The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: A solution to provide standardized medical management guidelines, based on evidence for injury causes, activity capabilities, tests, treatments, and typical recovery times for various workplace injuries.
Description of Services
The WCB will require the Contractor to configure, deliver, and support a COTS solution aligned with the requirements detailed in the WCB's Requirements Form: Evidence Based Medical Management Guidelines document (include on MERX with this RFP). The scope of work for the Services is expected to include:
a) COTS Solution Configuration and Delivery: The Contractor will configure and deliver a COTS solution that meets the WCB's minimum requirements and is compatible with the WCB's processes and IT systems ensuring seamless functionality and usability within the existing framework
b) Pilot Program: The Contractor will deliver a nine (9) month pilot that will have approximately fifty (50) WCB users, and will include:
(i) Provisioning of the COTS solution;
(ii) Comprehensive COTS solution support and training for WCB users;
(iii) Regular performance reviews to assess usability and gather feedback from WCB users; and
(iv) Ongoing support, maintenance, and upgrades of the COTS solution during the pilot to enhance system effectiveness and WCB user experience.
c) OPTIONAL: Post-Pilot Program: Upon completion of the pilot phase, and approval of the WCB in its unfettered discretion, to continue using the COTS solution for up to two hundred and fifty (250) WCB users, the Contractor may be requested to provide:
(i) Ongoing provisioning of the COTS solution;
(ii) Comprehensive COTS solution support for WCB users;
(iii) Regular performance reports;
(iv) Regular maintenance and support of the COTS solution to ensure optimal performance;
(v) Timely system updates to incorporate new features and improvements;
(vi) Enhancements as detailed in the product roadmap to ensure the COTS solution evolves with WCB's needs; and
(vii) Advice and guidance on future integration planning and any other work related to the COTS solution.
The Services shall normally be performed during Business Hours. However, the WCB may request some of the Services to be performed outside Business Hours from time to time, as deemed necessary, in the unfettered discretion of the WCB. The Contractor shall not be entitled to charge overtime rates unless specified in the Fee Schedule.
The Requirements Form: Evidence Based Medical Management Guidelines must be completed to the best of the Vendor's ability and submitted with the Proposal. The COTS solution must meet the Category 1: critical requirements and the COTS solution should meet the Category 2: preferred requirements (which may be considered an asset when evaluating Proposals).
The Proposal should include an overview of the proposed resource(s) being offered, including profiles of their work, which highlight their experience performing similar projects.
The Contractor will not be required to have and maintain workers compensation coverage for its workers who will be providing the Services, unless required pursuant to The Workers Compensation Act.
The Services shall be provided onsite at the WCB's facilities and remotely from the Contractor's facilities located in Canada, as applicable, unless otherwise agreed in writing.
It is expected the Services will entail the Contractor delivering its solution configuration and training to the fifty (50) WCB pilot users within the first three (3) months of executing an Agreement, followed by the go-live pilot phase with licensing and support for a pilot period of approximately nine (9) months. If the WCB determines the pilot program has been a success, and there is WCB approval to continue using the COTS solution, the Contractor shall provide the optional post-pilot Services (which will include licensing of the COTS solution for a period of up to four (4) years).
The Services will be structured with an Agreement that will require the parties to enter into subsequent Statements of Work (collectively the "SOWs") for any post-pilot component of the Services.
The full scope of work for the optional post-pilot components of Services cannot be determined by the parties at the time the Agreement is executed because it is anticipated the WCB's needs and priorities will evolve as the pilot is completed and further information is collected. The parties shall mutually agree upon the distinct scopes of work for the optional post-pilot components of the Services, including the total fees, methodology, deliverables, and completion dates for same, in writing, via the SOWs, prior to commencing work on such new components.
If the Vendor has a separate standard form licensing/subscription agreement for its COTS solution, the Vendor should provide a copy of such contract document(s) with its Proposal. The WCB expects to enter into a separate licensing/subscription agreement for the COTS solution but the Vendor will remain subject to the terms and conditions of an Agreement entered into for the other components of the Services described in this RFP.
Vendors are expected to provide their hourly resource rates for the different types of resources and/or roles they may need to assign in order to perform the Services, which will be used as the basis for the fees in the SOW for the optional post-pilot component of the Services. These rates are in addition to the annual licensing/subscription fees which are to be provided for the optional four (4) years post-pilot COTS solution.
Subject to Schedule "A", sections 7.8 to 7.13, only Short-Listed Vendors will be invited to demonstrate their COTS solution, based on the demonstration requirements and scenarios provided by the WCB. Short-Listed Vendors may also be subject to third party evaluation.
High-level demonstration requirements are provided for reference in the Requirements Form: Evidence Based Medical Management Guidelines. Detailed demonstration requirements will only be provided to Short-Listed Vendors. In addition, the direct dialogue with Short-Listed Vendors during the demonstrations will be used to seek, among other things, clarification on responses submitted in the Requirements Form: Evidence Based Medical Management Guidelines. After product demonstrations and dialogues are completed, the WCB will re-evaluate and update the scores of the Short-Listed Vendors to finalize the ranking.
