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Conference Call December 7 th 2006 13 h 30 Agenda

Conference Call December 7 th 2006 13 h 30 Agenda. Concerns on wording and inclusion of glossary of terms; Issues: Scope of RFP equipment required; Revised RFP process; Process plus and minus; List of the most important due dates; Questions;. 1. Glossary.

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Conference Call December 7 th 2006 13 h 30 Agenda

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  1. Conference Call December 7th 2006 13 h 30 Agenda Concerns on wording and inclusion of glossary of terms; Issues: Scope of RFP equipment required; Revised RFP process; Process plus and minus; List of the most important due dates; Questions;

  2. 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.

  3. 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.

  4. 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.

  5. 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;

  6. 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.

  7. 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.

  8. 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.

  9. 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)

  10. 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;

  11. 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;

  12. 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?

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