Request for Proposal
HQC2016-01-22A
for
Event Management
for
Saskatchewan Health Care Quality Summit
October 17 and 18, 2016
Table of Contents
1
2
3
3.1
3.2
3.3
3.4
4
4.1
4.2
4.3
4.3.1
4.3.2
4.4
5
6
6.1
6.2
7
Statement of Purpose .............................................................................................
About HQC ...............................................................................................................
Proposal Process ......................................................................................................
Intent to Respond .....................................................................................................
Correspondence regarding the RFP ....................................................................
Proposal Submissions ..............................................................................................
Procurement and Project Schedule ........................................................................
Requirements ............................................................................................................
Organizational Information ...................................................................................
Resources and References .....................................................................................
Pricing Structure .......................................................................................................
Collaboration ...........................................................................................................
Project Approach .....................................................................................................
Workplan ..................................................................................................................
Proposal Format and Template ............................................................................
Evaluation Process ...................................................................................................
Mandatory Criteria .................................................................................................
Desirable Criteria and Scoring .............................................................................
Terms and Conditions ..............................................................................................
3
3
3
3
4
4
5
5
5
6
6
6
6
6
7
7
7
8
8
Appendix A: Intent to Respond .......................................................................................... 9
Appendix B: Glossary of Terms .......................................................................................... 10
Appendix C: 2014 Program .............................................................................................. 11
Appendix D: Services ........................................................................................................... 14
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1. Statement of Purpose
The objective of this Request for Proposal (RFP) is to identify vendor(s) to work with Health
Quality Council (HQC) in the planning, coordination and management of its Saskatchewan
Health Care Quality Summit to be held October 17th and 18th , 2016 at TCU Place
(www.tcuplace.com) in Saskatoon, Saskatchewan. This is the fifth time HQC has hosted this event.
The event will bring together between 500 and 700 individuals from the health care system,
including leaders, managers, providers, researchers, and patient and family advisors. Many of
the attendees are those dedicated to continuous improvement across Saskatchewan’s health care
system. We also hope to attract between 15 and 20 attendees from outside of Saskatchewan.
The current website for this event can be reviewed at www.qualitysummit.ca.
The summit will include keynote addresses from international leaders, plenary panel
presentations, concurrent break-out sessions, an exhibitors’ area, poster presentations as well as
breakfast, lunch and nutrition breaks. A copy of the 2014 program can be found in Appendix C.
2. About HQC
HQC was established in November 2002 to measure and report on the quality of health care in
Saskatchewan and to work with its health system partners to improve the quality of
Saskatchewan’s health system. HQC is led by a 12-member board of directors comprising
provincial, national and international experts in health care planning and quality improvement.
HQC has a staff of approximately 50 individuals with diverse skills in statistics, program
evaluation, research, communications, quality improvement, change management facilitation and
conflict resolution. For more information on HQC, please go to www.hqc.sk.ca.
3. Proposal Process
3.1 Intent to Respond
In order to be included in communication related to revisions to the RFP document, questions and
answers, or related supporting materials, respondents are strongly encouraged to communicate
their intention to respond to this request for proposals by returning the form in Appendix A:
Intent to Respond via fax or email by February 5, 2016, (4:00 p.m. CST) to:
Health Quality Council
Attention: Catherine Delaney
Email: cdelaney@hqc.sk.ca
Fax: 306-668-8820
HQC will compile all questions received and share all responses with those vendors who have
indicated their interest in the bid via the Intent to Respond form, according to the Procurement and
Project Schedule in section 3.4 below.
3.2 Correspondence regarding the RFP
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Any questions or enquiries concerning this RFP must be emailed to Catherine Delaney
(cdelaney@hqc.sk.ca) no later than the date and time indicated in the Procurement and Project
Schedule in section 3.4 below.
A copy of all questions and their associated responses will be emailed to all participants no
later than the date indicated in the Procurement and Project Schedule in section 3.4 below.
Respondents are directed not to make verbal enquiries of HQC staff or board members. Oral
information or information from other sources should not be relied upon, and will not be
considered binding.
3.3 Proposal Submissions
Submit a copy of your response to:
Catherine Delaney
Health Quality Council
241 - 111 Research Drive
Saskatoon SK S7N 3R2
Phone: 306-668-8810, ext. 109
Email:cdelaney@hqc.sk.ca
Proposals must be submitted in both an electronic (MS Word, Adobe PDF, and MS Excel are
acceptable electronic document formats) and signed paper format. The electronic copy may be
in the form of a USB Flash Drive, CD-ROM or an emailed attachment.
The RFP number and name should appear on the outside of the envelope/package or box. It is
the sole responsibility of the respondent to ensure that the response is received as specified in
the RFP. HQC is not responsible for lost, misplaced or incorrectly-delivered submissions. All
submissions will be date and time stamped. Submissions are accepted at the above address
Monday to Friday (excluding statutory holidays) between the hours of 8:30 a.m. and 4:30 p.m.
local time.
Faxes: Facsimile transmissions of responses to the RFP will not be accepted.
Proposals must be received no later than February 18, 2016 (4:00 p.m. CST), as indicated in
the Procurement and Project Schedule in section 3.4 below.
Responses received after this deadline will not be considered and will be returned unopened
to the vendor. It is the sole responsibility of the vendor to ensure that their response reaches
HQC by the designated deadline.
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By submission of a clear and detailed written notice, the respondent may amend or withdraw
its proposal prior to the closing date and time.
Upon bid closing, all proposals become irrevocable. The respondent will not change the
wording of its proposal after closing and no words or comments will be added to the proposal
unless requested by HQC for purposes of clarification.
Respondents are solely responsible for their own expenses in preparing a proposal and for
subsequent negotiations with HQC, if applicable. This includes but is not limited to: interview
costs, travel costs, RFP response development and proof of concept development and
presentation costs.
All proposals submitted to HQC will become the property of HQC. Proprietary or confidential
information should be clearly identified and marked as such.
All proposals must be signed by a representative of the organization with recognized signing
authority to bind the organization to statements made in the RFP.
3.4 Procurement and Project Schedule
The table below reflects the procurement and project schedule. HQC reserves the right to
amend the schedule at any time.
Milestone
Request for Proposal issued
Date
January 22, 2016
Deadline for receipt of questions
February 3, 2016 (4:00 p.m. CST)
Deadline to submit Intent to Respond form
February 5, 2016 (4:00 p.m. CST)
Responses to questions provided
February 9, 2016
RFP closes
February 18 , 2016 (4:00 p.m. CST)
RFP respondent shortlist established
February 19, 2016
Final selection
February 23, 2016
Contract signed
March 3, 2016
4. Requirements
Proponent responses must be organized to follow the section headings indicated below.
4.1 Organizational Information
Include a brief overview of your organization. At a minimum, provide how long you have been
in business, and types of consulting contracts you have been involved with. Please include an
overview of your work with any not-for-profit or public organizations.
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4.2 Resources and References
Provide the project team composition. Identify the named individuals who will be assigned to
this project, their specific qualifications and role on the team, and the estimated percentage
commitment of each resource by time period and project phase.
Describe similar projects which your organization has successfully completed, and identify any
lessons learned from those which will assist in the planning, development, implementation and
ongoing support of this project.
Provide a minimum of three (3) customer references, including at least one from a government
or other public organization.
4.3 Pricing Structure
Provide the pricing structure in a separate document.
Provide a price for all of the services included in Appendix D that you are prepared to
provide. Please also include a breakdown, indicating which services are mandatory to your
acceptance of a contract, and which services HQC could elect to perform on their own.
As part of the evaluation process, HQC will contact your customer references to learn their
experiences with pricing, scope and timeline variances (actual to estimates).
Provide a proposed fee schedule and terms based on the services listed in Appendix D.
Describe any price adjustments/discounts that HQC would realize if all services were provided
as opposed to only some services provided, with HQC taking on responsibility of services not
provided by your organization.
4.3.1 Collaboration
An internal resource at HQC is assigned to the overall project management of this project. The
selected vendor and their project team, HQC project manager and HQC project team, will
work together on the planning and execution of the Quality Summit. This collaboration includes
HQC’s commitment to allocating and scheduling of HQC resources to ensure their availability
as appropriate throughout the duration of the project.
4.3.2 Project Approach
Describe the project management approach and methodology that will be applied to ensure
the success (on budget, on schedule and at full scope) of this project. Your approach should
include innovative ideas that will maximize attendance at the event. Please describe any tools
that you may use in this approach.
4.4 Workplan
Provide a proposed workplan for meeting objectives and requirements. The final workplan will
be refined and agreed upon in collaboration with HQC project manager and team.
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5. Proposal Format and Template
Proposals must be returned in the following format. Responses not following this format will be
considered to have failed a mandatory requirement and will not be considered for further
evaluation.
1 – Cover Letter
The cover letter should indicate your organization’s interest in the
RFP and include a brief summary of both your
experience/portfolio and your organization’s most relevant
qualifications and benefits.
The cover letter must be signed by a representative of your
organization who has the authority to act on and bind the
organization to all statements in the RFP response.
2 – Executive Summary
Present a synopsis of your organization’s response to the RFP. This
section should be brief and highlight distinguishing features and
benefits of working with your organization.
3 – Services
Provide detailed information addressing the services outlined in
Appendix D. Your proposal should clearly state what services you
are not open to HQC performing; any minimum amount of
work/dollar amount you are willing to undertake; and any
services that you feel are critical to hosting an event that HQC
has not currently considered. Note that HQC is open to working
with more than one vendor to ensure that it is receiving
professional services in all areas. Please indicate if there are
areas of service you feel would be best provided by HQC or
another vendor other than yourself.
6. Evaluation Process
6.1 Mandatory Criteria
The following are mandatory requirements. Responses not clearly demonstrating that they meet
them will receive no further consideration during the evaluation process.
a) The Response must be received by HQC by the specified closing date and time.
b) The Response must be in English and must not be sent by facsimile.
c) The electronic version of the Response must be searchable.
d) The Response must include a cover letter, and the cover letter must be signed by a person
authorized to bind the organization to statements made in the Response.
e) Respondents must include an appropriately completed Appendix D: Services.
f) The Respondent must receive a passing grade on all categories of the evaluation criteria.
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6.2 Desirable Criteria and Scoring
Responses meeting the mandatory requirements will be further assessed against the following
desirable criteria:
Criteria
Organizational Information
Resources and References
Workplan
Experience working in the public/not-for-profit sector
Experience in providing similar services to other organizations
Pricing
7. Terms and Conditions
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Any costs associated with preparing a response to this RFP are the sole responsibility of the
vendor.
HQC shall keep confidential and secure all documents, information and other material
provided by the vendor in their RFP response.
All information and accompanying documentation received under this competition will
become the property of HQC and will not be returned.
Information pertaining to HQC provided to the vendor as a result of its participation in this
RFP is confidential and must not be disclosed by the vendor, except as authorized in writing
by HQC.
HQC reserves the right to verify any and all information provided by the vendor in their
response to this RFP.
HQC reserves the right to halt the RFP process, cancel or re-issue this RFP at any time.
HQC reserves the right to NOT enter into a contract with any vendor, if no acceptable
proposal is identified. The vendor’s response to this RFP will form part of the subsequent
contractual agreement entered into by both parties. Any contracts resulting from this RFP
are subject to the laws of the Province of Saskatchewan.
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Appendix A: Intent to Respond
RFP: HQC2016-01-22A
Health Quality Council
Attention: Catherine Delaney
Email: cdelaney@hqc.sk.ca
Fax: 306-668-8820
Submission of this form is a non-binding expression of your organization’s intent to submit a
response to RFP: HQC2016-01-22A Event Management.
Please submit this form by February 5, 2016 4:00 p.m. CST in order to be included in all follow-up
communication related to this RFP.
Organization Name:
Contact Person:
(name/title)
Address:
City
Prov
Postal Code
Phone:
Fax:
Email:
Website:
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Appendix B: Glossary of Terms
The terminology used throughout the RFP is as follows:
 HQC – Health Quality Council
 RFP – Request for Proposal
 Contract – a written agreement or Purchase Order resulting between a successful vendor and
HQC
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Appendix C: 2014 Quality Summit Program
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Appendix D: Services
The following list of services includes some that are mandatory, i.e., you must be willing to
provide these services; and others that are optional. You may choose to provide a description
and pricing for the optional services, if you are prepared to provide these. However, HQC is
willing to provide these services themselves, or to use another vendor.
Service Requested
Proposed
Cost
Comments
Pre-Event Registration (mandatory)
 Planning and set-up
 On-line and manual registration processing
 Registration accounting and regular reporting
 On-line credit card processing
 Pre-event coaching re: on-site registration
Abstract Management (mandatory)
 Build on-line abstract submission & review site
 On-line collection and processing of abstracts (incl
support submitters as needed)
 Coordination of peer review process
Sponsorship and Exhibit Sales and Management
(mandatory)
 Develop sponsorship packages and prospectus
 Sell sponsorship and exhibition packages to past
and potential new sponsors
 Liaise with sponsors pre-, during and post-event,
providing excellent service
 Sponsor/Exhibitor evaluation
Marketing and Promotion (optional)
 Develop promotion strategy
 Print and electronic materials design and
coordination (includes event program)
 Email campaign planning and execution
 Social media campaign planning & execution (preduring & post-event)
 Website development and maintenance (incl.
updating as needed)
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Other services offered (please list):
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