RFI - Provision and Delivery of Medical E and S

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.
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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.
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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.
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(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
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(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
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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);
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(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).
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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:
Joel.Faragher@champlain.ccac-ont.ca
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.
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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.
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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)
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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:
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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;
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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?
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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:
______________________________
__________________________________
___________________________________
________________________
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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: Joel.Faragher@champlain.ccac-ont.ca.com
PAGE #
(if applicable)
Question
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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.
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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).
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