Association of Ontario Health Centres Rebranding project ... · Request for proposal and quote for a rebranding project 2016-03-18 iii Health and Wellbeing, the delivery of primary

Association of Ontario Health Centres

Rebranding project: request for proposal and quote

February 29, 2016

Association of Ontario Health Centres Request for proposal and quote for a rebranding project

2016-03-18 i

1 About the AOHC

The Association of Ontario Health Centres (AOHC) is the provincial association for nonprofit, community-governed, interprofessional primary health care organizations; our members are Ontario's Community Health Centres, Aboriginal Health Access Centres, Nurse Practitioner-Led Clinics and Community Family Health Teams.

Our vision: the best possible health and wellbeing for everyone in Ontario.

Our mission: we champion transformative change for people and communities facing barriers to health.

Here are our guiding principles and values:

Principles that guide our work

Highest Quality People and Community Centred Health and Wellbeing

People-centred and community-focused with active community participation in individual and collective decisions about their health and wellbeing. Highest quality, evidence-informed, people and community-centred practices grounded in the attributes of the Model of Health and Wellbeing.

Health Equity and Social Justice

Proactive and persistent leadership for population health and wellbeing for people and communities facing barriers to reduce the impacts of social inequality and disadvantage on health outcomes.

Community Vitality and Belonging

Building inclusive, caring and connected communities with increased capacity for leadership and participation in decision making.

Values

Equity: We champion an equitable, inclusive and respectful primary health care system.

Leadership: We challenge the status quo with integrity and transparency and are catalysts for system innovation.

Collaboration: We embrace community driven cooperation and partner to influence change.


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Knowledge: We learn and act from a community-informed and evidence-based approach.

In our new strategic plan we have identified four strategic directions.

1. Champion health equity and population needs-based planning, and challenge systemic inequities to achieve improved health outcomes.

2. Advance people-centred, high quality primary health care as the foundation of the universal and publicly funded health system to increase access to appropriate services, especially for populations facing barriers.

3. Demonstrate the value and impact of the Model of Health and Wellbeing on the improved health outcomes and experiences of people and communities.

4. Advocate for appropriate policies, processes and resources to ensure members are equipped to operate healthy organizations and realize their potential as effective catalysts in system transformation.

More information about our work can be found at www.aohc.org

2 The invitation

Our association invites proposals to support us through a major rebranding initiative. The outcome of this initiative will be:

A review that can potentially lead to a new name for our association that embodies our essence

The right visual identifier – a logo/icon/wordmark

An effective positioning statement

A tagline that summarizes our essence in an even more concise way

A cohesive voice with consistent application of concepts, words and stories

Supporting visual elements

Consistent application of the brand identity in all communications and outreach activities

The context: Our decision to rebrand coincides with decisions reached after an in-depth strategic planning process:

A decision to fully embrace a dual role: the first being a commitment to advocate for system transformation and the second to serve in a supportive role to member centres.

A decision to open up our membership criteria. The determining factor for membership will be whether an organization is committed to a suite of criteria that include: support for our vision, mission and values, non-profit incorporation, commitment to our Model of

http://www.aohc.org/

http://www.aohc.org/model-health-and-wellbeing


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Health and Wellbeing, the delivery of primary health care services, community governance, and community centredness.

Our rebranding decision also comes at a time of change within Ontario’s health system, of which our membership is a small but significant part. Premier Wynne’s provincial government is taking action to overhaul the delivery of services. We believe our members can play a very powerful and positive role contributing to the change ahead and want to make sure we are optimally positioned to do so.

3 The branding team

The successful vendor will work in close collaboration with AOHC representatives that include:

Our Chief Executive Officer

AOHC’s Communication Team (Director, Lead and Coordinator)

Staff representatives

Board representative(s)

4 Join webinar to learn more

On Thursday, March 17th, at 11:00 am, AOHC Communication Staff will host a webinar that will provide interested vendors with an in-depth analysis of AOHC’s current brand and the challenges to be addressed as we begin a rebranding process.

To register for the webinar, go to: https://attendee.gototraining.com/r/1351493677357799682

5 Timelines and deliverables

Based on recommendations from our branding team, our hope is for the AOHC board to formally approve the new brand identity at its December 2016 meeting.

We hope to organize a soft launch of our new brand identity a few months later with a more publicized launch coinciding with our June 2017 Annual General Meeting (AGM).

We intend to begin the project in mid-April.

Phase One: Strategic Development - April 2016-September 2016

This stage ensures all key inputs are considered in order to set goals, objectives and directions for change in the creative development phase of the project. Among these inputs:

1. A creative brief validated by the AOHC Board that identifies our vision, mission, values, key audiences as well as other components critical to rebranding.

2. Background documents from focus group consultations conducted as part of our recent strategic planning process.

http://www.aohc.org/model-health-and-wellbeing

https://attendee.gototraining.com/r/1351493677357799682


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3. Background documents and detailed briefings on some foundational components of our work.

4. A presentation that contains the core components of a recently conducted brand audit that presents all the tools AOHC currently uses to build our brand and what we currently have identified as directions for change.

5. Documents and briefings related to branding initiatives of our member centres. 6. Meetings with AOHC’s Leadership Team, staff representatives and the Board’s Strategic

Planning committee. 7. Focus groups with representatives of our four different types of members.

At AOHC’s September 2016 Board meeting, we will ensure alignment between the vendor and the Association on goals, objectives and directions for change related to the next creative phase of the project.

Phase Two: Creative Development - September 2016-December 2016

Creation of an integrated set of brand components that will effectively communicate our value to key audiences. These components include:

a. A review process that can potentially lead to a new name for our association (English and French)

b. A visual identifier c. A positioning statement d. A tagline e. Storytelling and messaging options f. A cohesive look and feel, including colour palette, typography, illustration style, use of

photographs g. A new name and visual identity for our annual conference (English and French)

Phase Three: Implementation – December 2016-June 2017

Following approval of the new brand at AOHC’s December 2016 board meeting:

Presentation of our new brand to AOHC staff and other key groups within our membership

Strategic counsel and recommendations with regard to phasing in our new brand

Design and production of core collateral materials: o Organizational brochure with strategic plan highlights o Booth display o Website interface o Graphic presentations that illustrate core components of our mission

Model of Health and Wellbeing Model of Wholistic Health and Wellbeing Our Health Equity Charter Our Information Management Strategy Our Canadian Index of Wellbeing initiative


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o Letterhead o Other materials TBD

6 Requirements

6.1 Mandatory requirements

a) The bidder must demonstrate that their proposed Project Manager has a minimum of five (5) years related experience managing all three phases required for the project.

b) The bidder must demonstrate that at least one member of the project team has a minimum of three (3) years of graphic design experience specifically related to visual brand development.

c) The bidder must demonstrate that at least one member of the project team has a minimum of three (3) years of experience renaming organizations and developing compelling taglines and positioning statements.

d) The bidder must submit a portfolio, consisting of three (3) sample brand identity projects. At least one of these must be a project with both English and French applications.

e) The bidder must agree to be subject to an interview, at the bidder’s expense, if required.

6.2 Other requirements

a) Understanding of principles and values that underpin our association’s efforts.

b) The quality of the proposal. This includes the level of detail and the quality/thoroughness of recommendations, as well as providing a clear project plan that identifies critical milestones.

c) Any features or advantages uniquely proposed by the vendor which AOHC has not identified in the project deliverables or description.

d) The vendor’s financial proposal and its rationale.

7 Proposal Submission Guidelines

7.1 Communication after Issuance of RFP

The Client Representative is:

Oleksandra Budna Association of Ontario Health Centres 970 Lawrence Ave.W., Suite 500 Toronto, ON M6A 3B6 E-mail: [email protected] Facsimile: (416) 236-0431

mailto:[email protected]


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Vendors or Consultants are prohibited from contacting any staff to obtain any information pertaining to this RFP, RFP Process, or to demonstrate or justify the Vendor’s services or relay other benefits of doing business with AOHC. It is inappropriate for the Vendor to initiate contact with any member of the RFP Evaluation Committee or any other staff unless specifically requested to do so by the Client Representative. Please note that it is inappropriate for the Vendor to engage in any entertaining of any staff member connected with this RFP. Any Vendor who fails to comply with this requirement will be disqualified from the bidding process.

7.2 RFP Schedule

The following is a summary of anticipated key dates in the RFP process.

Event Date Time

RFP Release February 29, 2016

RFP Briefing Q&A Session March 17, 2016 11 am-12 pm

RFP Closing Date March 24, 2016 5 pm

Interviews with top applicants Week of April 4

Anticipated project start date Week of April 11

The RFP schedule is tentative and may be changed by AOHC at its sole discretion.

7.3 When and Where to Submit a Proposal

To be eligible for consideration, proposals must be received by the date provided in Section 7.2 (the “RFP Closing Date”). Proposals may be submitted to the Client Representative outlined in Section 7.1. All submissions submitted by the Vendor via e-mail to the Client Representative are deemed received once the email has entered the e-mail inbox of the Client Representative. Submissions are to be directed only to the Client Representative. The Client Representative shall not be responsible for any e-mail delivery issues or technical problems with regard to the submissions.

Late proposals will not be accepted and will be returned unopened. It is the Vendor’s responsibility to ensure that proposals are submitted on or before the RFP Closing Date.

7.4 Mandatory Submission Requirements

The Vendor must deliver the following:

a) One (1) printed package and one (1) electronic proposal sent by email, using MS Word version or Adobe Acrobat.

The following is a list of items that are to be included in the proposal:


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b) A Cover Letter: An introduction to the Vendor’s organization and a clear statement that the Terms and Conditions of this RFP have been read, are understood and agreed to in their entirety and confirming that the information provided in the proposal is accurate. The letter must also be signed by an authorized representative from the Vendor’s organization and include a clear statement noting that the individual signing the proposal has the authority to bind the Vendor’s organization.

c) Organization Profile: A description of the business and contact details of the Vendor’s organization, including:

(i) The full legal name of the Vendor’s organization (ii) Any other relevant name under which the Vendor’s organization carries on

business (iii) The address, telephone and facsimile numbers for the Vendor’s

organization (iv) The name and title of a primary contact for all questions and clarifications

arising from the RFP (v) The address, email, telephone and facsimile number for the primary contact (vi) The name and title of the proposed individuals who will be performing the

services for AOHC (vii) A confirmation that the Vendor accepts the terms and conditions set out in

the RFP. d) Vendor(s) Résumé(s): Clearly outline who comprise your team, their respective roles as

well as brief bios chronicling their achievements. e) Conflict of Interest Form: Complete and attach the Conflict of Interest Form included in

Schedule A. f) References: Identify three (3) references for similar projects that have been

successfully completed by the Vendor. References should include a brief description of the project; project timeline; summary of key results achieved; client name; and client contact information (individual’s name, title, mailing address, phone number, fax number and e-mail address).

g) Knowledge / Experience Profile: Demonstrate the Vendor’s ability to deliver the relevant skills and experience for the provision of services required by AOHC (see section 5).

h) Suggested plan of execution and timeline with a breakdown of the processes required to complete the project.

i) A detailed quote that includes fees for each stage of Phase One and Two of the project (including itemized breakdown of costs, fee structure and projected expenses).

j) A description of your fee structure for Phase Three: Implementation/Design/ Production. We recognize costs for this phase cannot be accurately projected but we need to understand how costs would be estimated.

7.5 Withdrawal or Amendment of Proposal

A Vendor may withdraw or amend its proposal any time prior to the RFP Closing Date by written notice to the Client Representative at the address noted in section 7.1. AOHC will return a proposal that has been withdrawn.


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7.6 Proposal Irrevocable

Subject to the Vendor’s right to withdraw a proposal prior to the RFP Closing Date, proposals will be irrevocable by the Vendor and will remain in effect and open for acceptance by AOHC until 2 months from the RFP closing date.

7.7 Addenda

The issuance of addenda will be the only method recognized for revisions to the RFP document. AOHC will make its best effort to issue addenda within a reasonable period of time.

7.8 Clarification and Verification of Proposal

AOHC reserves the right to seek clarification and supplementary information from Vendors after the bid submission deadline. The response received by AOHC from a Vendor shall, if accepted by AOHC, form an integral part of that Vendor’s submission.

AOHC reserves the right to verify any Vendor statement or claim by whatever means AOHC deems appropriate and may reject any Vendor statement or claim, if in the judgment of AOHC, the statement or claim appears unwarranted or not credible.

7.9 Vendor Inquiries

All inquiries regarding this RFP should be directed in writing to the Client Representative. AOHC will hold an online RFP Q&A session on March 17, 2016, at which point we will answer all the inquiries submitted in advance, as well as any questions that will arise during the session. Vendors that submit inquiries will not be identified in communications with other prospective Vendors.

7.10 Conflict of Interest

Each proposal must include confirmation that the Vendor does not and will not have any conflict of interest (actual or potential) in submitting its proposal, or if selected, with its contractual obligations under the Contract. Where applicable, the Vendor must disclose in its proposal, information pertaining to any situation which may be a conflict of interest in submitting a proposal or, if selected, with the contractual obligations of the Vendor under the Contract. Each Vendor will sign and return an original copy of the Conflict of Interest Form attached in Schedule A.

The proposal of any Vendor may be disqualified where that Vendor fails to provide confirmation of the foregoing or makes misrepresentations regarding any of the above. Further, AOHC, in addition to any other remedies it may have in law or in equity, shall have the right to rescind any contract awarded to a Vendor if AOHC, in its sole discretion, determines that the Vendor made a misrepresentation regarding any of the above.

7.11 Type and Term of Contract for Services

The selected Vendor will be required to enter into a Services Agreement with AOHC as per the template in Schedule B for the period mentioned in Section 5. Subject to Section 8.1, the RFP and the Vendor’s Proposal will become part of the Services Agreement for the selected Vendor.


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7.12 No Guarantee of Volume of Work or of Exclusivity of Services

AOHC makes no guarantee of the value or volume of work that will be available to the selected Vendor.

8 RFP Terms & Conditions

8.1 Reservation of Rights of AOHC

In addition to any other express rights or any other rights which may be implied in the circumstances, without liability, cost or penalty to AOHC, AOHC may at any time prior to or after the RFP Closing Date:

a) Waive formalities and accept proposals that substantially comply with the requirements of this RFP;

b) Waive irregularities in any Vendor’s proposal; c) Check references other than those provided for a Consultant; d) Disqualify a Vendor whose proposal contains misrepresentations or any other inaccurate

or misleading information; e) Disqualify a Vendor or the proposal of a Vendor who has engaged in conduct prohibited by

this RFP; f) Accept or reject a proposal if only one proposal is submitted; g) Select any Vendor other than the Vendor whose proposal reflects the lowest pricing; h) Cancel this RFP process at any stage; i) Cancel this RFP and issue a new RFP for the same or similar services; j) Discuss with any Vendor different or additional terms to those contemplated in this RFP or

in any Vendor’s proposal; k) Accept a Vendor’s Proposal as is, or negotiate with any Vendor any new requirements or

terms, or changes that may be deemed necessary by AOHC; and l) Reject any or all proposals in the absolute discretion of AOHC.

Any amendment or supplement to this RFP will be communicated to interested parties in the same manner in which this RFP was issued.

Any reference to RFP in this document will mean this RFP and all addenda, amendments or supplements, if any.

8.2 Costs

The Vendor will bear all costs associated with or incurred in the preparation and presentation of its proposal. Neither the failure of the Vendor to understand the RFP, nor AOHC’s rejection of any or all proposals, will render AOHC and their respective affiliates liable for any costs, penalties or damages. The Vendor will not hold the AOHC and their respective affiliates liable for any error or omission in any part of this RFP. AOHC does not guarantee or warrant that such information is accurate, comprehensive or exhaustive.


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8.3 Confidentiality

All information distributed in connection with this RFP is confidential, and is to be used for the sole purpose of completing submissions and are to be used for no other purpose unless prior written consent has been provided by AOHC. All material and information distributed will remain the property of AOHC to be used at their discretion.

All candidates electing not to submit a proposal will dispose of any and all confidential information in a responsible manner.

8.4 Governing Law

The RFP, the Vendor’s proposal and every document that will be required to be executed by the parties pursuant to the RFP will be governed by the laws of Ontario and the laws of Canada applicable therein, without reference to their respective conflict of laws principles.

9 Evaluation of Proposals

9.1 RFP Evaluation Process

The evaluation of the proposals will be conducted by AOHC in four (4) stages. A proposal must meet the requirements of each applicable stage to proceed to the next stage.

Stage 1 consists of validating that all proposal requirements are included and complete according to section 7.4 - Mandatory Requirements.

Stage 2 consists of evaluating the following components of the proposal: knowledge, experience profile, and the Consultant resume(s).

Stage 3 consists of evaluating the pricing information according to the evaluation criteria set out in section 9.2.

Stage 4 consists of verifying reference information for the selected Consultant.

The points allocated to each stage of the evaluation process are as follows:

Stage Evaluation Process Points Minimum Score

1 Mandatory Requirements (section 7.4 of this RFP)

Pass / Fail Pass

2 Rated Requirements (section 6 of this RFP)

60

42 points

3 Price 40 20 points

4 Reference Verification Pass / Fail Pass


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Each stage is evaluated separately and in sequential order. Eligible Consultants must achieve a score higher than the minimum score in each stage to participate in the next stage. Selected Vendors will be invited to participate in an interview.

9.2 Pricing Information

Stage 3 – Pricing Information is eligible for a maximum of 40 points for each proposal. The score is based on the proximity of the proposed fee to the average fee for all eligible Consultants. To determine the score applied to Stage 3 – Pricing Information the following steps will be taken:

a) The proposed fees of all eligible Vendors for Stage 3 – Pricing Information will be added together and divided by total number of eligible Vendors to determine the average fee. For example, if the fees of three eligible Vendors are $35,000, $31,000 and $30,000, the average fee would be $32,000 ($35,000 + $31,000 + $30,000 divided by 3).

b) The fee for each eligible Vendor is subtracted from the average fee to determine the rate differential. For example, if a proposed fee is $31,000 and the average fee is $32,000, the rate differential would be 1,000 ($32,000 - $31,000 = $1,000).

c) The rate differential is divided by the average fee and multiplied by 100 to determine the percentage variance from the average fee. For example, if the rate differential is $1,000 and the average fee is $32,000, the percentage variance would be 3.13% ($1,000 ÷ $32,000 x 100 = 3.13%).

d) Points will be provided to the eligible Vendors based on the defined point values applied to the percentage variance in the table below:

Percentage Variance

(Proximity to the Average Fee)

Points

Awarded

Within ±20 percentage points of the Average Fee 40

Greater than ±20 percentage points and less than or

equal to ±30 of the Average Fee 32

Greater than ±30 percentage points and less than or

equal to ±40 of the Average Fee 20

Greater than ±40 percentage points of the Average Fee 0

For example, if the percentage variance is 3.13%, the eligible Vendors would receive 40 points out of a total possible 40 points for pricing information.

Numbers used in examples are for illustration purposes only.


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9.3 Contract Award

AOHC will award the contract to the successful Vendor that can provide relevant solutions for AOHC. The selected Vendor’s entire proposal will be evaluated on the basis of the response to all information requested in this RFP. The successful Vendor will be invited to enter into a Services Agreement with AOHC as per the template in Schedule B. Notice of selection to the Vendor will be in writing.

9.4 Failure to Enter into Agreement

If a selected Vendor fails to execute the Services Agreement within a period of 30 days of notice of selection, AOHC may, in its sole and absolute discretion and without incurring any liability, rescind the selection of that Consultant.

9.5 Notification to Other Vendors

Once an Agreement is executed by the successful Vendor and AOHC, the other Vendors will be notified by AOHC in writing of the award of the contract to the successful Consultant.


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Schedule A

Conflict of Interest Form

The Vendor must complete either Part 1 or Part 2, by marking the box in the appropriate section.

Part 1:

The Vendor declares that:

(1) there was no Conflict of Interest in preparing its submission; and

(2) there is no foreseeable Conflict of Interest in performing the contractual obligations

contemplated in the Request for Proposal.

OR

Part 2:

The Vendor declares that there is an actual or potential Conflict of Interest relating to the

preparation of its submission, and/or the Vendor foresees an actual or potential Conflict of

Interest in performing the contractual obligations contemplated in the Request for

Services.

If the Vendor declares an actual or potential Conflict of Interest by marking the box in Part 2

above, the Vendor must set out below details of the actual or potential Conflict of Interest:

Signature:

__________________________

Signing Officer of the Company Date

□

□


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Schedule B

Services Agreement Template

THIS AGREEMENT is made as of the _______________.

BETWEEN: Association of Ontario Health Centres

A nonprofit charitable corporation registered

Under the laws of the Province of Ontario

(Hereinafter “AOHC”)

and ___________________________

(Hereinafter the “Vendor”)

The AOHC has agreed to retain the Vendor to complete the work outlined below. The AOHC and the Vendor agree to the following:

1. The term of this Agreement shall commence on ___________________ and end on _____ (the “Term”), unless terminated by AOHC in accordance Section 18 below. This Agreement may be extended or renewed at any time prior to the end of the Term by agreement of both parties.

2. The work to be performed by the Consultant includes: [insert detailed description of the work to be performed, milestones, acceptance requirements, and contingencies] (the “Work”).

3. The deliverables include: [inserted detailed description of deliverables] (the

“Deliverables”). 4. Any additions to the Work or Deliverables must be agreed upon by both AOHC and the

Consultant. 5. AOHC agrees to pay the Vendor at a rate of $____ per day (exclusive of HST) for the Work.

A daily rate is based on an eight (8) hour day (a “Work Day”). Where the effort by the Consultant is less than a full Work Day, the Vendor will bill on an hourly basis at a rate of $_____ per hour (exclusive of HST).

6. Except as may be otherwise agreed by the parties, the Vendor shall submit invoices on a

monthly basis for work performed during the previous calendar month. AOHC shall pay such invoices: (a) upon acceptance by AOHC, acting reasonably, of the Work and/or Deliverables performed or delivered during the applicable calendar month, or (b) within 30 days following receipt of Vendor’s correct and properly issued invoice, whichever is later.


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7. The Contractor acknowledges and agrees that it shall be responsible for payment to the proper authorities of any and all income taxes, employment insurance premiums, Canada Pension Plan contributions and Workers’ Compensation insurance premiums in respect of the remuneration paid to it hereunder. The parties are independent contractors. Nothing in this Agreement shall be construed as creating a relationship between the parties as partners, joint ventures, employer-employee, or otherwise.

8. Except as otherwise agreed to by the parties, the Consultant will be responsible for

providing all necessary work space and equipment to perform the Work, at no additional cost to the AOHC. The Consultant shall be responsible for all costs and expenses incident to the performance of the Work. Incidental costs to be paid by the Consultant include but are not limited to, all costs of equipment provided by the Consultant, all fees, fines, licenses, bonds or taxes required of or imposed against the Consultant and all other of the Consultant’s costs of doing business.

9. Upon AOHC’s request, the Vendor shall promptly replace any individual engaged by the

Vendor to perform work under this Agreement whom AOHC deems unsatisfactory, in its sole reasonable discretion, with another individual of suitable ability and qualifications acceptable to AOHC.

10. The Vendor hereby warrants that: (a) the Consultant(s) will be the sole provider of the

Work; (b) the Work and the Deliverables shall be performed in a good and workmanlike manner, and shall be of reasonable accuracy and quality suitable for its intended purpose.

11. Each party represents and warrants that it has good and sufficient power, authority and

right to enter into and deliver this Agreement. 12. The Consultant agrees that all Deliverables, reports, information, and other materials

generated during the course of completing the Work and the Deliverables are the property of the AOHC and cannot be used for any other purpose without the express written consent of the AOHC. The Consultant acknowledges and agrees to be bound by the terms and conditions set forth in Appendix A attached hereto with respect to confidentiality and ownership of intellectual property.


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13. The Consultant shall indemnify, defend, and save harmless the AOHC, its directors, officers, employees, agents, Vendors , nominees, members, licensees and customers (the “Indemnified Parties”) from and against any claims, demands, actions, causes of action, suits, proceedings, fines damages, settlements, costs, liabilities and expenses, including reasonable legal fees (collectively, “Claims”): (a) alleging that the Work or Deliverables, or any part thereof, constitutes an infringement of any trade mark, logo, copyright, patent, or other intellectual property right or similar right of any third party; or (2) arising from any negligent or willful act or omission of the Consultant in the course of performance of the Work.

14. Notwithstanding any other provisions contained herein, this Agreement may be

terminated as follows:

AOHC may terminate this Agreement at any time upon two (2) weeks’ notice in writing. In such event, AOHC shall pay Vendor for all Work properly performed prior to the date of termination; or

immediately upon written notice to a party if such party:

i. materially breaches any term of this Agreement, and such party has failed to cure such breach within thirty (30) days of written notice of the breach from the non-defaulting party; or

ii. becomes insolvent or is adjudged bankrupt; makes an assignment for the

benefit of creditors; has a receiver appointed; makes a sale in bulk; files a petition in bankruptcy; initiates reorganization proceedings; causes or permits to occur any similar event under the laws of its domicile; or ceases to conduct its operations in the normal course of business.

15. Any notice, demand or other communication required or permitted to be given to any

party to this Agreement shall be in writing and shall be either:

personally delivered to such party, or

sent by registered mail, postage prepaid; or

sent by fax, telecopy or similar method of communication, charges prepaid.

Any notice given pursuant to subparagraphs (ii) and (iii) above shall be sent to the intended recipient at its address as follows:


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Consultant: _________________

___________________________

___________________________

Fax:________________________

Association of Ontario Health Centres

970 Lawrence Ave. W., Suite 500

Toronto, ON M6A 3B6

Fax: 416.236.0431

Any party may from time to time change its address by written notice to the other party given in accordance with the provisions of this Section.

All such notices shall be deemed to have been received when delivered or transmitted, or, if mailed, three (3) business days following the date of mailing. If any notice is mailed and if regular mail service is interrupted by strikes or other irregularities, such notice shall be deemed to have been received three (3) business days following the resumption of normal mail service, provided that during the period that regular mail service shall be interrupted all notices shall be given by personal delivery or by facsimile transmission.

16. This Agreement constitutes the entire agreement between the parties pertaining to its subject matter, and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written, of the parties with the exception of any previously executed confidentiality agreements between the parties, which shall remain in effect in accordance with the terms of such agreements, and there are no warranties, representations or other agreements between the parties in connection with the subject matter of this Agreement, except as specifically set forth in this Agreement. No supplement, modification, amendment or waiver of this Agreement shall be binding unless executed in writing by each of the parties.

17. This Agreement is made in and shall be interpreted in accordance with the laws in force in the Province of Ontario. The parties submit to the non-exclusive jurisdiction of the Courts of Ontario with respect to any dispute, claim or other matter, whether arising out of or by virtue of this Agreement or otherwise.


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AGREED AND ACCEPTED as of the date first set out above.

ASSOCIATION OF ONTARIO HEALTH CENTRES

Signature:

Name: Adrianna Tetley

Title: Chief Executive Officer

VENDOR

Signature:

Name:

Title:


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APPENDIX A

CONTRACTOR AGREEMENT AS TO CONFIDENTIALITY AND IP OWNERSHIP

Whereas the performance of contract work by me for the Association of Ontario Health Centres

(the “AOHC”) will provide me with access to confidential and proprietary information and

materials of the AOHC, its customers, suppliers, and others, and the AOHC intends to grant me

access to such information and materials;

Now Therefore, in consideration of: (1) the AOHC granting me access to such information; (2) my

engagement to perform contract work and the fees payable to me in connection with such

contract work; and (3) other good and valuable consideration, the receipt and sufficiency of which

are hereby acknowledged, I agree as follows:

1. Every Development (as defined below) is the exclusive property of the AOHC. I agree to hold all

Developments for the benefit of the AOHC, and hereby assign, and agree to assign, all of my right,

title and interest in and to such Developments to the AOHC and its nominees, and to promptly

disclose in writing to my supervisor, or to any person specifically designated by the AOHC from

time to time, complete information concerning all Developments. I hereby unconditionally and

irrevocably waive in favour of the AOHC, its successors, assigns, and licensees, any and all moral

rights that I may have in connection with any Developments, which rights include the right to be

or not be associated with a work and the right to the integrity of a work.

2. "Developments" means all discoveries, inventions, designs, works of authorship, improvements and ideas (whether or not patentable or copyrightable) and all intellectual property or proprietary rights therein, including, but not limited to, patents, copyrights, trademarks, topographies, know-how and trade secrets (collectively, “IPRs”) and all records and copies of records relating to the foregoing, that:

(i) have resulted derived, or arisen, or will result derive, or arise from or in the course of the performance of the work performed by me under contract work with the AOHC (“my Work”) or from my knowledge or use of Confidential Information (as defined below);

(ii) have been or will be conceived or made by me (individually or in collaboration with others) during the course of my Work; or

(iii) resulted or derived from, or will result or derive from my use or application of resources of the AOHC.

3. I acknowledge that I am being permitted by the AOHC to use its premises, facilities, equipment and tools, supplies and other resources to do my Work, which may involve making or creating Developments, and that I am receiving the AOHC's assistance in performing my Work. I agree


2016-03-18 xx

that I may perform my Work at home or at other than AOHC locations, during as well as outside regular business hours. I agree that the work so performed will be considered part of and within the scope of my Work for the AOHC.

4. I shall, during and after the period of my Work with the AOHC, without charge to the AOHC but at its request and expense, assist the AOHC in every reasonable way to obtain and vest in it title to all IPRs arising with respect to Developments, in all countries, by executing all necessary or desirable documents, including applications for IPRs and assignments thereof. I will also co-operate with the AOHC in the prosecution or defence of any claims, lawsuits or other proceedings arising in connection with any such Developments or IPRs, without charge to the AOHC but at its expense and request.

5. I shall keep and maintain current and adequate records of all Developments conceived or created by me, and agree that these records shall be and remain the property of, and available to, the AOHC at all times. I agree that on completion or termination of my Work for the AOHC, or at any time upon request, I will promptly deliver to the AOHC all such records, in a tangible form such as notes, sketches, drawings, photographs, tables, lists, correspondence, computer diskettes, engineering books, and other tangible material in my possession, power or control, and will not retain any such materials.

6. I recognize that during the period of my Work with the AOHC, I may receive, develop or otherwise acquire information that: (i) is a trade secret of the AOHC; (ii) is proprietary or confidential to the AOHC, its suppliers, customers, or others, including without limitation Developments, products, software, specifications, processes, procedures, machinery, apparatus, business affairs, future plans, marketing plans, technical data, or customer lists (whether or not developed or acquired by me); (iii) relates to the business, affairs or prospects of the AOHC or any of its suppliers, customers, or others; or (iv) is information for which the AOHC owes an obligation of confidence (collectively, "Confidential Information"). Confidential Information does not include: (i) information publicly known without breach of this Agreement or similar agreements by myself; or (ii) information required to be disclosed by me by any law, regulation, governmental authority or court, only to the extent of such requirement, and provided that before disclosure is made, notice of the requirement is provided to the AOHC, and to the extent possible in the circumstances, the AOHC is afforded an opportunity to dispute the requirement for disclosure.

7. I agree not to use any of the Confidential Information, in whole or in part, for any purpose other than for the benefit of the AOHC and I will not, directly or indirectly, publish or disclose to any third party at any time during or after the period of my Work any of the Confidential Information, in whole or in part, without first obtaining the prior written authorization of the AOHC for such use, publication or disclosure. I will also take all reasonable precautions to prevent inadvertent disclosure, use, copying, transfer, or destruction of any of the Confidential Information. I will not make any unauthorized use of any Confidential Information of a third party during the performance of my Work.

8. Upon the expiration or termination of my Work with the AOHC, or upon request, I will promptly deliver to the AOHC all property of or belonging to or administered by the AOHC or any of its


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suppliers, customers, or others, including all Confidential Information, regardless of the media upon which it is stored, that is within my possession or control.

9. I agree to adhere to all AOHC policies and guidelines regarding the use of the AOHC’s computers, networks, communications systems (voice, data, video), databases, or files, and I agree not to make any unauthorized use of such computers, networks, communications systems, databases, or files.

10. I acknowledge and agree that a breach of any of the foregoing provisions will give rise to irreparable harm and injury non-compensable in damages. Accordingly, the AOHC or such other party may seek and obtain injunctive relief against the breach or threatened breach of the foregoing provisions, in addition to any other legal remedies which may be available. I acknowledge and agree that the enforcement of a remedy hereunder by way of injunction will not prevent me from earning a reasonable livelihood.

11. My Work with the AOHC is and will continue to be subject to the terms and conditions of this Agreement. The rights and obligations of the parties arising under this Agreement with respect to Developments, IPRs and Confidential Information will survive the expiry or termination of my Work for the AOHC and shall remain enforceable.

12. This Agreement will inure to the benefit of the successors and assigns of the AOHC and be binding upon my heirs, executors and administrators. This Agreement will be governed by and construed in accordance with the laws in force in the Province of Ontario. If any provision of this Agreement, or any part thereof, shall be held by a court of competent jurisdiction to be invalid or unenforceable, such provision or part thereof shall be severable and of no force and effect, and shall not invalidate the remaining provisions hereof, and this Agreement shall continue in full force and effect as if such provision had not been a part hereof.

I HAVE CAREFULLY READ AND CONSIDERED THE PROVISIONS OF THIS AGREEMENT AND, HAVING

DONE SO, AGREE THAT THE RESTRICTIONS SET FORTH HEREIN ARE FAIR AND REASONABLE AND

ARE REASONABLY REQUIRED FOR THE PROTECTION OF THE INTERESTS OF THE AOHC.

Witness Signature Consultant Signature

Witness Name Consultant Name

Date Date


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Addendum A

Scoring System

All vendors should provide a quote based on the deliverables outlined in the request for proposal

and the webinar (see Addendum C). Any additional activities identified by a vendor that are not

currently included in the RFP or webinar should be quoted on separately.

Shortlisted candidates will be invited to an interview, which will be scored separately. Both the

proposal and the interview scores will be considered during the selection process.


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Addendum B

Out-of-province vendors

Because the knowledge of the province is essential for successful completion of the project, we

will only be accepting proposals from vendors located in Ontario.


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Addendum C

Q&A Webinar

The Association of Ontario Health Centres:

Rebranding project

Presenters: Mary MacNutt, Oleksandra Budna, Angie Anselmo

March 2016

Agenda

• Overview: Who we are and what we do

• Our branding challenges

• Draft project timelines.

• How we can support process

Association of Ontario Health Centres 2

Housekeeping


Click on the red arrow here -->

to open up your panel

Questions? Please type in the chat window or raise your hand using the blue and yellow hand icon

Make sure you have entered your audio pin. Lines will be unmuted one at a time for questions.

WHO WE ARE AND WHAT WE DO


Who is AOHC

• The Association of Ontario’s Health Centres (AOHC) is Ontario’s voice for community-governed primary health care.

• We represent 108 community-governed primary health care organizations.


And today we represent….

• 74 or 100% of Community Health Centres (CHCs)

• 10 or 100% of Aboriginal Health Access Centres (AHACs)

• 11 Community Family Health Teams (CFHTs)

• 13 Nurse Practitioner-Led Clinics (NPLCs)

6


What we do

AOHC employs 37 staff who lead:

• Policy and stakeholder relations

• Advocacy campaigns

• Research to support advocacy and quality improvement agenda

• Communications with external audiences as well as members

• Support to centres on operational issues

• Facilitate centres’ eHealth efforts


AOHC’S 2015-2020 STRATEGIC PLAN Transformative change


9

VISION The best possible health and wellbeing for everyone in Ontario.

MISSION

We champion transformative change to improve the health and wellbeing of people and communities facing barriers to health.

Health Equity Charter

“We will be bold, strategic and relentless.”

A commitment to action by the AOHC and its members to recognize and confront barriers to equitable health.


Guiding Principles

• People and Community-Centred:

• Social Justice & Health Equity:

Proactive and persistent for population health and wellbeing for people with barriers to reduce the impacts of social inequality and disadvantage on health outcomes.

• Community Vitality & Belonging:

Building inclusive, caring and connected communities with increased capacity for leadership and participation in decision making.


Values

• Equity: We champion an equitable, inclusive and respectful primary health care system.

• Leadership: We challenge the status quo with integrity and transparency and are catalysts for system innovation.

• Collaboration: We embrace community driven cooperation and partner to influence change.

• Knowledge: We act from a community-informed and evidence-based approach.


Dualities

Two roles

• A commitment to advocate for system transformation

• A commitment to serve to member centres


Two audiences

• Brand needs to resonate with:

– Our members

– Decision makers and opinion leaders who shape public policy in Ontario

Strategic Directions

• Champion health equity and population needs-based planning, and challenge systemic inequities to achieve improved health outcomes.

• Advance people centered, high quality primary health care as the foundation of the universal and publicly funded health system to increase access to appropriate services especially for populations facing barriers.

• Demonstrate the value and impact of the Model of Health and Wellbeing on the improved health outcomes and experiences of people and communities.

• Advocate for appropriate policies, processes and resources to ensure members are equipped to operate healthy organizations and realize their potential as effective catalysts in system transformation.


Model of Health & Wellbeing 15

Attributes: • Accessible • Anti-Oppressive and

Culturally Safe • Interprofessional,

Integrated and Coordinated

• Based on the Determinants of Health

• Community-Governed • Ground in a Community

Development Approach • Accountable and Efficient


BRANDING ISSUES


Many feel current branding no longer works


Some members are already invested in a brand identity

In 2008, all of our Community Health Centre members endorsed this logo.



Community Health Centre tagline



Samples of AOHC look and feel


OUR PROCESS AND SUPPORT WE CAN PROVIDE


Our rebranding team

• Brand Champion : CEO Adrianna Tetley

• Communication Team members: Director, Lead, Coordinator

• Representatives from other departments

• Board representatives


Anticipated meetings, focus groups and consultations

• Ongoing meetings/consultations with Rebranding Team

• Three sessions with AOHC Board or Board’s Strategic Planning Advisory Committee

• Two engagement sessions with AOHC staff

• Four focus groups with representatives from four different types of members

• One focus group with external stakeholders and partners.


Logistics

• AOHC will handle recruitment

• Numbers will range from five to 15

• No honorarium for participants

• AOHC will cover food costs

• Focus groups can happen at our offices or via teleconferences/Go to meeting

• Hope to keep travel to a minimum – Possibility to convene in person gathering at AGM in June.


Resources we will develop and provide

• In-depth creative brief being developed for April 2016 Board meeting.

• Communication audit that compiles samples of recent branding efforts

• Detailed reports and focus group syntheses that supported recent strategic planning process


Creative brief

• Reviews vision and mission, values and beliefs • Profile – a description of what we do and why does this matters* • Provides detail on context:

– What is happening in the external environment around us that is relevant – What is our status with respect to brand markers: reputation, esteem,

relevance? – Positioning. Who are our “competitors”? What makes us different from them?

What is our relationship with other organizations that are similar in size and mission?

• Audiences we currently connect with: Primary, Secondary, and Tertiary. Who are they and what matters to them?

• Audiences we need to reach: who are they? Who are they and what matters to them?

• Schedule/deadlines • Design media • Technical requirements- enviro friendly products, AODA, etc • Budgetary considerations for implementation


Brand audit

• A review of all the tools AOHC currently uses to build our brand – anything related to our organization’s current identity. A review of how these tools relate to the brands of our members. The audit will asks: – Does our name convey our essence? – What is our current promise? – What is our current “personality: look, tone, feel, voice. – Does our promise and our personality appeal to primary

audience? – Does current identity undermine our reputation with

audiences that are important to us – How would we want to reposition our brand so that it is

more effective? What are the directions for change?


A phased approach…

• Phase One: Strategic Development - April 2016-September 2016

• Phase Two: Creative Development - September 2016-December 2016

• Phase Three: Implementation – December 2016-June 2017


Approval process

• Rebranding team will make recommendations to the board for final approval with respect to:

– Guidelines for creative development

– Approval of the new brand


Budget?

• Provide quote for Phase One and Two of the project

• There is no limit on the budget. Our 2016-2017 budget is now being finalized.

• Account for AOHC communication team providing logistical support and the fact that we have done extensive preparatory work

• Projected expenses

– Assume all focus groups can take place in the GTA


QUESTIONS?


For more information

www.aohc.org


http://www.aohc.org/