BACKGROUND ON RhPAP
RhPAP is a non-governmental organization, established in 1991 by the Government of
Alberta as the Alberta Rural Physician Action Plan and funded by the Alberta Ministry of
Health. With staff located throughout Alberta, RhPAP supports the efforts of rural
Alberta communities to achieve their health-care goals. RhPAP’s mandate was
broadened in 2017 from supporting the attraction and retention of physicians to all
health professionals. The organization is overseen by a diverse Board of Directors,
representing key health profession stakeholders in Alberta. For more information on RhPAP please visit our website at www.rhpap.ca.
Our Objective
To support the efforts of rural Albertans to maintain an accessible health workforce
close to home.
To so do, RhPAP staff is located throughout Alberta:
1. Help rural Albertans build strategies to attract and retain health professionals within their communities;
2. Provide accommodations to family medicine resident physicians and students from both Alberta medical schools in rural rotations as they study and practice medicine in rural Alberta communities;
3. Enable practicing rural Alberta physicians to access continuing medical education and locum support; and
4. Enhance rural Alberta's voice to the provincial government on issues related to rural health workforce and physician resource planning.
II. SCOPE OF EXECUTIVE RECRUIMENT SERVICES
RhPAP is incorporated as a Not-for-Profit company under Part 9 of the Companies Act (Alberta) operating in the complex provincial health care environment. This requires that the recruitment firm for RhPAP be highly skilled and knowledgeable. RhPAP requires recruitment expertise in the following areas:
• Create and advertise Position Profile
• Screening of potential candidates
• Presentation of candidates to Selection Committee
• Assistance in interview preparation
• Assistance in contract negotiation and signing
The selected recruitment firm must also be able to:
• Meet agreed upon timelines;
• Provide a high standard of client-centered service;
• Be compatible with RhPAP’s expectations for ethical conduct and professional excellence;
• Add value to RhPAP’s activities and decisions;
• Offer effective and appropriate communication with RhPAP to ensure that RhPAP Selection Committee are well advised and informed on all relevant matters; and
III. TENDERING GUIDELINES
a) RFP Closing
Proposals must be submitted no later than 4:00 pm on August 27, 2021.
b) Vendor questions
All questions regarding the RFP must be directed in writing to the Selection Committee Chair at aneuner123@gmail.com
In order for RhPAP to effectively answer questions or concerns, such questions or concerns must be communicated in writing no later than August 23, 2021. Questions received after this time will be answered if time permits.
c) Proposal Submission
Proposals must not exceed 15 pages in length, including all attachments and appendices in MS Word format or Adobe PDF format (e-mailed or on a USB flash drive). Proposals should be submitted to RhPAP at the address below:
Mail to:
Andrew Neuner
Selection Committee Chair
The Alberta Rural Health Professions Action Plan
Suite 416
9707-110 Street, NW
Edmonton AB T5K 2L9
d) Content of Responses
All proposals received may be subject to the provisions of the Personal Information Protection Act (Alberta). Proposals must at a minimum include the following:
1. Firm’s Expertise
Describe the firm’s expertise, qualifications and experience with respect to:
a) providing Executive Recruitment services to Not-For-Profit organizations in general;
b) knowledge of and commitment to Rural Alberta
c) the health-care industry and health workforce in general, the environments in which physicians and other health-care providers work, and an understanding of these workforce environmental factors on providing audit services for RhPAP; and
2. Firm Resources
Describe the expertise, qualifications and experience of each staff member who would be providing services to RhPAP.
3. General Firm Information
Please provide:
a) Firm name and contact information;
b) Description of the firm’s size and structure and the general services it provides; and
c) Names and contact information for the key personnel who would serve as the primary contacts for RhPAP.
4. Pricing Information
Proposals must include a detailed description of the fee structure that the firm proposes to use in providing services to RhPAP. This description will include hourly rates for all staff that would be providing services and an explanation of billing procedures, including disclosure of firm policies concerning minimum billing time per interaction with clients and additional expenses over and above professional rates.
The proposal should also include an estimate of the number of hours that could be anticipated in a year for the services specified below. This will be considered as an estimate for discussion purposes only.
5. Conflicts of Interest
Proposals must identify any potential conflicts or issues of independence known to the firm that may impact the firm in providing recruitment services to RhPAP.
6. References
References are requested who can speak to the firm’s experience in providing Executive Recruitment services for not-for-profit organizations.
IV. EVALUATION OF PROPOSAL RESPONSES; CONTRACT NEGOTIATIONS AND AWARD
a) Selection
On receipt of proposals RhPAP will screen the proposals to ensure they meet specific evaluation criteria including, but not limited to:
• Demonstrated expertise, qualifications and experience to meet the specified requirements
• Budget
• Understanding of the specified requirements and an understanding of related rural health-care issues, and RhPAP
• Work experience of the recruitment firm
• Approach to the assignment
• References
The RhPAP Selection Committee will select the Executive Recruitment firm.
b) Conditions
All conditions and provisions of this RFP are considered to be accepted by the vendor and incorporated in the proposal unless provisions are specifically excluded in the vendor’s proposal.
• Confidentiality – Information obtained by the firm as a result of responding to this RFP is confidential and must not be disclosed by the firm except as authorized by RhPAP.
• Proposal Acceptance/Rejection – RhPAP may reject any and all proposal, including the lowest cost proposal.
• Contractual Warranties – The firm’s proposal shall form part of the contractual agreement by attachment and incorporation by reference. Claims made in the proposal shall constitute contractual warranties. Any provisions in the proposal may be included in the contractual agreement as a direct provision thereof.
• Proposal Return – The proposals and accompanying documentation become property of RhPAP and will not be returned.
• Proposal Alteration – Submitted proposals will be considered final and will not be altered by subsequent offerings, discussions, or commitments.
• Period of Commitment – Proposals must be firm for a period of at least 30 days following the proposal submission deadline. Proposals will form part of the contractual agreement and will be the basis for the agreement.
• Incurred Costs - The Executive Recruitment firm will be responsible for any costs for preparation and presentation of the proposal.
c) Executive Recruitment Selection Process
Two or more Executive Recruitment firms may be selected from those proposing to make a personal presentation to RhPAP Selection Committee prior to making a decision.
d) Contract Award
The successful Executive Recruitment firm must agree to the terms and conditions of this RFP and be willing to enter into a standard form contract with RhPAP. All work will become the property of RhPAP.
The contractual agreement shall be in the form of and contain the terms and conditions prescribed by RhPAP. In the event of discrepancies between the accepted proposal and the contractual agreement the latter shall supersede the former.
