Request for Proposals
Rural Services
RFP released: 01/10/15
Deadline for Proposals: 5pm 06/1/15
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Section 1: Services being sought
1.1 Background
Nelson Marlborough District Health Board (NMDHB) have contracted with Kimi Hauora Wairau
Marlborough PHO (KHW MPHO) to provide a rural services flexible funding pool, as agreed by the
Top of the South Health Alliance and the Rural Service Level Alliance Team.
This funding is earmarked for providing health services that provide better health outcomes for rural
populations. Applications to the funding pool can be made by any organisation that can provide
health services in the rural communities of Marlborough.
The funding is not considered sustainable, but is to provide 1 – 2 years of seed funding for a service.
It is expected that the service will be able to demonstrate benefits across the health sector within
this time frame and that sustainable funding is then sought to continue the service.
About KHW MPHO
KHW MPO’s vision is “People leading longer, healthier and more independent lives. We work to
meet this vision by achieving the following outcomes:
 Equity of outcomes for our enrolled population
 A single seamless health system
 A responsive primary care workforce
 People receiving the best possible safe care
 People taking better responsibility for their own health
1.2 What we are buying and why
This procurement relates to the delivery of health care services to rural communities in
Marlborough.
Kimi Hauora Wairau Marlborough PHO is seeking proposals from health care providers able to
deliver services that will provide better health outcomes for the rural populations in Marlborough.
The NMDHB has, for the purposes of this funding, deemed the following areas of Marlborough to be
‘rural’:
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
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
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Havelock
Wairau
Marlborough Sounds
Severn,
Ward
Seddon
This is to be considered as ‘seed’ funding for one to two years with the service to be financially
sustainable after that time.
Applications need to demonstrate an understanding of the needs of the community/ies being
targeted.
KHW MPHO anticipates that the funding will be awarded to multiple applicants for varying amounts.
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Providers are expected to work with the KHW MPHO and Nelson Marlborough District Health Board
management in developing the proposal for funding through the rural flexible funding pool.
The key outcome we want to achieve is:
 A demonstrable improvement in the health outcomes for people living in rural areas.
1.3 What we require: capacity
We are seeking one or more providers that are able to demonstrate the following capacity:
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An ability to work in one or more rural areas either as a stand-alone or in partnership
with other organisations.
An ability to work in the community, at venues and locations appropriate to the priority
groups the provider has a focus on.
An ability to ensure a consistent service is provided throughout the year.
An ability to manage the number of people expected to be involved with the service.
1.4 What we require: capability
The following are seen as the key areas of capability in the successful organisation:
 Strong links in and knowledge of rural populations including high needs groups of Maori
and Pacific people
 An ability to locate and engage with rural populations.
 The ability to deliver the services proposed
 The ability to engage and work with General Practice, and other parties where necessary
1.5 Contract term
We anticipate that the Contract will commence in December 2015. The anticipated Contract
term and options to extend are:
Description
Years
Initial term of the Contract
One year
Options to extend the Contract
Possibility of extension of one year
Maximum term of the Contract
Two years
1.7 Price
We wish to obtain the best value-for-money over the whole-of-life of the Contract. This means
achieving the right combination of fit for purpose, quality, on time delivery, quantity and price.
The total budget available for this RFP is around $35,000 however, funding is most likely to be
awarded to multiple proposals of varying amounts.
Pricing will be fixed for the term of the contract.
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Section 2: Key information
2.1 Context
a. This Request for Proposal (RFP) is an invitation to suitably qualified providers to
submit a Proposal for the Services to deliver rural health services in
Marlborough.
b. This RFP is a single step procurement process.
2.2 Our timeline
a. Here is our timeline for this RFP.
Steps in RFP process:
Date:
5pm 06/11/15
Deadline for Proposals:
Respondents notified of award of Contract:
Anticipated Contract start date:
10 /12/15
week starting 11/01/16
2.3 How to contact us
a. All enquiries must be directed to our Point of Contact. We will manage all
external communications through this Point of Contact.
b. Our Point of Contact:
Name:
Sue Walbran
Title/role:
Quality Improvement Manager
Email address: [email protected]
2.4 Developing and submitting your Proposal
a. This is an open competitive tender process. The RFP sets out the step-by-step
process and conditions that apply.
b. Take time to read and understand the RFP. In structuring your Proposal consider
how it will be evaluated. Section 3 describes our Evaluation Approach.
c. For helpful hints on tendering and access to a supplier resource centre go to:
www.procurement.govt.nz / for suppliers.
d. If anything is unclear or you have a question, ask us to explain. Please do so
before the Deadline for Questions. Email our Point of Contact.
e. In submitting your Proposal you must use the Response Form provided in
Appendix 1. This is a Microsoft Word document that you can download.
f. You must also complete and sign the declaration at the end of the Response
Form.
g. Check you have provided all information requested, and in the format and order
asked for.
h. Having done the work, don’t be late – please ensure you get your Proposal to us
before the Deadline for Proposals!
2.5 Address for submitting your Proposal
a. Proposals must be e-mailed to [email protected]
b. Proposals sent by post or fax, or hard copy delivered to our office, will not be
accepted.
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2.6 Our RFP Process
a. Offer Validity Period: In submitting a Proposal the Respondent agrees that their
offer will remain open for acceptance by the PHO for three calendar months
from the Deadline for Proposals.
2.7 Later changes to the RFP or RFP process
a. If, after publishing the RFP, we need to change anything about the RFP, or RFP
process, or want to provide suppliers with additional information we will let all
suppliers know by placing a notice on the PHO web-site
www.marlboroughpho.org.nz
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Section 3: Our Evaluation Approach
This section sets out the Evaluation Approach that will be used to assess Proposals.
3.1 Evaluation model
Proposals that are capable of full delivery on time will be shortlisted by score and an overall
assessment of best value-for-money over the whole-of-life of the Contract.
3.2 Evaluation criteria
Proposals will be evaluated on their merits according to the following evaluation criteria and
weightings.
Criterion
Weighting
60%
1. Proposed solution (fit for purpose)
The proposed service must be able to demonstrate that it will achieve health gains for the
rural population
The service does not fragment or duplicate services
The service includes innovative approaches
There are clear lines of accountability for outcomes including how these will be measured
20%
2. Capability of the Respondent to deliver
Strong links with general practice are demonstrated
Alliancing has been demonstrated in the development of the service
The provider has adequate numbers of qualified staff to provide uninterrupted service
throughout the year.
Ability to liaise with other stakeholders
20%
3. Pricing
The proposal is fiscally robust
The service demonstrates financial sustainability within 1-2 years
Total weightings
100%
3.3 Evaluation process and due diligence
In addition to the above, we may undertake a reference check of the Respondent organisation/s
and named personnel.
The findings will be taken into account in the evaluation process.
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APPENDIX 1: Response form
1. About the Respondent
Our profile
Choose one of these statements to complete, and delete the others
This is a Proposal by [insert the name of your organisation] (the Respondent) alone to provide a rural
health service.
OR This is a [joint/consortium] Proposal, by [insert the name of your organisation] and [insert the
name of the other organisation/s] (together the Respondents) to supply a rural health service
Item
Detail
Trading name:
[insert the name that you do business under]
Full legal name (if different):
[if applicable]
Physical address:
[if more than one office – put the address of your head office]
Postal address:
[e.g. P.O Box address]
Registered office:
[if you have a registered office insert the address here]
Business website:
[url address]
Type of entity (legal status):
[sole trader / partnership / limited liability company / other please
specify]
Registration number:
[if your organisation has a registration number insert it here e.g.
company registration number]
Country of residence:
[insert country where you (if you are a sole trader) or your
organisation is resident for tax purposes]
GST registration number:
[NZ GST number / if overseas please state]
Our Point of Contact
Item
Detail
Contact person:
[name of the person responsible for communicating with the PHO]
Position:
[job title or position]
Phone number:
[landline]
Mobile number:
[mobile]
Email address:
[work email]
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2. The Proposal
Overview of our solution
Please provide a short overview of your proposal.
Questions relating to the evaluation criteria
1. Fit for purpose / proposed solution
Weighting 60%
e.g. Explain how your service meets or exceed the following criteria:

Health gains for the rural population are able to be demonstrated

Strong links with General Practice are demonstrated

Other benefits (financial and other) within the Health system can be demonstrated

The service does not fragment or duplicate services

That the proposal was developed in conjunction with the DHB and PHO

The rurality of the service is demonstrated (used to separate proposals that have achieved an
equal rating on the above criteria)
[insert your answer here]
e.g. Describe how the outcomes of the service will be measured.
[insert your answer here]
Describe how the service could be exited after the initial 1 – 2 year funding period if the service
cannot be shown to be beneficial.
[insert your answer here]
e.g. Describe all significant risks associated with your service and how you propose to mitigate them
(prevent them from happening) and manage them (in the event that they do happen).
[insert your answer here]
Please state any assumptions you have made in relation to the Requirements. Where you have
made assumptions in relation to the costs and pricing information please state these in the pricing
section.
[insert your answer here]
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2. Capability of the Respondent to deliver
Weighting 20%
E.g. Describe how you will deliver the service.
[insert your answer here]
e.g. List the relevant qualifications and experience of named personnel to deliver the Service.
[insert your answer here]
e.g. Describe the track record of the named personnel in delivering a similar service.
[insert your answer here]
3. Price
There is a limited pool of funding available in the rural flexible funding pool. Proposals will need to
be commensurate with the available funding.
3. Price of the Service in relation to the service and the
available funding pool
Weighting 20%
Please state whether you are seeking 1 year funding or 2 year funding initially.
[insert your answer here]
Please provide information about the price for delivering the service
[insert your answer here]
Please state any assumptions you have made in relation to the cost and pricing information.
[insert your answer here]
4. Our declaration
Respondent’s declaration
Topic
Declaration
Ethics:
In submitting this Proposal the Respondent/s warrants
that it:
Respondent’s
declaration
[agree / disagree]
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a. has not entered into any improper, illegal,
collusive or anti-competitive arrangements with
any Competitor
b. has not attempted to influence, or provide any
form of personal inducement, reward or benefit
to any representative of the PHO.
Conflict of Interest
declaration:
The Respondent warrants that it has no actual,
potential or perceived Conflict of Interest in
submitting this Proposal, or entering into a Contract
to deliver the Requirements. Where a Conflict of
Interest arises during the application process the
Respondent/s will report it immediately to the PHO’s
Point of Contact.
[agree / disagree]
Details of conflict of interest: [if you think you may have a conflict of interest briefly describe the conflict
and how you propose to manage it or write ‘not applicable].
DECLARATION
I/we declare that in submitting the Proposal and this declaration:
a. the information provided is true, accurate and complete and not misleading in any material
respect
b. the Proposal does not contain intellectual property that will breach a third party’s rights
c. I/we have secured all appropriate authorisations to submit this Proposal, to make the
statements and to provide the information in the Proposal and I/we am/are not aware of any
impediments to enter into a Contract to deliver the Requirements.
I/we understand that the falsification of information, supplying misleading information or the
suppression of material information in this declaration and the Proposal may result in the Proposal
being eliminated from further consideration and may be grounds for termination of any Contract or
funding awarded as a result of the proposal.
By signing this declaration the signatory below represents, warrants and agrees that he/she has been
authorised by the Respondent/s to make this declaration on its/their behalf.
Signature:
Full name:
Title / position:
Name of
organisation:
Date:
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