Request for Proposals

Rural Services

RFP released: 01/10/15Deadline for Proposals: 5pm 06/1/15

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Section 1: Services being sought1.1 BackgroundNelson Marlborough District Health Board (NMDHB) have contracted with Kimi Hauora Wairau Marlborough PHO (KHW MPHO) to provide a rural services flexible funding pool, as agreed by the Top of the South Health Alliance and the Rural Service Level Alliance Team.

This funding is earmarked for providing health services that provide better health outcomes for rural populations. Applications to the funding pool can be made by any organisation that can provide health services in the rural communities of Marlborough.

The funding is not considered sustainable, but is to provide 1 – 2 years of seed funding for a service. It is expected that the service will be able to demonstrate benefits across the health sector within this time frame and that sustainable funding is then sought to continue the service.

About KHW MPHO

KHW MPO’s vision is “People leading longer, healthier and more independent lives. We work to meet this vision by achieving the following outcomes:

Equity of outcomes for our enrolled population A single seamless health system A responsive primary care workforce People receiving the best possible safe care People taking better responsibility for their own health

1.2 What we are buying and whyThis procurement relates to the delivery of health care services to rural communities in Marlborough.

Kimi Hauora Wairau Marlborough PHO is seeking proposals from health care providers able to deliver services that will provide better health outcomes for the rural populations in Marlborough. The NMDHB has, for the purposes of this funding, deemed the following areas of Marlborough to be ‘rural’:

Havelock Wairau Marlborough Sounds Severn, Ward Seddon

This is to be considered as ‘seed’ funding for one to two years with the service to be financially sustainable after that time.

Applications need to demonstrate an understanding of the needs of the community/ies being targeted.

KHW MPHO anticipates that the funding will be awarded to multiple applicants for varying amounts.

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Providers are expected to work with the KHW MPHO and Nelson Marlborough District Health Board management in developing the proposal for funding through the rural flexible funding pool.

The key outcome we want to achieve is:

A demonstrable improvement in the health outcomes for people living in rural areas.

1.3 What we require: capacityWe are seeking one or more providers that are able to demonstrate the following capacity:

An ability to work in one or more rural areas either as a stand-alone or in partnership with other organisations.

An ability to work in the community, at venues and locations appropriate to the priority groups the provider has a focus on.

An ability to ensure a consistent service is provided throughout the year. An ability to manage the number of people expected to be involved with the service.

1.4 What we require: capabilityThe following are seen as the key areas of capability in the successful organisation:

Strong links in and knowledge of rural populations including high needs groups of Maori and Pacific people

An ability to locate and engage with rural populations. The ability to deliver the services proposed The ability to engage and work with General Practice, and other parties where necessary

1.5 Contract termWe anticipate that the Contract will commence in December 2015. The anticipated Contract term and options to extend are:

Description Years

Initial term of the Contract One year

Options to extend the Contract Possibility of extension of one year

Maximum term of the Contract Two years

1.7 PriceWe wish to obtain the best value-for-money over the whole-of-life of the Contract. This means achieving the right combination of fit for purpose, quality, on time delivery, quantity and price.

The total budget available for this RFP is around $35,000 however, funding is most likely to be awarded to multiple proposals of varying amounts.

Pricing will be fixed for the term of the contract.

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Section 2: Key information2.1 Context

a. This Request for Proposal (RFP) is an invitation to suitably qualified providers to submit a Proposal for the Services to deliver rural health services in Marlborough.

b. This RFP is a single step procurement process.

2.2 Our timelinea. Here is our timeline for this RFP.

Steps in RFP process: Date:Deadline for Proposals: 5pm 06/11/15Respondents notified of award of Contract: 10 /12/15Anticipated Contract start date: week starting 11/01/16

2.3 How to contact usa. All enquiries must be directed to our Point of Contact. We will manage all

external communications through this Point of Contact.

b. Our Point of Contact:Name: Sue Walbran

Title/role: Quality Improvement Manager Email address: suew@marlboroughpho.org.nz

2.4 Developing and submitting your Proposala. This is an open competitive tender process. The RFP sets out the step-by-step

process and conditions that apply.

b. Take time to read and understand the RFP. In structuring your Proposal consider how it will be evaluated. Section 3 describes our Evaluation Approach.

c. For helpful hints on tendering and access to a supplier resource centre go to: www.procurement.govt.nz / for suppliers.

d. If anything is unclear or you have a question, ask us to explain. Please do so before the Deadline for Questions. Email our Point of Contact.

e. In submitting your Proposal you must use the Response Form provided in Appendix 1. This is a Microsoft Word document that you can download.

f. You must also complete and sign the declaration at the end of the Response Form.

g. Check you have provided all information requested, and in the format and order asked for.

h. Having done the work, don’t be late – please ensure you get your Proposal to us before the Deadline for Proposals!

2.5 Address for submitting your Proposala. Proposals must be e-mailed to suew@marlboroughpho.org.nz

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b. Proposals sent by post or fax, or hard copy delivered to our office, will not be accepted.

2.6 Our RFP Processa. Offer Validity Period: In submitting a Proposal the Respondent agrees that their

offer will remain open for acceptance by the PHO for three calendar months from the Deadline for Proposals.

2.7 Later changes to the RFP or RFP processa. If, after publishing the RFP, we need to change anything about the RFP, or RFP

process, or want to provide suppliers with additional information we will let all suppliers know by placing a notice on the PHO web-site www.marlboroughpho.org.nz

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Section 3: Our Evaluation ApproachThis section sets out the Evaluation Approach that will be used to assess Proposals.

3.1Evaluation modelProposals that are capable of full delivery on time will be shortlisted by score and an overall assessment of best value-for-money over the whole-of-life of the Contract.

3.2Evaluation criteriaProposals will be evaluated on their merits according to the following evaluation criteria and weightings.

Criterion Weighting

1. Proposed solution (fit for purpose) 60%

The proposed service must be able to demonstrate that it will achieve health gains for the rural population

The service does not fragment or duplicate services

The service includes innovative approaches

There are clear lines of accountability for outcomes including how these will be measured

2. Capability of the Respondent to deliver 20%

Strong links with general practice are demonstrated

Alliancing has been demonstrated in the development of the service

The provider has adequate numbers of qualified staff to provide uninterrupted service throughout the year.

Ability to liaise with other stakeholders

3. Pricing 20%

The proposal is fiscally robust

The service demonstrates financial sustainability within 1-2 yearsTotal weightings

100%

3.3 Evaluation process and due diligence In addition to the above, we may undertake a reference check of the Respondent organisation/s and named personnel.

The findings will be taken into account in the evaluation process.

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APPENDIX 1: Response form

1. About the RespondentOur profile Choose one of these statements to complete, and delete the others

This is a Proposal by [insert the name of your organisation] (the Respondent) alone to provide a rural health service.

OR This is a [joint/consortium] Proposal, by [insert the name of your organisation] and [insert the name of the other organisation/s] (together the Respondents) to supply a rural health service

Item Detail

Trading name: [insert the name that you do business under]

Full legal name (if different): [if applicable]

Physical address: [if more than one office – put the address of your head office]

Postal address: [e.g. P.O Box address]

Registered office: [if you have a registered office insert the address here]

Business website: [url address]

Type of entity (legal status): [sole trader / partnership / limited liability company / other please specify]

Registration number: [if your organisation has a registration number insert it here e.g. company registration number]

Country of residence: [insert country where you (if you are a sole trader) or your organisation is resident for tax purposes]

GST registration number: [NZ GST number / if overseas please state]

Our Point of Contact

Item Detail

Contact person: [name of the person responsible for communicating with the PHO]

Position: [job title or position]

Phone number: [landline]

Mobile number: [mobile]

Email address: [work email]

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2. The ProposalOverview of our solutionPlease provide a short overview of your proposal.

Questions relating to the evaluation criteria

1. Fit for purpose / proposed solution Weighting 60%

e.g. Explain how your service meets or exceed the following criteria:

Health gains for the rural population are able to be demonstrated Strong links with General Practice are demonstrated Other benefits (financial and other) within the Health system can be demonstrated The service does not fragment or duplicate services That the proposal was developed in conjunction with the DHB and PHO The rurality of the service is demonstrated (used to separate proposals that have achieved an

equal rating on the above criteria)

[insert your answer here]

e.g. Describe how the outcomes of the service will be measured.

[insert your answer here]

Describe how the service could be exited after the initial 1 – 2 year funding period if the service cannot be shown to be beneficial.

[insert your answer here]

e.g. Describe all significant risks associated with your service and how you propose to mitigate them (prevent them from happening) and manage them (in the event that they do happen).

[insert your answer here]

Please state any assumptions you have made in relation to the Requirements. Where you have made assumptions in relation to the costs and pricing information please state these in the pricing section.

[insert your answer here]

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2. Capability of the Respondent to deliver Weighting 20%

E.g. Describe how you will deliver the service.

[insert your answer here]

e.g. List the relevant qualifications and experience of named personnel to deliver the Service.

[insert your answer here]

e.g. Describe the track record of the named personnel in delivering a similar service.

[insert your answer here]

3. PriceThere is a limited pool of funding available in the rural flexible funding pool. Proposals will need to be commensurate with the available funding.

3. Price of the Service in relation to the service and the available funding pool

Weighting 20%

Please state whether you are seeking 1 year funding or 2 year funding initially.

[insert your answer here]

Please provide information about the price for delivering the service

[insert your answer here]

Please state any assumptions you have made in relation to the cost and pricing information.

[insert your answer here]

4. Our declarationRespondent’s declaration

Topic Declaration Respondent’s declaration

Ethics: In submitting this Proposal the Respondent/s warrants [agree / disagree]

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that it:

a. has not entered into any improper, illegal, collusive or anti-competitive arrangements with any Competitor

b. has not attempted to influence, or provide any form of personal inducement, reward or benefit to any representative of the PHO.

Conflict of Interest declaration:

The Respondent warrants that it has no actual, potential or perceived Conflict of Interest in submitting this Proposal, or entering into a Contract to deliver the Requirements. Where a Conflict of Interest arises during the application process the Respondent/s will report it immediately to the PHO’s Point of Contact.

[agree / disagree]

Details of conflict of interest: [if you think you may have a conflict of interest briefly describe the conflict and how you propose to manage it or write ‘not applicable].

DECLARATIONI/we declare that in submitting the Proposal and this declaration:

a. the information provided is true, accurate and complete and not misleading in any material respect

b. the Proposal does not contain intellectual property that will breach a third party’s rights

c. I/we have secured all appropriate authorisations to submit this Proposal, to make the statements and to provide the information in the Proposal and I/we am/are not aware of any impediments to enter into a Contract to deliver the Requirements.

I/we understand that the falsification of information, supplying misleading information or the suppression of material information in this declaration and the Proposal may result in the Proposal being eliminated from further consideration and may be grounds for termination of any Contract or funding awarded as a result of the proposal.By signing this declaration the signatory below represents, warrants and agrees that he/she has been authorised by the Respondent/s to make this declaration on its/their behalf.

Signature:

Full name:

Title / position:

Name of organisation:

Date:

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