Request for Proposal for Services Health Workforce Retraining Program/Initiative

Transcription

1 Request for Proposal for Services Health Workforce Retraining Program/Initiative Organization: Western New York Rural Area Health Education Center, Inc. (R-AHEC) Project Name: Health Workforce Retraining Program/Initiative - Trainings The Western New York Rural Area Health Education Center, Inc. mission is to promote health and healthcare through education. Jennifer Cooke jcooke@r-ahec.org Sr. Program Coordinator Contact: Kathy Wood kwood@r-ahec.org Program Specialist 20 Duncan St PO Box 152 Warsaw, NY

2 TABLE OF CONTENTS 1. Organizational Overview 2. Project Overview 3. Bid Submission Requirements 4. Questions about the RFP 5. Bid Proposal 6. Pricing Requirements & Guidelines 7. Provider Point(s) of Contact 8. Proposal Evaluation & Acceptance 9. Contract Requirements 10. Appendix 10.1 R-AHEC Scoring Matrix 10.2 R-AHEC Training Form 2 of 16

3 1. Organizational Overview Western New York Rural Area Health Education Center, Inc. (R-AHEC), is a not-for-profit organization headquartered in Warsaw, NY and the consortium leader for this project. R-AHEC serves the rural area of WNY and creates community partnerships in underserved areas where help is needed most. Their focuses is on pipeline programming for youth, continuing education, health workforce development, and rural health technology advancement. Most recently, and in response to local healthcare provider training needs, R-AHEC applied for and received a Health Workforce Retraining Program Initiative (HWRI) award from the NYS Departments of Health (NYSDOH) and Labor (NYSDOL) for a two year period (1/1/17-12/31/18). To date, R-AHEC has provided training to over 7,000 healthcare workers through HWRI funds in 23 counties throughout Western and Central NY. 2. Project Overview R-AHEC is seeking program information (including courses, outlines, costs, formats, etc.) from qualified training providers who have the capacity to develop and deliver both e-learning and classroom-style programs designed to support the need of professional skills development for our regional healthcare provider partners. 2.1 Training projects approved under our new contract include: Healthcare Professionals Trained in Computer Skills of Short Duration (aka Computer Skills): This group training project aims at establishing the importance of electronic health record implementation by addressing the need for healthcare staff to learn and/or improve skills needed to effectively perform daily technological duties. Example trainings include: Basic, Intermediate and Advance level trainings for software programs such as Word, Outlook, Excel, PowerPoint, as well as basic computer keyboarding skills. See Appendix 10.3 for training level details. Computer skills training courses are offered in a fullday format (6-8 hours) either on-site or off-site with a minimum of 7 and a maximum of 14 participants Healthcare Professionals Trained in Team-Based Interdisciplinary Care Leadership (aka Healthcare Leadership): This group training project aims at providing healthcare professionals, of all levels, the necessary skills that are required to become effective leaders. Training topics pertaining to healthcare leadership and management offered through a team-based interdisciplinary approach. Specialized topics are offered in a half-day workshop format (3-4 hours), either on-site or off-site, with a minimum of 7 and a maximum of 20 participants. The workshops are recommended for new managers and administration team members and can serve as a refresher course for current health workforce leaders. 3. Bid Submission Requirements The following considerations apply to the proposal submission and review process: 3.1 Bidder meets all New York State & New York State Department of Health Requirements. 3.2 In the event it becomes necessary for WNY R-AHEC to amend, add to, or delete any part of this RFP, the amendment will be posted on the R-AHEC website. 3.3 Winning bidder(s) will be notified of an award within five (5) business days after being selected. Bid proposals must remain valid for the term. 3 of All materials submitted in response to the RFP become the property of the R-AHEC. Proposals and supporting materials will not be returned to bidders.

4 3.5 Bidders are advised that: Pricing will be considered as part of the proposal evaluation process. The award of the contract will not necessarily go to the proposals with the lowest bid. R-AHEC reserves the right to reject any or all proposals. 4. Questions about the RFP 4.1 Questions about the RFP should be submitted to: Jennifer Cooke Sr. Program Coordinator and/or Kathy Wood Program Specialist All bidder questions must be directed to the Sr. Program Coordinator & Program Specialist via e- mail. Fax and telephone calls will not be entertained. 4.2 Responses to all questions submitted will be provided within five (5) working days of receipt, and will be posted on the website. 5. Bid Proposal 5.1 Proposal Overview: The RFP process is based on R-AHEC & New York State guidelines and designed to allow open and fair bidding from organizations and vendors. These competitive offers will be judged according to the criteria set forth in Section 10.1, Scoring Matrix. Based on the information provided in this RFP, bidders must provide integrated proposals that include detailed information on all costs associated with the trainings. It is anticipated that several vendors may be required to provide all of the components requested. It is also anticipated that no single bidder will be awarded all trainings in this RFP. Bidders are encouraged to make proposals on those parts of the project where they feel they can effectively provide the necessary trainings Requested Training Formats Synchronous geographically dispersed registrations accessing a unique link to a specific training event. Instructor will lead training through either conference call phone access or computer audio. Presentations will include access to PowerPoint and other instructional material during live training with download capability as well as the option to have sessions recorded for later review through system archives. Registrants must have access via audio or real time chat box functions to interact with the instructor and fellow students. Classroom offered in an hourly, traditional training format, in various locations throughout the 23 County catchment area in Western and Central New York. 4 of 16

5 5.3 List of Training Programs 5.4 Materials Using the charts provided on the following page(s), please list any or all professional trainings (by category) along with corresponding information for each training program. The information that is provided will be taken into consideration when determining which training vendors will be used as sub-contractors for future HWRI offerings. Please note that under the new grant contract, training materials such as textbooks and/or handouts are not billable. 5.5 Proposal Submission Process Proposals must be mailed or otherwise physically submitted, with an electronic copy included, to: WNY Rural Area Health Education Center Attn: Jennifer Cooke RFP# HWRI Duncan Street, PO Box 152 Warsaw, NY Bid proposals must be received at R-AHEC office by 4:00 PM the Friday, February 10, Accordingly, no bid proposals will be accepted after the date and time specified and late bid proposals will be returned unopened to the bidder. This is a mandatory requirement and there are no exceptions, regardless of circumstance. Bids may be hand-delivered to R-AHEC; otherwise, it is strongly suggested that certified delivery services be used to verify the receipt of bids by R-AHEC. It is also suggested that bidders call R- AHEC ahead of the deadline to ensure receipt of their bids. Bids may be submitted via electronic mail. It is suggested that you include Request a Delivery Receipt with your No bid proposal will be accepted by telephone or facsimile. The proposal receipt deadline is for actual receipt in R-AHEC office as identified above. Delivery, whether via postal mail, , or other service, must be arranged to ensure arrival before the deadline set forth above Bid Proposals will be opened the following business day after the proposed due date for RFP submission. The bid proposals and the evaluation documents created by R-AHEC will remain confidential until R-AHEC has evaluated all of the compliant bid proposals submitted in response to this RFP and the selection process is complete Failure to comply with or supply any and all information requested to accompany bid proposals may be cause for rejection of the proposal as noncompliant By submitting a bid proposal the bidder agrees to the terms and conditions contained within this RFP. 5 of 16

6 6 of Proposal Format Submit one (1) paper copy and/or one (1) electronic copy (CD, flash drive or other electronic media) of the proposal. Electronic bids shall be compiled into no more than two (2) separate files. Electronic bids shall also be in either Microsoft Word or Adobe PDF file format and must be searchable. Proposals should be bound and printed on both sides of the paper when possible Proposals can be organized in Bidder s standard format, but must include the following sections: Cover Page Table of Contents Introduction Brief introduction which includes: o Bidder s name and address o Statement that indicates the proposal is valid for the term of o Statement that indicates the bidder s willingness to perform the services described in this RFP o A statement that all essential positions and other resources, which are required to perform the services described in this RFP, will be made available by bidder s organization over the life of the anticipated contract o Signature of authorized individual Executive Summary Provide a detailed and precise discussion, including examples and/or documentation, of meeting each requirement of this RFP. Description of proposed training programs offered. Description of what method (s) the training will be offered in. Project Personnel Qualifications Professional qualifications and experience of the firm s proposed trainer(s), other key personnel, and/or team members necessary for satisfactory performance of required services. Individual qualifications are to address the following: o Experience working with other projects of similar topics o Experience working with healthcare organizations Schedule/Timeline Pricing Section 5.7 Term and Timeline Terms For the purposes of this RFP we are asking that pricing is valid from February 4 th, 2017 December 31 st, Proposal Validity All bid proposals must be valid for a minimum period of 180 days from the date of submission Implementation Schedule R-AHEC and its partners require the trainings to begin starting March 1, 2017 through December 31, 2018.

7 7 of Customizable Trainings Bid proposals must be flexible to meet the needs of our healthcare provider partners and therefore consideration will be given to trainings that are customizable. 6. Pricing Requirements & Guidelines Bidders must quote prices based on the courses being offered. 6.1 Identifying Additional Costs Bid proposals must identify all additional costs associated with the proposed trainings. Any costs not clearly identified in the bidder s response cannot be honored except by explicit agreement between R-AHEC and the bidder. Please be aware that textbooks, handouts, and instructor mileage is not billable. 6.2 Coverage of Service Area Consideration will be given to those applicants who can serve the 23 county service area. Counties include: Central (Broome, Cayuga, Chemung, Cortland, Schuyler, Steuben, Tioga, Tompkins, Onondaga), Rochester (Livingston, Monroe, Ontario, Seneca Wayne, Yates), and Western (Allegany, Cattaraugus, Chautauqua, Erie, Genesee, Niagara, Orleans, Wyoming). 6.3 Minority and Woman-owned Business Enterprises (MWBE) and Academic Institutions Pursuant to New York State Executive Law Article 15-A, preferred consideration will be given to those applicants who are certified as MWBE businesses. Accredited Educational Institutions (BOCES, colleges, universities) are exempt. 7. Provider Point(s) of Contact Bidder must provide a single point of contact for all service-related support or questions. This eliminates any confusion and enables issues to be resolved quickly. The provider must have one phone number to call regardless of which site may be experiencing difficulty. Assigned project manager will schedule review meetings with R-AHEC project team on a minimum monthly basis. 8. Proposal Evaluation and Acceptance 8.1 The selection will be based on all factors indicated in Section 10.1, Scoring Matrix, and may not go to the lowest bidder if cost is outweighed by a combination of other features in the winning bidder s proposal. 8.2 Bidders must clearly identify all services that will be provided as part of these trainings. 8.3 Prior experience will be taken into consideration when comparing bidders. 8.4 Adequacy of bidders proposals will be taken into consideration when reviewing bids. Proposals which do not meet all requirements or which do not include all applicable information requested in this RFP will receive lower scores in this criterion.

8 8.5 R-AHEC reserves the right to issue any resulting order with the bidder or bidders whose proposal, in the judgment of the group, most nearly conforms to the specifications and will best serve the needs of R-AHEC participant as described herein. 8.6 R-AHEC reserves the right to waive all technicalities in selecting or rejecting any or all proposals which satisfy or fail to satisfy respectively the best interests of the R-AHEC participants. R-AHEC is not obligated to accept any proposal received. It may accept proposals in whole or in part, or may reject any and all proposals. 8.7 R-AHEC is not responsible for any costs incurred by a bidder related to the preparation or delivery of the bid proposal, or any other activities carried out by the bidder as it relates to this RFP. 9. Contract Requirements 9.1 Contract Acceptance Any and all contracts resulting from this RFP will contain specific deliverable item acceptance provisions as agreed upon between R-AHEC and training vendor. 8 of 16

9 10. Appendix 10.1 Scoring Criteria Scoring Matrix All criteria are subject to the Proposal Evaluation and Acceptance provisions laid out in Section 3.9, Proposal Evaluation and Acceptance, and its subsections. Further sections with specific relevance to the scoring criteria are denoted below. Criterion Applicable RFP Sections Value Cost of Services Overall cost Section 6 10 Additional fees? Reliability of Service Service Level Guarantees Section Prior Experience Past performance/experiences especially with healthcare organizations Ability to meet project deadlines Special Criteria MWBE certified Academic vendor/institution Coverage of service area Adequacy of Proposal Does proposal meet RFP requirements? Does proposal include all necessary information? Section Sections 6.2 and Section 3, Section of 16

10 10.2 Training Level Details/Proposed Curriculum Provider partners indicate that short, targeted training topics will support their needs for skills development while allowing for a minimal disruption of employee work schedules. Healthcare employees may attended any number of workshops offered through their facility if nominated by their employer. Trainings may be provided on-site or off-site, or regionally to accommodate facility and employee needs COMPUTER SKILLS TRAINING Training partners will provide training in Computer Skills and the Microsoft Office Suite programs to partner healthcare facilities. Other software programs may be provided if a high need is demonstrated by a facility. Each computer training will be between six (6) hours to eight (8) hours in length, scheduled as either a full day or two half-day sessions. Training length is appropriate for the needs expressed by local and regional facilities through the R-AHEC ongoing assessment process. All computer skills training courses offered through this project will provide staff at local hospitals and healthcare facilities/organizations with new skills or be designed to improve skills needed to effectively perform daily technological tasks, such as data entry, graphs/charts, etc., increasing the effectiveness and overall quality of care and reducing the risk of job loss. Computer Basics (2 hours class) The user will learn how to: Start a computer Become comfortable using the keyboard and mouse to search the internet Complete application forms and download valuable information Internet browsing Basic data entry Microsoft Outlook: Introduction to Outlook (Level 1) o Program Fundamentals o Composing, sending & receiving o More Features o Working with Contacts o Using the Calendar o Collaborating with Other Users o Working with Tasks o Using Notes o Organizing and finding Information o Automating Commands o Managing Outlook Data o Customizing Outlook o Advanced Topics, if applicable 10 of 16

11 Intermediate Outlook (Level 2) o Organizing Outlook o Configure Advanced Message Options o Advanced Message Management o Advanced Calendar Management o Advanced Contact Management o Create and use Quick Parts o Use signatures o Managing Activities by Using Tasks o Sharing Workspaces with Others o Managing Outlook Data Files Microsoft Word (2010/2013) Introduction to Word (Level 1) Students should have basic computer literacy, good Window sills, and good typing ability. o Program Fundamentals o Getting Started with Documents o Working With and Editing Text o Formatting Characters and Paragraphs o Formatting the Page Intermediate Word (Level 2) o Working with Themes and Styles o Working with Shapes and Pictures o Working with WordArt, SmartArt, and Charts o Working with Tables o Working with Mailings Advanced Word (Level 3) o Using Collaborative Editing Tools o Working with Outlines, Long Documents, and References o Working with Templates o Working with Forms o Customizing Word o More Topics Microsoft Excel (2010/2013) Introduction to Excel Students should have basic computer literacy, good Window sills, and good typing ability. o Get started with worksheets o Learn program fundamentals o Perform calculations o Format/Edit/Modify a worksheet o Create and Work with Charts o Print workbooks o Manage workbooks 11 of 16

12 Intermediate Excel (for students with basics knowledge and skills in Excel) o Manage Workbooks o Create advance formulas o Organize and analyze datasets & tables o Work with Data Ranges o Analyze data by using conditional formatting & functions o Analyze data by using PivotTables, slicers & PivotCharts Advanced Excel o Working with PivotTables o Analyzing Data o Working with the Web and External Data o Working with Macros o Customizing Excel PowerPoint: Introduction to PowerPoint (Level 1) Basic computer literacy, good Windows skills, and good typing ability; Word is highly recommended. o Program Fundamentals o Creating a Presentation o Create slides with titles o Use bullets o Add smart art & animations o Insert pictures & clips o Work with designs & templates o Save, open & close presentation o Formatting & modifying a Presentation o Working with Objects o Finishing a Presentation Intermediate PowerPoint (Level 2) o Work with the Slide Master o Change the chart color Scheme o Design Backgrounds o Working with Tables o Working with Charts and SmartArt o Applying Transition and Animation Effects o Working with Multimedia o Using Collaboration and Distributions Tools o Customizing PowerPoint 12 of 16

13 Microsoft Access: Introduction to Access (Level 1) o Examine the basic database concepts and explore Access o Design a simple database o Build a new database with related tables o Manage the data in a table o Query a database using different methods o Design forms and generate reports o Modify the design and field properties of a table to streamline data entry and maintain data integrity o Retrieve data from tables using joins o Create flexible queries to display specified records, allow for user-determined query criteria, and modify data using queries o Enhance the capabilities of a form o Customize reports to organize the displayed information and produce specific print layouts o Share Access data across other applications Intermediate Access (Level 2) o Restructure data into appropriate tables to ensure data dependency and minimize redundancy o Write advanced queries to analyze and summarize data o Create and revise Access macros o Display data more effectively in a form o Customize reports by using various Access features, thus making them more effective o Maintain your database using tools provided by Access Microsoft Office 365: Students will need to have familiarity with either the Office 2007 or 2010 suite of products (Word, Excel, PowerPoint, Access, and Outlook); and be familiar with Windows 10. o Sign into and navigate in the Office 365 environment o Create, edit, and share documents with team members using Office Web Apps and Microsoft SharePoint o Use and manage contacts with the Outlook Web Apps o Use instant messaging and online meetings with Skype for Business o Set up mobile devices to work with Office of 16

14 14 of HEALTHCARE LEADERSHIP TRAINING Academic facility trainers and/or contracted training providers will provide local training through various independent workshops. Workshops are designed to help rural healthcare providers staff develop and/or enhance effective leadership skills as identified in their needs surveys and organizational assessments. Healthcare partners will have a menu of Team Based Interdisciplinary Care Leadership topics from which to select, which will include several soft skills and professional skills trainings. Each workshop will be between three (3) and four (4) hours in length. Training length is appropriate for the needs expressed by local and regional facilities through R-AHEC s ongoing assessment process. After successful completion of the workshops, participants are expected to be able to apply effective leadership and management to situations that require change, conflict resolution and decision-making strategies. It is anticipated that each academic partner/training provider will have available customizable training agendas based on the healthcare leadership needs which have been identified by the healthcare partner providers. R-AHEC understands that many of the topics are currently being taught as is or are components taken from a formalized degree program which can be tailored to meet the needs of each healthcare provider partner. Training topics are subject to modification as additional needs arise, and will be included under generalized header topics. Context of Leadership: Theories and styles of leadership and management Understand leadership yesterday and today Decisions Making and Creative Problem-Solving Techniques Coaching for results Conflict Management & Change Management (Organization Change) Personal and Professional Accountability Leadership and Management of the Inter- Professional Team: Gain an insight to inter-professional teamwork and collaboration Motivate and build their team Promote change, innovation and resolve conflict Power, empowerment and politics Leadership and Management of Patient Center Care: Delegation of patient care Effective staffing Stress management Strategic planning and organizing of patient care for quality and safety Time management and setting patient care priorities Quality Improvement of Patient Outcomes: Quality improvement and Evidenced-Based Patient Care Legal & Ethical aspects of health care Culture, generational differences and spirituality Professional/Business Skills: Performance Management Systems Thinking Customer Service Effective Presentations Life Balance Other Leadership topics as deemed appropriate and/or identified by Healthcare provider partners and/or Academic training vendors.

15 10.3 Training Bid Forms Health Workforce Retraining Program/Initiative Request for Training Bids Training Vendor Name/Organization: Trainings Provided Examples of Training Generic Course/Training Title Length Delivery Format (classroom, online, blended) Curriculum Available? Y/N Price (Please specify Per Participant or Per Classroom) Customizable? Y/N Computer Skills (if applicable, please list by module): 15 of 16

16 Health Workforce Retraining Program/Initiative Request for Training Bids Training Vendor Name/Organization: Trainings Provided Examples of Training Generic Course/Training Title Length Delivery Format (classroom, online, blended) Curriculum Available? Y/N Price (Please specify Per Participant or Per Classroom) Customizable? Y/N Healthcare Leadership (if applicable, please list by module): 16 of 16