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Confidential reporting service request for proposal

Confidential reporting service request for proposal

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Published by Sean Holman
The Vancouver Island Health Authority makes whistleblowing easier.
The Vancouver Island Health Authority makes whistleblowing easier.

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Published by: Sean Holman on Apr 12, 2011
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RFP Template >$75,000 – May, 2010
Request for Proposal
 
Confidential Reporting Service
Vancouver Island Health Authority (VIHA) RFP Number
: O5A-RFP-423
 
Issue date:
April 8, 2011
VIHA Contact Person Closing time and location
Proposals must be sent by mail/courier/hand delivered. Proposalsshould be clearly marked with the name and address of the Proponent,the Request for Proposal number, and the project or program title.
Two (2) complete copies of the proposal as well as oneelectronic version on a compact disk should be providedand the proposal must be received no later than 2:00 PMPacific Time on: May 6
th
, 2011, to the followingaddress:
All enquiries related to this Request for Proposal are to be directed, inwriting, to the following person. Information obtained from any other source is not official and should not be relied upon. Enquiries and anyresponses will be recorded and may be distributed to all Proponents atthe VIHA’s option.
Attention:Mr. Jim DempseyManager, Contract Policy & StandardsVancouver Island Health Authorityjim.dempsey@viha.caPhone - 250-755-7691 ext. 54098Fax - (250) 740-2619
 
Mail/Courier/Hand Delivered
Attention:Mr. Jim DempseyManager, Contract Policy & StandardsVancouver Island Health AuthorityNanaimo General Hospital Receiving1200 Dufferin CrescentNanaimo, V9S 2B7Phone - 250-755-7691 ext. 54098Fax - (250) 740-2619
 
Proponent Section
:
A person authorized to sign on behalf of the Proponent, and to bind the Proponent to statements made in responseto this Request for Proposal, must complete and return this Proponent Section by mail/courier/hand delivered, leaving the rest otherwiseunaltered, and return one original with the first copy of the proposal.
The undersigned agrees that enclosed proposal is submitted in response to the above-referenced Request for Proposal, including anyaddenda. Through submission of this proposal we agree to all of the terms and conditions of the Request for Proposal and agree that anyinconsistent provisions in our proposal will be as if not written and do not exist. We have carefully read and examined the Request forProposal, and have conducted such other investigations as were prudent and reasonable in preparing the proposal. We agree to bebound by statements and representations made in our proposal
.
Signature:Legal Name of Proponent, and Doing Business As Name If Applicable:Printed Name:Title:Address:Date:
Email:
 
2 of 45
RFP Template >$75,000 – May, 2010
Table of Contents
A. REQUIREMENTS
 
AND
 
RESPONSE 2B. DEFINITIONS
 
AND
 
ADMINISTRATIVE
 
REQUIREMENTS 7A
PPENDIX
A
ECEIPT
C
ONFIRMATION
F
ORM
8A
PPENDIX
B C
ONTRACT
F
ORM
9
A. REQUIREMENTS AND RESPONSE
1. VIHA
 
S
ITUATION
/O
VERVIEW
The Vancouver Island Health Authority (VIHA) is one of six health authorities in the province of BritishColumbia, Canada. Through a network of hospitals, clinics, centres, health units, and residentialfacilities, VIHA provides health care to more than 752,000 people on Vancouver Island, on the islands of the Georgia Strait, and in mainland communities north of Powell River, and South of Rivers Inlet. Our health care services include hospital, community and home care. VIHA also provides environmental andpublic health services, including education and prevention.
Facts & Figures:Description Figures
Annual Operating Budget $1.6 BillionClient Population 752,365Employees 17,000Staff Unions 14Physicians 1,700Facilities 138Acute Care & Rehabilitation Beds 1,500Residential Care Beds & Assisted Living Units 5,700VIHA is governed by a board of directors, appointed by the provincial government. An executive teamleads the delivery of health service within the health authority.VIHA is publicly funded, and accountable to the provincial government and the public for resources usedin delivering health care and services.This Request for Proposal (RFP) is issued on behalf of the Risk Management and Human ResourcesDepartments within VIHA in a joint effort to procure a system that will support VIHA’s allowingemployees and the public to confidentially report perceived violations of policy, ethical practice and law.
2. S
UMMARY OF
R
EQUIREMENTS
 
Large organizations across Canada and the United States have procured confidential reporting services toallow employees and the public to confidentially report perceived violations of policy, ethical practiceand law. Examples of organizations include Canada Post, Transportation Safety Board of Canada, Telus
 
 CP&S Consulting/Professional Services Long Form September 28, 2010 3 of 45
and NASA. VIHA is committed to achieving best practices in these areas of transparency andaccountability, and as such is seeking to procure a Confidential Reporting Services.The Confidential Reporting Service will be a third party confidential service accessible to the public andall VIHA employees, physicians and volunteers to report perceived wrong doing. The system will befree of charge to the end-user; and easy to use. It will also provide tools to allow VIHA to efficientlyreceive anonymous reports and respond appropriately.The term of this engagement is expected to be at least five years, with an option to renew for an additional5 years. The successful proponent will design, implement and manage the Confidential Reporting Servicefor VIHA and provide ongoing related services.
 
The Confidential Reporting Service will:1.
 
Enable anonymous and confidential reporting from members of the public, employees, volunteersand physicians (the “end user”) and route anonymous information to designated VIHA staff for follow-up.2.
 
Receive reports by phone or electronically (web) 24 hours a day, 365 days per year subject to theavailability of Internet and utilities.3.
 
Be multi-lingual with instructions that are easily understood by the average person.4.
 
Discourage end users from providing personally identifiable information, unless they consent todo so.5.
 
Advise end users about how to protect their privacy when reporting and how to correct personalinformation if provided.6.
 
Provide confirmation of report receipt to the end user.7.
 
Advise end users of options available to resolve concerns, if the user if comfortable with a non-anonymous process.8.
 
Classify complaints according to a prescribed VIHA framework that may change over time.Examples include:
 
Theft
 
Fraud
 
Non-complaint activities
 
Client Abuse
 
Inappropriate/non approved use of online resources as set out in VIHA policy
 
Conflict of interest9.
 
Provide access to designated VIHA staff for web-based reporting to track complaints from intaketo closure during reasonable business hours.10.
 
Track the progress of investigations and case management of the issues.11.
 
Include summary management reporting with metrics such as volume by defined time period, byclassification and length of time to resolve an issue.
VIHA may also structure its contractual relationship with the successful Proponent in a manner that would allow VIHA to extend the offering to other health authorities in the Province.
3. P
ROJECT
S
COPE AND
R
EQUIREMENTS
 
3.1 O
VERVIEW OF
EQUIREMENTS
 

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