Download Conference Call December 7th 2006 13 h 30

Conference Call
December 7th 2006 13 h 30 Agenda
1. Concerns on wording and inclusion of
glossary of terms;
2. Issues:
3. Scope of RFP equipment required;
4. Revised RFP process;
5. Process plus and minus;
6. List of the most important due dates;
7. Questions;
1
1. Glossary
•
•
•
•
•
•
•
•
•
RFP – Request for Proposal : A Request for Proposal (RFP) is often used for purchases
where the selection of a supplier cannot be made solely on the basis of the lowest price. An
RFP is used to procure the most cost-effective solution based upon evaluation criteria
identified in the RFP.
MSO - Master Standing Offer : Generic term to identify an answer to a bid request. An
MSO can be for prices, quotes, proposals, etc., including any combination and/or all of the
above. It allows the Customer (or the Jurisdiction in this case) to obtain specific prices over
a certain period of time for given products or services without committing the Jurisdiction to
a minimal volume or spent amount. Standing offers are not contracts. When the
Jurisdiction issues a purchase order against a Master Standing Offer, it then becomes a
contract.
Integrator : Reseller of Videoconference equipments; they are responsible for the
installation, training, warranty follow up, service calls, supplying repair parts, maintenance
contract.
Supplier : In this specific process, they are the manufacturers of the products being
purchased. (E.g. Polycom, Sony, Tandberg).
Vendor : Supplier (or integrator) who answers positively to an RFP and could eventually be
under contract with the RFP sponsors.
Sponsor : Organization (such as a Jurisdiction) responsible for the management of all
procurement activities related to the purchase of a product and/or services.
Scope : Summarized view of what the broad objectives are for the RFP, be it for products,
services or both.
Contract : A binding agreement between two parties, in this instance between a supplier
and a Jurisdiction.
Phase : Within the context of this project, a phase is a well defined step towards the
conclusion of a national procurement for Telehealth. Phase 1 is planning and Phase 2 is
the actual issuance of the RFP by a sponsor.
2
2. Issues
•
•
•
Compatibility : define the common standards that the
new equipment will have to meet for all jurisdictions. A
specific clause within the contract must be included to
ensure compatibility;
Communications: establish with the executive
committee a process to ensure sponsor and
jurisdictions representatives will respect due dates in
the project;
Service contract : clearly determine the common
service levels the manufacturers will have to provide
through more or less than 3 integrators by jurisdiction,
including the pricing from the integrators in their RFP
proposal.
3
2. Issues
•
•
•
•
Integrators : each jurisdiction will have to negotiate on
their own any other service options not included in the
RFP;
Legal aspect : the sponsor will submit the general RFP
and contract form to each jurisdiction for validation
purposes; any corrections, new wording, or any
specific options will need to be received by the
sponsor at a very specific date to be included in the
final RFP;
Budgets : get a firm commitment from each jurisdiction
on the due dates of their budget process
Phase 2 : Go or No go decision on January 22nd 07.
Last order on the MSO to be issued no later than
December 31th 2009.
4
3. Scope of RFP equipment required
• Categories and equipment description to be used in the
RFP will be the ones as presented by Don Picard at the
Montreal Workshop (p.3 and p.9);
• Minimum requirements in the RFP were presented as a
first draft by D.Picard at the Montreal Workshop p. 8 –
needs to be further refined;
• A grid, to be issued by Renald Lemieux and Martin Cyr,
will be developed to simplify the final numbers for every
jurisdiction;
5
4. Request For Proposal Process
• A public RFP launched to any interested suppliers with
technical requirements for videoconference equipment,
specific service requirements and a possibility to add
some requirements for medical peripherals;
• The suppliers will have to prepare their proposals using
the two envelopes technique, one envelope for all
mandatory requirements and the other for prices;
• Only the suppliers proposing qualified equipments will
have their price envelopes opened;
• The price envelopes for suppliers not proposing qualified
equipment will be sent back to them unopened;
• Suppliers can submit a proposal by categories of
equipments.
6
4. Request For Proposal Response
• It is expected the suppliers proposals will contain:
i) a national price for every category of equipment;
ii) a regional price for service with more or less than 3
suggested integrators by jurisdiction;
• At the end of the process we could end up with several
qualified vendors for videoconferencing equipment and
medical peripherals;
• Final result = a single MSO;
• As a result, any jurisdiction will issue an order against
this MSO and will enter into a contract with their chosen
vendor;
• The jurisdictions will choose their preferred service
provider (integrator) as suggested by supplier in their
individual area.
7
4. RFP Explanations
• The term of this MSO will be for 1 year with one or
possibly two 1 year options;
• Any jurisdiction who agrees with the RFP and contract
before the launch, will be eligible to participate in the
resulting MSO;
• A yearly review by the sponsor will be planned to
determine the chosen option for the following year (either
use the contract option renewal or any other scenario;
• The technique of going back every year on price only,
with new volume with the qualified vendors is probably
more efficient on prices and on supplier competition;
• With that approach, it is also possible to evaluate new
technology and add any new product to the MSO.
8
5. Plus
+ All jurisdictions can join the procurement process;
+ Produce a regional price list (by jurisdiction) for
videoconference equipment, major and common service
points and peripherals with one RFP;
+ Clear time frame of one year, plus one or two years to
cover Canada Health Infoway’s lifetime;
+ Methodology (to go back on price with volume) has a
proven efficiency in either keeping or reducing prices;
+ Methodology is in accordance with SEAO rules –
Système Électronique d’Appel d’Offres – currently used
by Quebec, New Brunswick, BC and Alberta – verify
each jurisdiction position regarding AIT)
9
5. Minus
- A 3 years contract without volume, with price review is
less effective on prices;
- Can be confusing since it contains a lot of information
from a number of jurisdictions;
- Not sure medical peripherals should be include in RFP
equipment due to possible high level of expectations
from establishments in jurisdictions;
10
6. Immediate due dates
• January 10th : Target date to submit report to executive
committee;
• January 22nd : Presentation of phase 1 report to all
jurisdictions, decision on phase 2 and sponsor
nomination;
• March 31th : RFP launch;
11
7. Questions for Discussion
- Do we agree with having a 3 years contract?
- Do we agree for a yearly call for prices only?
- Do we agree to commit volume every year?
- Are we opened to adding a supplier in any category in the
second and third year, even if this supplier was not qualified
or present at the beginning of the process and/or even if
there’s new technology involved?
- Do we agree to go back yearly on price only, with only
qualified vendors, by category or total, or to all suppliers?
- Who will organise the January 22nd meeting and where?
12