CHAMPLAIN COMMUNITY CARE ACCESS CENTRE REQUEST FOR INFORMATION RFI # 20150412 – Provision and Delivery of Medical Supplies and Equipment SECTION 1 - INTRODUCTION 1.1 General (1) The Champlain Community Care Access Centre (“CCAC”) is issuing this Request for Information (“RFI”) to obtain market information relating to the project described in the RFI Data Sheet (the “Project”). Detailed information regarding the Project is set out in the RFI Data Sheet. (2) The RFI number for this RFI is set out in the RFI Data Sheet. (3) This RFI is open to any entity that wishes to submit a response; there has been no preceding shortlisting or prequalification process. In this RFI, individuals or firms that submit documents in response to this RFI are referred to as “Respondents”. For ease of reference, prospective respondents, whether or not they submit a response to this RFI, are also referred to as “Respondents”. Responses submitted by Respondents in this RFI are referred to as “RFI Submissions”. 1.2 Champlain Community Care Access Centre (1) The Champlain CCAC, is a not-for-profit organization, and one of the largest health service providers in eastern Ontario, connecting people to care in a region covering over 18,000 sq. km. Every year, the Champlain CCAC supports clients in a variety of settings through injury, illness and the complications of age or disability by facilitating their access to information, community‐based services and other resources. For more information, please visit: http://healthcareathome.ca/champlain/en SECTION 2 - THE RFI DOCUMENTS 2.1 Request for Information Documents (1) The Request for Information documents (the “RFI Documents”) are: (a) the Request for Information; (b) Schedule A – RFI Data Sheet; (c) Schedule B – Background Information; (d) Schedule C – Submission Form; (e) Schedule D - Respondent To CCAC Clarification Questions (f) Appendix 1 - Description of the Project (2) The RFI Documents shall be read as a whole. The Schedules and Addenda, if any, constitute an integral part of this RFI and are incorporated by reference. 2.2 Priority of Documents (1) If there are any inconsistencies between the terms, conditions and provisions of the RFI Documents, the RFI shall prevail over the Schedules to the RFI. 2.3 Distribution of Documents – Electronic Distribution (1) The Champlain CCAC may, in its discretion, use an on-line electronic distribution system to distribute all RFI Documents. (2) If Champlain CCAC uses an electronic distribution system of any kind, the Respondent is solely responsible for making appropriate arrangements to receive and access the RFI Documents through that electronic distribution system. If CCAC intends to use an electronic distribution system, it will be set out in the RFI Data Sheet. 1 2.4 Information Provided by Champlain CCAC (1) Each Respondent is solely responsible for conducting its own independent research, due diligence, and any other work or investigations and seeking any other independent advice necessary for the preparation of RFI Submissions. Nothing in the RFI Documents is intended to relieve the Respondents from forming their own opinions and conclusions with respect to the matters addressed in this RFI. (2) No guarantee, representation or warranty, express or implied, is made and no responsibility of any kind is accepted by Champlain CCAC or its representatives for the completeness or accuracy of any information presented in the RFI Documents or provided to Respondents by Champlain CCAC. Champlain CCAC and its representatives shall not be liable to any person or entity as a result of the use of any information contained in the RFI Documents or otherwise provided to Respondents in connection with this RFI. SECTION 3 - THE RFI PROCESS 3.1 RFI Process Timetable (1) The deadline for the submission of RFI Submissions (the “Submission Deadline”) and the general timetable for the RFI process (the “Timetable”) are set out in the RFI Data Sheet. (2) Champlain CCAC may, without liability, cost or penalty and in its sole discretion amend the Timetable, (a) at any time prior to the Submission Deadline for events that are to occur prior to or on the Submission Deadline, including the Submission Deadline itself; and (b) at any time in the RFI process for events that are to occur after the Submission Deadline. (3) If Champlain CCAC extends the Submission Deadline, all requirements applicable to Respondents will thereafter be subject to the extended deadline. 3.2 Questions and Communications Related to the RFI Documents (1) Respondents shall submit all questions and other communications regarding the RFI Documents and the RFI process electronically to the Contact Person at the coordinates listed in the RFI Data Sheet no later than the deadline for submission of questions set out in the Timetable. (2) Champlain CCAC will provide the Respondents with written responses to questions that are submitted in accordance with this RFI Section 3.2 in a “Response to Questions Document” no later than the date set out in the Timetable in the RFI Data Sheet. Champlain CCAC will circulate the Response to Questions Document to Respondents in accordance with the circulation method set out in the RFI Data Sheet. (3) The Response to Questions Document is not an RFI Document and does not amend the RFI Documents. (4) Champlain CCAC will distribute the Response to Questions Document to all Respondents but will not attribute the questions to any person or entity. Champlain CCAC may, in its sole discretion, (a) answer similar questions from various Respondents only once; (b) edit the language of the questions for the purpose of clarity; (c) respond to questions submitted after the deadline for submission of questions if Champlain CCAC believes that such responses would be of assistance to the Respondents generally; and (d) exclude submitted questions if they are ambiguous or incomprehensible. (5) It is each Respondent’s responsibility to seek clarification from Champlain CCAC of any matter it considers to be unclear in the RFI Documents. Champlain CCAC shall not be responsible for any misunderstanding by a Respondent of the RFI Documents or the RFI process. (6) Champlain CCAC may, in its sole discretion, issue notices (“Notices”) to Respondents for the purpose of communicating on issues of importance to the RFI process. 2 3.3 Media Releases, Public Disclosures, Public Announcements and Copyright (1) A Respondent shall not, and shall ensure that its advisors, employees and representatives do not, issue or disseminate any media release, public announcement or public disclosure (whether for publication in the press, on the radio, television, internet or any other medium) that relates to the RFI process, the RFI Documents, the Project, any other Respondent or potential Respondent or any matters related thereto, without the prior written consent of Champlain CCAC. (2) Neither the Respondents, nor any of their advisors, employees or representatives shall make any public comment, respond to questions in a public forum, or carry out any activities to either criticize another Respondent or RFI Submission or to publicly promote or advertise their own qualifications, interest in or participation in the RFI process without Champlain CCAC’s prior written consent, which consent may be withheld in Champlain CCAC’s sole discretion. Unless otherwise set out in the RFI Data Sheet, Respondents and their advisors, employees and representatives are permitted to state publicly that they are participating in the RFI process. (3) Respondents shall not use the name of Champlain CCAC or any of Champlain CCAC’s logos, designs, colours or registered trademarks and names used, owned or registered by Champlain CCAC, except with the prior written consent of Champlain CCAC. 3.4 Addenda/Changes to the RFI Documents (1) Champlain CCAC may, in its sole discretion, amend or supplement the RFI Documents prior to the Submission Deadline. Champlain CCAC shall issue changes to the RFI Documents by Addenda only. No other statement, whether oral or written, made by Champlain CCAC or any Champlain CCAC advisors, employees or representatives, including, for clarity, the Contact Person, or any other person, shall amend the RFI Documents. Champlain CCAC may issue Addenda at any time. (2) The Respondent is solely responsible to ensure that it has received all Addenda issued by Champlain CCAC. Respondents may, in writing, seek confirmation of the number of Addenda issued under this RFI from the Contact Person. 3.5 Confidentiality and Disclosure Issues – Respondent Information (1) Freedom of Information and Protection of Privacy Act (a) Respondents are advised that Champlain CCAC may be required to disclose the RFI Documents and a part or parts of any RFI Submission pursuant to the Freedom of Information and Protection of Privacy Act (Ontario) (“FIPPA”). (b) Respondents are also advised that FIPPA does provide protection for confidential and proprietary business information. Respondents are strongly advised to consult their own legal advisors as to the appropriate way in which confidential or proprietary business information should be marked as such in their RFI Submissions. (c) Subject to the provisions of FIPPA, Champlain CCAC will use reasonable commercial efforts to safeguard the confidentiality of any information identified by the Respondent as confidential but shall not be liable in any way whatsoever to any Respondent if such information is disclosed based on an order or decision of the Information and Privacy Commissioner or otherwise as required under the Governing Law. (2) The Respondent agrees that Champlain CCAC may disclose RFI Submissions, and all information submitted in or related to the Respondents’ RFI Submissions, to the Government of Ontario. (3) Champlain CCAC may provide the RFI Submissions to any person involved in the Project on behalf of Champlain CCAC and Champlain CCAC may, (a) make copies of the RFI Submission; and (b) retain the RFI Submission. (4) Champlain CCAC may disclose any information with respect to the Respondents, the RFI Submissions and the RFI process as required by the Governing Law. 3 (5) The Respondent shall not require Champlain CCAC or any of its representatives to sign a confidentiality agreement in respect of any step taken or information provided as part of this RFI process. 3.6 Confidentiality Issues (1) In this RFI, “RFI Information” shall mean all material, data, information or any item in any form, whether oral or written, including in electronic or hard-copy format, supplied by, obtained from or otherwise procured in any way, whether before or after the RFI process, from Champlain CCAC, in connection with the RFI Documents, or the Project, except it does not include any item which, (a) is or becomes generally available to the public other than as a result of a disclosure resulting from a breach of this RFI Section 3.6; (b) becomes available to the Respondent on a non-confidential basis from a source other than Champlain CCAC, so long as that source is not bound by a confidentiality agreement with respect to the information or otherwise prohibited from transmitting the information to the Respondent by a contractual, legal or fiduciary obligation; or (c) the Respondent is able to demonstrate was known to it on a nonconfidential basis before it was disclosed to the Respondent by Champlain CCAC. (2) RFI Information, (a) shall remain the sole property of Champlain CCAC and the Respondent shall maintain the confidentiality of such information except as required by law; (b) shall not be used by the Respondent for any other purpose other than submitting a RFI Submission; (c) shall not be disclosed by the Respondent to any person who is not involved in the Respondent’s preparation of its RFI Submission, without prior written authorization from Champlain CCAC; (d) shall not be used in any way detrimental to Champlain CCAC; and (e) if requested by Champlain CCAC, shall be returned to the Contact Person no later than 10 calendar days after such request is received in writing by the Respondent. (3) Each Respondent shall be responsible for any breach of the provisions of this RFI Section 3.6 by any person to whom it discloses the RFI Information. (4) Each Respondent acknowledges and agrees that a breach of the provisions of this RFI Section 3.6 would cause Champlain CCAC to suffer loss which could not be adequately compensated by damages, and that Champlain CCAC may, in addition to any other remedy or relief, enforce any of the provisions of this RFI Section 3.6 upon application to a court of competent jurisdiction without proof of actual damage to Champlain CCAC. (5) Notwithstanding RFI Section 6.1, the provisions of this RFI Section 3.6 shall be binding and shall survive any cancellation of this RFI and the conclusion of the RFI process. (6) Champlain CCAC may, in its sole discretion, require that Respondents execute legally binding confidentiality agreements, in a form and substance satisfactory to Champlain CCAC. 3.7 Governing Law and Attornment (1) This RFI shall be governed and construed in accordance with the laws of Ontario and the applicable laws of Canada (the “Governing Law”). (2) The Respondent agrees that, (a) any action or proceeding relating to this RFI process shall be brought in any court of competent jurisdiction in the Province of Ontario and for that purpose each party irrevocably and unconditionally attorns and submits to the jurisdiction of that Ontario court; (b) it irrevocably waives any right to and will not oppose any Ontario action or proceeding relating to this RFI process on any jurisdictional basis, including forum non conveniens; and 4 (c) it will not oppose the enforcement against it, in any other jurisdiction, of any judgement or order duly obtained from an Ontario court as contemplated by this RFI Section 3.7(2). 3.8 Respondents’ Costs (1) The Respondent shall bear all costs and expenses incurred by the Respondent relating to any aspect of its participation in this RFI process, including, without limitation, all costs and expenses related to the Respondent’s involvement in, (a) the preparation, presentation and submission of its RFI Submission; (b) due diligence and information gathering processes; (c) attendance at any interviews; (d) preparation of responses to questions or requests for clarification from CCAC; and (e) preparation of the Respondent’s own questions during the clarification process. (2) Except as explicitly set out in RFI Section 6.2(1), in no event shall Champlain CCAC be liable to pay any costs or expenses or to reimburse or compensate a Respondent under any circumstances, regardless of the conduct or outcome of the RFI process. SECTION 4 - RFI SUBMISSION CONTENT AND FORMAT 4.1 Contents of the RFI Submission (1) The Respondent should prepare and submit its RFI Submission to include the Submission Form and the information set out in RFI Data Sheet, in the order specified in the RFI Data Sheet. The maximum length of the RFI Submission, if any, is set out in the RFI Data Sheet. 4.2 Submission Form (1) Each Respondent will complete the Submission Form attached as Schedule C of this RFI. SECTION 5 - SUBMISSION, WITHDRAWAL, MODIFICATION 5.1 RFI Submission (1) Each Respondent should submit its RFI Submission in accordance with the requirements set out in the RFI Data Sheet. Champlain CCAC requests that Respondents submit their RFI Submissions on or before the Submission Deadline. If hard copy RFI Submissions are requested by Champlain CCAC and if there is any difference whatsoever between the electronic copy of the RFI Submission and the original hard copy, the original hard copy of the RFI Submission, as submitted, will govern. The electronic copy of the RFI Submission is solely for the convenience of Champlain CCAC. (2) Respondents shall not submit RFI Submissions by facsimile or by electronic transmission, including e-mail, unless specifically permitted in the RFI Data Sheet. 5.2 Late RFI Submissions (1) Champlain CCAC may, in its sole discretion, accept or reject RFI Submissions that are submitted after the Submission Deadline. 5.3 Withdrawal of RFI Submissions (1) A Respondent may withdraw its RFI Submission at any time during the RFI process by notifying the Contact Person in writing. SECTION 6 - LEGAL MATTERS AND RIGHTS OF Champlain CCAC 6.1 RFI Not a “Bidding Contract” or a Tender (1) Notwithstanding any other provision of this RFI, this RFI is not a tender and is not an offer to enter into either a bidding contract (often referred to as “Contract A”) or a contract 5 to provide any goods and/or services (often referred to as “Contract B”). Except as provided in RFI Sections 3.6 and 6.2, neither this RFI nor the submission of a RFI Submission by a Respondent shall create any legal or contractual rights or obligations whatsoever on the Respondent or Champlain CCAC. Except as provided in RFI Section 3.6 and 6.2, no legal relationship or obligation of any kind whatsoever shall be created between the Respondent and Champlain CCAC. (2) Without limiting the generality of RFI Section 6.1(1), the following principles apply to this RFI process: (a) Champlain CCAC may, in its sole discretion, change or discontinue this RFI process at any time whatsoever, including altering the Timetable; (b) Champlain CCAC may, in its sole discretion, enter into negotiations with any Respondent, person or persons with respect to the Project; (c) Champlain CCAC will not evaluate any RFI Submissions in any manner and no Respondent, person or persons shall be precluded from participating in any future competitive process relating to the Project by reason of the submission or nonsubmission of a RFI Submission or the quality or scope of a RFI Submission; and (d) Champlain CCAC may, in its sole discretion and at any time during the RFI process, (i) reject any or all of the RFI Submissions; (ii) accept any RFI Submission; and (iii) cancel this RFI process and subsequently conduct another market sounding process relating to the Project. 6.2 Limit on Liability (1) Notwithstanding that in accordance with RFI Section 6.1(1) this RFI is not a tender and is not intended to create “Contract A”, the Respondent and all other entities participating in this RFI process agree that if Champlain CCAC is found to be liable, in any way whatsoever, for any act or omission of any of them in respect of this RFI process, the total liability of Champlain CCAC to any Respondent or any other entity participating in this RFI process, and the aggregate amount of damages recoverable against Champlain CCAC for any matter relating to or arising from any act or omission by any one or more of them, whether based upon an action or claim in contract, warranty, equity, negligence, intended conduct or otherwise, including any action or claim arising from the acts or omissions, negligent or otherwise, of Champlain CCAC shall be no greater than the Respondent’s cost of preparing its RFI Submission or the amount set out in the RFI Data Sheet, whichever is less. SECTION 7 - DEFINITIONS 7.1 General (1) In this RFI, the singular shall include the plural and the plural shall include the singular, except where the context otherwise requires. (2) All references in this RFI to “discretion” or “sole discretion” means in the sole and absolute discretion of the party exercising the discretion. 7.2 RFI Definitions Whenever used in this RFI, (1) “Addendum” means a written addendum to the RFI Documents issued by Champlain CCAC as set out in RFI Section 3.4; (2) “Contact Person” means the contact person listed in the RFI Data Sheet in respect of RFI Section 3.2(1); (3) “Contract A” is defined in RFI Section 6.1(1); (4) “Contract B” is defined in RFI Section 6.1(1); (5) “FIPPA” is defined in RFI Section 3.5(1)(a); (6) “Governing Law” is defined in RFI Section 3.7(1); 6 (7) “includes” and “including” means “includes without limitation” and “including without limitation” respectively; (8) “Notices” is defined in RFI Section 3.2(6); (9) “Champlain CCAC” is defined in RFI Section 1.1(1); (10) “Project” is defined in RFI Section 1.1(1); (11) “Respondent” is defined in RFI Section 1.1(3); (12) “Response to Questions Document” is defined in RFI Section 3.2(2); (13) “RFI” is defined in RFI Section 1.1(1); (14) “RFI Documents” is defined in RFI Section 2.1(1); (15) “RFI Information” is defined in RFI Section 3.6(1); (16) “RFI Submission” is defined in RFI Section 1.1(1); (17) “Submission Deadline” is defined in RFI Section 3.1(1); and (18) “Timetable” is defined in RFI Section 3.1(1). 7 Schedule A RFI Data Sheet RFI SECTION REFERENCE AND DESCRIPTION RFI Section 1.1(1) – Description of the Project RFI Section 1.1(2) – RFI Number ITEM Provision and Delivery of Medical Supplies and Equipment Please refer to Appendix 1 – Description of the Project, for complete details. The RFI Number is 20150412. RFI Section 2.3(2) – Electronic Distribution System Champlain CCAC will use an electronic distribution system in this RFI Process. RFI Section 3.1(1) – Timetable Timetable: RFI Section 3.2(1) – Contact Person The electronic distribution system that will be used is MERX. (a) Issuance of RFI Documents May 6, 2015 (b) Deadline for Respondents to Submit Clarification/Questions May 13, 2015 (2p.m. EST) (c) Issue Response to Questions Document May 15, 2015 (d) Deadline for Submission of RFI Submissions (Submission Deadline) May 29, 2015 (2p.m. EST) The coordinates of the Contact Person are: [email protected] RFI Section 3.2(2) – Method of Circulation of Response to Questions Document The Response to Questions Document will be circulated via MERX. RFI Section 3.3(2) – Media Releases, Public Disclosures, Public Announcements and Copyright Not applicable. RFI Section 4.1(1) – Contents of the RFI Submission Schedule C should be a maximum of 10 pages. Text Fields are active on the document, for enabling question responses to be directly applied to Schedule C. 8 RFI SECTION REFERENCE AND DESCRIPTION ITEM RFI Section 5.1(1) – Number of Copies and Requirements for Submission Not applicable. RFI Section 5.1(2) – Submission by Facsimile or Electronic Transmission Respondents must submit their RFI Submissions electronically. RFI Section 6.2(1) – Limit on Liability Not applicable. 9 Schedule B Background Information ABOUT THE CHAMPLAIN CCAC Purpose - Working Together for Quality Care Vision - Outstanding care in the Champlain region, every person, every day, every community. Mission - To deliver a seamless experience through the health system, for people in our diverse communities, by providing equitable access, individualized care coordination and quality health care. Values - Champlain CARE Caring - Our clients come first Collaboration - Partners building on strengths to enable innovation and integration Accountability - Transparency, fairness and value for money Respect - Open and honest communication in a supportive, safe environment Excellence - Performance leaders in community care One of 14 CCACs in Ontario, the Champlain CCAC is funded by the Champlain Local Health Integration Network (LHIN) through the Ministry of Health and Long-Term Care. The Champlain CCAC is one of the largest health service providers in eastern Ontario, connecting people to care in a region covering over 18,000 sq. km. Every year, the Champlain CCAC supports clients in a variety of settings through injury, illness and the complications of age or disability by facilitating their access to information, community‐ based services and other resources. Our client care coordination teams help develop care plans for people of all ages, focused on maintaining independence and dignity at home and in their community. Our region includes Ottawa, Eastern Counties, Renfrew County, North Grenville and a portion of Lanark, spanning a diverse demographic population of both rural and urban clients. Our Care Coordinators are all health care professionals—nurses, social workers, occupational therapists and others—that provide an essential service. They work directly with our patients, their families and other health care providers to identify individual needs, develop care plans and ensure that people get the care they need. Our Care Coordinators work in every hospital and emergency department, with every family physician, every school, every community agency, and every long‐term care home in the Champlain region. Additional facts: Provides care to more than 59,000 clients annually 2.4 million hours of personal support care annually Over 647,000 nursing visits each year Support 6,875+ children; 8 school boards and more than 539 schools Care for over 3,165 palliative patients (based on clients active with the palliative team in a year) Our professionals are in approximately 18,000 homes across the region monthly 8AM to 8PM, 365 days a year 93% of clients surveyed reported a positive care experience with CCAC (2014) 10 Schedule C Submission Form TO: [CCAC Contact Person] RE: [Insert RFI Number] RE: [Complete name of RFI] RE: [Name of Project] Respondent Information 1. Respondent’s registered legal business name and any other name under which it carries on business: 2. Respondent’s address, telephone and facsimile numbers: 3. Name, address, telephone, e-mail and facsimile numbers of the contact person(s) for the Respondent: 4. Name of the person who is primarily responsible for the RFI Submission: Service Description See Appendix A for description of Project Goals and Objectives in order to provide relevant context to your responses (please limit responses to approximately 10 pages in total). 1. Consolidation of services: The Champlain CCAC is seeking organization(s) that have the ability to: sell supplies; rent and maintain equipment; support client pick-up/drop off and/or home deliveries of the following: i. Medical equipment rentals and related supplies; ii. Medical supplies; iii. Infusion medication; iv. Infusion equipment; v. Negative-Pressure Wound Therapy (NPWT) equipment rental and related supplies; vi. Access services – Home delivery of medical equipment, medications and supplies; Does your organization have the ability to provide all, or some, of the above supplies/services? Please explain: 11 Does your organization have the ability to provide service to all, or a portion of, the Champlain geography? Please explain: Please provide details of your abilities, benefits and/or the challenges concerning the requested consolidated set of needs: 2. Delivery service innovation opportunities: Respondents should identify innovative alternative delivery models for our delivery service needs that will support quality service and community care system sustainability. Identify opportunities related to supporting client experiences and cost effective use of designated depots for clients to pick up equipment/supplies/medications, or to drop off equipment/waste/other after rentals or period of use. Describe your vision for: i. Potential number of sites and locations required – refer to the map and status provided; ii. Potential range of services available at various sites; iii. Potential hours of operation; iv. Potential partnerships or other relationships required to address above and/or create innovative solutions for targeted cohorts of clients being discharged from hospitals. 3. Delivery services standards for ensuring quality service and cost effectiveness: The Champlain CCAC processes orders between 8am(EST) and 8pm(EST), 365 days a year. Some deliveries require same day or urgent delivery. If an urgent order is placed at 8pm what is the likely delivery window? Assuming existence of pick up/drop off depots; what type of delivery service standards could support: i. Clinic and Hospice bulk deliveries for medical supply closet inventory management, and management of restocking requirements; ii. In-home delivery service – when is it appropriate, how does it differ for urgent vs non-urgent needs; iii. Home delivery service hours, timeliness of urgent deliveries, scheduled delivery windows, etc.; iv. Real time, on-line electronic delivery status tracking available to multiple stakeholders such as clients/CCAC/nursing or therapy providers; v. Equipment installation, client instruction/training, and maintenance service standards; 12 vi. Potential partnerships or other relationships required to address above. 4. Can your organization suggest other innovations for the procurement, preparation and/or delivery of equipment, supplies and medications via other models, service standards, technologies, etc., leading to reduced cost and/or increased quality of CCAC service delivery? 5. Describe operational challenges associated with the innovative services proposed above (eg. financial; staffing/retention; education; start-up readiness; implementation management; technologies; future flexibility; quality management; etc…) and estimated timing to resolve each issue. 6. Equipment maintenance, removal and waste: i. With an equipment rental service, maintaining clean and functional equipment and/or replacement is essential. What are the potential service standards and/or innovations that could improve the ability to meet this requirement reduce negative incidents and be more effective? ii. With focus on environmental concerns and health care needs that result in waste removal and/or disposal, what are the potential service standards and/or innovations that could improve the ability to meet this requirement and reduce negative incidents and be more effective? 7. Experience, Strategy / Practices: i. Describe your experience (if any) with the provision and/or delivery of medical equipment, supplies, and medication on behalf of healthcare organizations. ii. If you currently have experience with the provision and/or delivery of medical equipment, supplies, and medication on behalf of healthcare organizations, please describe potential innovations you have introduced in end-to-end processes or procurement/delivery models to achieve the following: o Improved client experience and perception of reduced waste in the system when multiple deliveries for different medical needs are made within short durations of time, reduction of potential waste from over-delivery of product? 13 o Improved communication and coordination between stakeholders (clients, vendors, CCAC and nursing or therapy providers) when medical care must be coordinated with availability of equipment, supplies or medications. 8. Implementation: Describe a potential implementation plan that addresses the innovations identified and indicates readiness capabilities starting January 1, 2016? 9. Contract Expense: Champlain CCAC anticipates a 36 month to 60 month contract period. How will your organization be able to provide and maintain the best possible pricing for all medical supplies, equipment, and deliveries over the potential contract cycle? What processes does your organization have in place to ensure the provision of best pricing, and what (if any) penalty provisions would you offer if best pricing is not maintained? Applicant’s Declaration On behalf of and with the authority of the Respondent, I/we: Certify that the information that the Respondent has supplied in support of its application is true, correct, and complete in every respect. Respondent Name: _________________________________________ Signature of Authorized Officer: Name of Authorized Officer: Title of Authorized Officer: Date: ______________________________ __________________________________ ___________________________________ ________________________ 14 Schedule D Respondent To CCAC Clarification Questions From: Email address: Company: RFI # 20150412 - Clarification questions Date: From: Send To: REF # (if applicable) Email reply to Joel Faragher at: [email protected] PAGE # (if applicable) Question 15 APPENDIX 1 Description of the Project Champlain CCAC project data is based on a current model and 2014 experiences: Scope (based on current volumes): 285 daily deliveries, across the Champlain CCAC area. Approximately 17,550 individual locations for delivery, throughout the Champlain CCAC area. Expected service delivery: Same day deliveries up to 8pm for orders received by 4pm of that same day Urgent deliveries for orders received after 4pm and requiring same day delivery Next day business day Within two business days Pre-set, recurring dates on a weekly rotation Service is expected 7 days per week, 365 days per year. Financial projections (based on current volumes) Champlain CCAC averages, per month: delivery charges: $100,000 Equipment: $110,000 Supplies: $720,000 IV: $260,000 NPWT: $55,000 Delivery: $100,000 RFI Purpose: 1. To gather information about the interest and/or availability of suppliers and to better understand the marketplace as it pertains to the procurement and delivery services required for community health care in anticipation of a soon to be released RFP. 2. To acquire information from interested suppliers as a tool to inform and strengthen a future procurement document (RFP). This RFI is drafted based on the CCAC business case and feasibility assessment previously done (and approved) for the project. 3. Ensuring that suppliers of the indicated services develop well-conceived documents for a response to this RFI. This RFI does not commit the Champlain CCAC to pay any cost incurred in the preparation or submission of any response to the RFI. 4. Provide a basis for any future procurement process. This RFI is only a request for information about potential products / services and no contractual obligation on behalf of the Champlain CCAC shall arise from the RFI process. NOTE: the RFI is intended to identify innovations / opportunities to significantly alter the current Champlain experience. 16 Project Objectives: 1. An RFP is planned for summer/fall of 2015. 2. The objectives of the planned RFP process will be to facilitate and implement innovation and transformation in the current procurement and delivery models of medical equipment rentals, medical supplies, infusion medications and/or negative press wound therapy equipment/supplies. 3. The RFP process is intended to also ensure value for money and cost effective solutions. Included within the requirements are: Provision of medical equipment and related supplies, medical supplies, infusion medications, infusion equipment, and negative-pressure wound therapy equipment and related supplies. Open, efficient and cost effective access to the required equipment, supplies or medications throughout the Champlain CCAC area via client pick up / drop off sites and/or home deliveries as required (map included in Schedule B). Tracking of procurement/delivery orders. Standard services for access to equipment/supplies, delivery window timeframes, installation, instruction on use, maintenance. Detailed weekly billing Performance standards and management. 4. Partnerships: Although it would be ideal for one supplier to provide all equipment, supplies and delivery services, the Champlain CCAC welcomes innovative, cooperative, or other relationships among numerous suppliers, in order to support new models of service, conditional on maintaining/improving cost effectiveness and efficiencies, throughout the entire procurement process. 5. Stakeholders: Currently, the Champlain Community Care Access Centre (though we may want to extend this to other health system partners, of our choice). 17
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