - Phase 1

Phase 1 - Pre-planning

• Community Needs Assessment

• DHC Strategic Plan

• Demographics

• Health Status

• Determinants of Health

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RFP Process - Phase 2

Phase 2 - Preparation of the RFP document

• Local specifications

• Number of service providers

• Describe how volume will be divided among successful providers

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RFP Process - Phase 3

Phase 3 - RFP Pre-Qualification (Optional)

• Results in a short list of providers

• Typically looks at:• Qualifications• Expertise and Experience• Service Delivery Methodology• References• Financial Viability

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RFP Process - Phase 4

Phase 4 - Notification of the RFP Process

• Fair and open notification process

• Ensure Existing and new providers are made aware of the RFP

• Media outlets, mailing lists, web page

• Consistent approach to communication

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RFP Process - Phase 5

Phase 5 - Development and Submission of Responses to RFP by Service Providers

• Approximately 4 weeks

• Strict adherence to timelines

• Strict adherence to proposal guidelines

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RFP Process - Phase 6

Phase 6 - Review of Proposals and Awarding of Contracts by CCAC’s• Proposal Review Committee• Approximately 4 weeks• Debriefing to unsuccessful respondents• No disclosure of score or ranking

Proposal Review Committee• 4 or 5 people• Quality evaluated separate from cost• Written report to the Board• Mandatory requirements scored yes/no• Review any legal action against provider

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RFP Process - Phase 7

Phase 7 - Evaluating Quality of Service Provision

• Client Satisfaction• Occurrence Reporting• Audits• Annual Reports• Insurance Statements• Billing Concerns

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New Contract Template

MOHLTC developing RFP and contract template for all CCAC’s

To promote new level of consistency among CCAC’s, eg.:

• Evaluation Methodology• Allocation of Service Volume• Quality Standards