Neil McIntosh 1
Request for Proposal Process for CCAC’s
Saturday, March 15, 2003
Neil McIntosh 2
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