Business Intelligence (BI) Software RFP-PHSA-0708-046 Close Date: February 14, 2008

Business Intelligence (BI) Software RFP-PHSA-0708-046 Close Date: February 14, 2008

REQUEST FOR PROPOSAL
FOR
Business Intelligence (BI) Software
RFP NUMBER: / RFP-PHSA-0708-046
RFP ISSUED: / January 23, 2008
RFP CLOSING: / February 14, 2008
RECEIPT CONFIRMATION DUE: / February 7, 2008
COPIES: / 3 hardcopies + 6 CD/DVD copies
AUTHORIZED CONTACT: / Garry Marshall
Phone: 604-875-2919
Fax: 604-875-2964
Email:
APPROVED BY: / Michael Marchbank
Executive Vice President, Quality Management, Performance Improvement & Innovation
ALL INQUIRIES MUST BE SUBMITTED IN WRITING TO THE AUTHORIZED CONTACT PERSON
TABLE OF CONTENTS

SECTION 1: introduction 4

1.1 PROVINCIAL HEALTH SERVICES AUTHORITY 4

1.2 EXECUTIVE SUMMARY 4

SECTION 2: RFP TERMS AND CONDITIONS 5

2.1 GENERAL INSTRUCTIONS 5

2.2 WAIVER OF NON-COMPLIANCE 5

2.3 RECEIPT CONFIRMATION FORM 6

2.4 NO PUBLIC OPENING 6

2.5 OWNERSHIP OF PROPOSALS 6

2.6 OPEN FOR ACCEPTANCE 6

2.7 AMENDMENTS AND WITHDRAWALS 6

2.8 FACSIMILE TRANSMISSIONS 6

2.9 AUTHORIZED CONTACT 6

2.10 DISK COPIES 7

2.11 ALTERNATIVE OR VALUE ADDED SOLUTIONS 7

2.12 ACCEPTANCE OF RFP TERMS AND CONDITIONS 7

2.13 PAYMENT AND DELIVERY TERMS 7

2.14 PROPONENT’S MEETING 8

2.15 QUESTIONS AND INQUIRIES 8

2.16 RFP REVISIONS 8

2.17 SITE VISITS OF CUSTOMER REFERENCES 8

2.18 TOURS OF PHSA FACILITIES 8

2.19 PROPONENT’S EXPENSES 8

2.20 LIABILITY FOR ERRORS 9

2.21 CONFIDENTIALITY 9

2.22 AGREEMENT ON INTERNAL TRADE 9

2.23 FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT (FOIPPA) 9

2.24 CONFLICT OF INTEREST 9

2.25 RFP CANCELLATION 9

2.26 VERIFICATION 10

2.27 LIMITATION OF LIABILITY AND INDEMNITY 10

2.28 SIGNED PROPOSALS 10

2.29 SUB-CONTRACTING 10

2.30 FINANCIAL CONTRIBUTION DISCLOSURE 11

2.31 AVAILABILITY OF ITEMS 11

2.32 STANDARDIZATION 11

2.33 CONTRACT AWARD 11

2.34 CONTRACT FORM 12

2.35 PRIVILEGE CLAUSE 12

2.36 WORKING LANGUAGE 12

2.37 GOVERNING LAW 12

2.38 APPENDICES 12

2.39 HEADINGS 12

2.40 TIME OF ESSENCE 12

2.41 BONDING 12

SECTION 3: PROPOSAL EVALUATION 13

3.1 EVALUATION AND SELECTION 13

3.2 EVALUATION CRITERIA 14

3.3 ESTIMATED TIMELINES 14

SECTION 4: GENERAL CONTRACT TERMS & CONDITIONS 15

4.1 INSTRUCTIONS 15

4.2 DEFINITIONS AND INTERPRETATION 15

4.3 GENERAL CONTRACT TERMS AND CONDITIONS 17

SECTION 5: PROJECT SCOPE 35

5.1 PROJECT SCOPE 35

5.2 REQUIRED SOFTWARE FUNCTIONALITY 35

5.3 USER GROUPS 36

5.4 ADDITIONAL INFORMATION 37

5.5 CONTRACT DURATION – (when applicable) 37

5.6 PRICING 37

SECTION 6: PROPOSAL REQUIREMENTS 38

6.1 PROPOSAL REQUIREMENTS 38

6.2 SUBMISSION FORMAT 38

SECTION 7: STATEMENT OF DISCLOSURE 39

SECTION 8: ACCEPTANCE OF RFP TERMS and CONDITIONS 41

SECTION 9: MANDATORY REQUIREMENTS CHEck-list 42

APPENDIX A.1 – PROPOSAL OVERVIEW

APPENDIX A.2 – USER GROUP NEEDS

APPENDIX A.3 – GENERAL FUNCTIONAL REQUIREMENTS

APPENDIX B – TECHNICAL REQUIREMENTS

APPENDIX C – IMPLEMENTATION & SUPPORT

APPENDIX D.1 – SOLUTION ARCHITECTURE & PRICING REQUIREMENTS

APPENDIX D.2 – PRICING WORKSHEETS

APPENDIX E – RECEIPT CONFIRMATION FORM

APPENDIX F – PROFILES OF PARTICIPATING FACILITIES

APPENDIX G – PRIVACY SCHEDULE

SECTION 1: introduction

1.1  PROVINCIAL HEALTH SERVICES AUTHORITY

The Provincial Health Services Authority (PHSA) is responsible for managing the quality, coordination, accessibility and cost of selected province-wide health-care programs and services.

This includes goods and selected services provided in facilities governed by other health authorities, as well as those programs and services provided through the following provincial agencies: BC Cancer Agency, BC Centre for Disease Control, BC Children’s Hospital and Sunny Hill Health Centre for Children, BC Provincial Renal Agency, BC Transplant Society, BC Women’s Hospital & Health Centre, Forensic Psychiatric Services Commission and Riverview Hospital.

PHSA is also responsible for provincial programs such as Cardiac Services, Autism Assessment and Thoracic Surgery.

PHSA encourages all Proponents to be creative and innovative in their response. Proponents should include information that the Proponent may consider being of additional benefit(s) for evaluation of the RFP, other than their responses to requirements questions and pricing submitted. Proposals should be complete, concise, self-explanatory as to intent, and clearly identifying any value-added capabilities.

For more information please visit our website at www.phsa.ca

1.2  EXECUTIVE SUMMARY

Corporate direction for improved decision making, indicator reporting and benchmarking are driving the PHSA to review the existing Business Intelligence (BI) tools within and replace them with powerful software that will support the corporate appetite for data and information.

A long term solution with a mainstream BI vendor committed to continuous research and development is ideal and will replace dated software and provide opportunities to consolidate agency and corporate data crucial for successful benchmarking and indicator development.

PHSA would like to select and acquire Business Intelligence (BI) software that will support the BI efforts for all agencies and corporate services and enable executives, corporate leaders, agency leaders and power users to access high level, indicator reports, statistically analyze data efficiently in a graphically appealing, web based application for the reporting of dynamic and static reports.

This project would present the opportunity of consolidating efforts to maximize returns on investment and consolidate data, software and hardware. A new software solution is anticipated to replace the existing web based system to access PHSA clinical, operational and financial data as well as regular and ad hoc reporting for agencies and corporate services. All levels of employees from Executives, Program Directors, Managers, Analysts and researchers should be empowered to view automatically refreshed static reports, manipulate data in dynamic reports (slice and dice), statistically analyze data and mine for correlations in available data.

Key expected uses are:

·  Planning / budgeting / forecasting using financial, operational, and clinical information

·  Reporting and ad hoc querying on financial, operational, clinical information

·  Powerful statistical analysis (i.e. researchers)

·  Dashboarding / Scorecarding / KPIs

SECTION 2: RFP TERMS AND CONDITIONS

2.1  GENERAL INSTRUCTIONS

(a)  PHSA is inviting proposals for the supply of Business Intelligence software in accordance with the specifications and requirements set out herein. Section 2 Terms & Conditions are the rules of the bid process and are all Mandatory requirements. Proponents can not submit any variations, additions, conditions or exempt themselves from the Terms & Conditions contained within Section 2 in their response.

(b)  Proposals must be received, no later than 1100 Hours, Pacific Standard Time on February 14, 2008 (the "Closing") at:

DELIVER IN PERSON, COURIER, OR MAIL YOUR PROPOSAL DIRECTLY TO:
PHSA - CHILDREN’S & WOMEN’S HEALTH CENTRE OF BRITISH COLUMBIA
PURCHASING DEPARTMENT, ROOM H203
4500 OAK ST.
VANCOUVER, B.C. CANADA
V6H 3V4
FACSIMILE OR EMAIL TRANSMISSIONS WILL NOT BE ACCEPTED.
USING LEGIBLE PRINT, CLEARLY LABEL BOTH THE PROPOSAL AND PACKAGE WITH: C&W PURCHASING DEPT.
Business Intelligence (BI) Software RFP-PHSA-0708-046

(c)  Proposals should be delivered in a sealed envelope or package clearly marked on the outside with the name and address of the Proponent and RFP-PHSA-0708-046. It is the Proponent’s sole responsibility to ensure their proposal is received when, where and how it is specified in the RFP. PHSA is not responsible for lost, misplaced or incorrectly delivered proposals. All proposals will be date and time stamped. For hand delivered proposals, PHSA will supply a receipt if requested. Include 3 hard copies & 6 CD/DVD copies, of your proposal.

(d)  The Proponent’s proposal must be signed by a person authorized to sign on behalf of the Proponent and to bind the Proponent to statements made in the proposal. Proposals received after the Closing or proposals that are non-compliant may not be accepted for consideration. The decision to accept or reject such proposal for consideration will be made by PHSA in its sole discretion. The Proponent’s proposal may be returned at the Proponent’s expense with a non-compliance letter.

2.2  WAIVER OF NON-COMPLIANCE

Notwithstanding anything to the contrary in this RFP, if a Proponent fails to complete its proposal in compliance with this RFP, PHSA in its sole discretion may waive such non-compliance, seek clarification or additional information from the Proponent, and consider and treat the proposal as a conforming proposal even if any such non-conformance or failure to comply with the requirements of this RFP would otherwise render the proposal null and void. Without limiting the generality of the foregoing, PHSA reserves the right to accept or reject any proposal which is incomplete, obscure or irregular, which contains exceptions and variations, which are submitted after Closing, is unsigned, or which omits any matter that is required to be submitted.

2.3  RECEIPT CONFIRMATION FORM

Proponents are advised to complete and return the Receipt Confirmation Form (Appendix A) by Receipt received by February 7, 2008. All subsequent information regarding this RFP including addendum and/or clarifications will be directed only to those Proponents who return the form. PHSA will distribute subsequent information (if applicable) to the Proponent by the method and to the contact person as indicated on the form.

2.4  NO PUBLIC OPENING

There will be no public opening of the proposals received. Proposals will be opened privately by the PHSA after the closing time specified for the receipt of proposals. No public announcement of the contents of any proposal will be made at any time.

2.5  OWNERSHIP OF PROPOSALS

All proposals submitted to PHSA become the property of PHSA. They will be received and held by PHSA subject to the provisions of the Freedom of Information and Protection of Privacy Act (FOIPPA).

2.6  OPEN FOR ACCEPTANCE

The Proponent’s offer shall remain open for acceptance for one hundred twenty (120) Business Days from the Closing. In the event that PHSA requires more time than the 120 Business Days as identified, the additional time period will be requested from all Proponents.

2.7  AMENDMENTS AND WITHDRAWALS

No proposal or price quotation forming part of a proposal shall be amended or withdrawn after the Closing. Negligence on the part of the Proponent confers no right for the amendment or withdrawal of a proposal after the Closing. In the event of pricing extension errors, the unit price will apply. In the event of a numerical discrepancy or error in a proposal, the written number will apply. Proposals may be amended or withdrawn upon written request before the Closing. Telephone communication will not be accepted.

2.8  FACSIMILE TRANSMISSIONS

Facsimile transmissions of a proposal will not be accepted unless consented to in writing by PHSA. If a situation arises' that causes the Proponent’s original proposal to be delayed that is not within the Proponent’s control, a request may be made to accept a facsimile copy of the Proponent’s proposal. PHSA will review the circumstances and make a decision whether or not to accept the Proponent’s facsimile copy. All decisions will be final. The facsimile must be received before Closing and the Proponent will be expected to immediately deliver an original paper copy to support the facsimile transmission.

2.9  AUTHORIZED CONTACT

(a)  All inquiries related to this RFP must be directed to the individual identified below. Any substantive questions are to be submitted in writing and where in PHSA’s opinion it is warranted, a formal written response may be provided to Proponents:

Garry Marshall

Tel: 604-875-2919

Fax: 604-875-2964

Email:

(b)  Any Proponent that circumvents this process and initiates any form of discussion with any other member of the PHSA, branch society or agency staff, for any reason whatsoever, may automatically be eliminated from consideration.

2.10  DISK COPIES

(a)  Proponents are to submit copies of their proposal (all electronically available material) on a CD-ROM or DVD. Proponents may use other software applications to create the items, but are asked to save the files using the following extensions:

(i)  Acceptable spreadsheet is Microsoft Excel 2000 format, with the .XLS extension. Specify version used.

(ii)  Acceptable word-processing package is Microsoft Word 2000 format, with the .DOC extension. Specify version used.

(iii)  PDF file of the final document.

(b)  When PHSA provides a disk with files, do not alter or delete information from the existing data. If necessary, add all additional information to the end of the existing spreadsheet, and/or word processing file. Proponents may use other software applications to view and enter the data, but are asked to save and resubmit the files with the formats listed above.

(c)  In the event of a discrepancy between the paper copy proposal and the diskette or CD-ROM copy, the paper copy shall prevail.

2.11  ALTERNATIVE OR VALUE ADDED SOLUTIONS

All Proponents may expand their proposals to detail additional features or performance characteristics or value added options available beyond those requested, together with pricing information, provided the product or service offered at least meets the required level of technical specifications listed. Any alternative or value added solutions that are being offered should be in the same format, clearly identified and separated within the main proposal.

2.12  ACCEPTANCE OF RFP TERMS AND CONDITIONS

A person(s) authorized to sign on behalf of the Proponent must sign the proposal and Acceptance of RFP Terms and Conditions form (Section 8) and return it with the proposal. By signing the Acceptance of RFP form, Proponents shall be conclusively deemed to have accepted:

2.12.1  Section 2 RFP General Terms & Conditions (Mandatory requirement) in its entirety. It is not required that a Proponent submits any response to the Terms & Conditions but be aware & accept the rules of the bid process.

2.12.2  Other Terms and conditions of the RFP including without limitation the General Contract Terms and Conditions set forth in Section 4 together with such additional or modified terms, services and specifications as PHSA may reasonably require should their proposal be accepted. Proponents should expressly identified changes or additions they wish to make to such terms and conditions in their proposal. Any proposed variation from Section 4 General Contract terms and conditions must be clearly identified in your proposal. If no variations are proposed the Proponent will be deemed to have accepted all such terms and conditions.

2.13  PAYMENT AND DELIVERY TERMS

Unless otherwise agreed to by PHSA, PHSA’s standard payment terms are net 30 days. All pricing, fees and costs associated with this RFP shall be in Canadian funds, inclusive of Provincial Sales tax and Goods and Services tax. Duty and brokerage costs (if any) are to be included in the unit prices. State payment terms in the proposal. Describe any discounts for early payment, Electronic Data Interchange or Electronic Funds Transfer transactions. Delivery will be prepaid FOB the PHSA receiving dock and will include delivery, packaging and unloading costs. Proposals that offer prices FOB Proponent’s warehouse (freight extra) may be inflated up to an additional twenty-five (25%) percent for evaluation purposes, regardless of the Proponent’s minimum shipment/purchase order value.