Request for Registrations of Interest (ROI) REGISTRATIONS OF INTEREST FOR ONLINE CHILD HEALTH INFORMATION SERVICE The Ministry of Health (“the Ministry”) is seeking registrations of interest for an online child health information service to provide easy access to credible, trusted and high-quality evidence-based child health information; as well as offering advice and support for parents and caregivers. The service will be culturally appropriate to appeal to the many diverse cultures living in New Zealand. This document sets out the Ministry’s procedures and requirements for registrations of interest (“ROIs”), which all submitters should follow in formulation of their ROI. If you are in doubt about the relevance of providing information, we advise that the information should be included rather than omitted. The Ministry will evaluate suitable ROIs submitted. Once evaluation is completed, the Ministry may short-list suitable providers of services, and a formal competitive request for proposal may take place. Following that process, the Ministry and the preferred proposer may then enter into negotiations with a view to entering a contract. Your attention is drawn in particular to clause 2.5 relating to this ROI process and that there is no intention that the ROI process creates legal relations between the Ministry and those registering an interest. 1 BACKGROUND The Ministry’s online strategy calls for a shift towards more consumer-friendly websites that engage the public. There is also a desire to improve the general health knowledge and literacy of New Zealanders. In 2006, the Ministry commenced a Review of the Well Child/Tamariki Ora Famework. One of the Review’s findings was that there is opportunity to improve outcomes for young children and their families through better coordination and integration of the range of Well Child services currently purchased. One of the projects undertaken as a component of the Well Child Framework Review was the Parent Information Project. The major findings of this project were that parents needed different kinds of information, in different forms, at different times. Combining the findings from the Well Child Review with the Parent Information Project, the Ministry has concluded that there is a need for a national online child health information service that provides easy access to credible, trusted and high-quality child health information, advice and support for parents. There is currently a proliferation of information of variable quality (especially online) available to parents and caregivers. This situation confuses people, with the result that more accepted, evidence-based health information can become swamped by conflicting, ineffective or even harmful information. The aim of the child health online information service will be to address this situation by providing easy access to credible, trusted and high-quality evidence-based child health information.. The service will be culturally appropriate to appeal to the many diverse cultures living in New Zealand. The Service will aim to reference and syndicate content from existing high quality information sources as much as possible; thereby promoting the availability of this content without duplicating it, or adding to the information proliferation problem. 2 PROCEDURE AND TIMETABLE 2.1 Submission of registration of interest Closing Date and timelines ROIs must be received by 5 pm on Tuesday 24 May 2011 (“the Closing Date”) by the Ministry’s Contact Person specified in clause 2.2 below. The key milestones associated with the issue of the ROI are expected to be as follows (note that this timetable may be subject to change): Date Milestone 5pm Tuesday 24 May 2011 Closing Date for ROIs Monday 30 May 2011 (indicative) Panel to meet to discuss ROI Tuesday 7 June 2011 (indicative) Short-listed submitters approved for RFP process Wednesday 8 June 2011 (indicative) Unsuccessful submitters notified Wednesday 8 June 2011 (indicative) Request for Proposal sent to submitters short-listed following ROI process Format of ROIs Your ROI must be delivered to the Ministry’s Contact Person, by the Closing Date, in a sealed envelope marked “Online Child Health Information Service” in the following format: Five printed copies (one unbound); and One electronic copy on a computer disk(s) or a CD ROM in Microsoft Word format. You must not submit your ROI by facsimile or email. You may amend or withdraw your ROI at any time prior to the Closing Date specified above by providing written notice to the Ministry’s Contact Person. The Ministry will acknowledge the receipt of ROIs and the withdrawal of any ROIs. All notices in regards to this ROI will be forwarded to the address provided by submitters in their ROI. 2.2 Enquiries General enquiries about this ROI must be made during business hours to the Ministry’s Contact Person: Jacqui Glazebrook Contracts Aministrator Ministry of Health by telephone: 04 816 2770 by facsimile: 04 816 2341 by email: Jacqui_glazebrook@moh.govt.nz by delivery: post: PO Box 5013 Wellington street address: 133 Molesworth Street Wellington Note that your ROI may only be delivered to the Ministry’s Contact Person by post or delivery. Submitters must not: contact any other person at the Ministry regarding this ROI without the express authorisation of the Ministry’s Contact Person. approach or directly or indirectly lobby, attempt to influence or provide any form of incentive to, any representative of the Ministry concerning any aspect of this ROI process. Any submitter who either directly or indirectly makes any such approach may be disqualified. make any public statement in relation to this ROI, the ROI process, their ROI or participation in the ROI process, without the Ministry’s prior written consent. The Ministry’s Contact Person is not obliged to address any enquiries received within seven (7) calendar days prior to the Closing Date in clause 2.1. Any communication with you where the Ministry provides information that is applicable to all submitters, and is not in this ROI or its attachments, may be notified to others to whom this ROI has been provided and may be published on GETS. 2.3 Confidentiality If your ROI contains information that you consider should be held confidential you are advised to clearly identify such information and indicate the reason(s) why you consider the information should be held confidential. Please note that information held by the Ministry is subject to request(s) under the Official Information Act 1982. The Ministry also has other obligations in relation to information, such as reporting to Parliament and a duty to consult other interested parties at any time during the process. The Ministry may also release summary information about submitters short listed following this ROI process. 2.4 Ownership of ROI documents All ROI documents will become the property of the Ministry on lodgement. Ownership of the intellectual property rights in a ROI does not pass to the Ministry with the lodgement of the ROI. However in submitting a ROI, the submitter grants the Ministry a licence to retain, use, disclose and copy the information contained in any ROI document for the purposes of: evaluating or clarifying the ROI; evaluating any subsequent request for proposal; negotiating any resultant contract; managing a contract with the successful submitter (if any); responding to any challenge to the ROI process, audit and complying with governmental and parliamentary reporting requirements or request for information; and any other purpose related to the ROI process or above purposes. 2.5 ROI selection process The Ministry must be satisfied that you and your ROI meet certain eligibility criteria before your ROI may be considered for short listing for the subsequent request for proposal process. The criteria for your ROI to be an eligible ROI are that the Ministry is satisfied that: your ROI complies with the requirements of this ROI; you have the ability to provide the services specified in Part 3; you satisfy the evaluation criteria in Part 5. The evaluation criteria are not in any particular order, are not exhaustive and will not necessarily be accorded equal weight or any particular weight at all. The Ministry’s preference is to short list submitters on the basis of this ROI. However, the Ministry may (at its option) consider non-conforming ROIs. Any non-conforming ROIs should clearly identify the aspects of your ROI that do not conform to the ROI requirements. In considering your ROI, the Ministry may ask you for further information, or to verify information, in relation to any aspects of your ROI. If the Ministry's discussions with submitters or other circumstances make it necessary to extend the indicative date by which the Ministry wishes to shortlist submitter(s) in clause 2.1, the Ministry may notify parties who have submitted a ROI of the necessary extension of time. The Ministry reserves the right at any time to: accept or reject all or any ROI; consider, accept, or reject any non-conforming ROI, at the Ministry’s sole discretion; suspend or cancel (in whole or in part) this ROI and the ROI process at any time; re-invite ROIs; seek additional ROIs; waive any irregularities or informalities in the ROI process; amend any timetable in this ROI; amend this ROI, or any associated documents, by the issue of a written amendment notice; consult with the public and/or any other party interested in the delivery of the required services; notify all other submitters and offer any of the other submitters the opportunity to amend their ROIs where, as a result of one or more ROIs received or for any other reason, the Ministry decides to change the services that the Ministry intends to purchase; shortlist any party for the subsequent request for proposal, whether or not that party has submitted a ROI; not enter into any contract in relation to the matters described in this ROI. 2.6 Process for short listing ROIs The Ministry will notify a submitter in writing if its ROI has been short listed for the subsequent request for proposal process. Unless otherwise notified, your ROI may be accepted by the Ministry at any time from the date identified in clause 2.1. Unless invited by the Ministry, your ROI may not be amended or withdrawn after that date. Unsuccessful submitters will be notified in writing by the Ministry that their ROIs have not been short listed. 2.7 General (a) This ROI may result in submitters being short listed for a request for proposal process. Submitters should take note that in relation to ROIs submitted, negotiations entered into before execution of a written contract are negotiations only, and are not binding until the execution of a written contract. In this context, your attention is drawn to the ROI selection process in clause 2.5 above. (b) The Ministry is not liable (whether in contract, tort or otherwise) for any liability, loss (including a direct, indirect or consequential loss), cost or expense arising from your ROI or from the preparation or lodgement of your ROI. (c) Submitters and their officers, employees, agents and advisers must not engage in any collusion, anti-competitive conduct or any similar conduct with any other submitters or person in relation to the preparation or lodgement of their ROIs. (d) This ROI, and any contract(s) that may be established as the result of any subsequent request for proposal, is governed by New Zealand law. (e) ROIs shall remain valid for a period of 180 days from the Closing Date. (f) By responding to this ROI, you accept the terms and conditions of this ROI and the ROI process. 3 THE SERVICES The Ministry’s preference is to contract an external service provider or providers to take responsibility for development of the website and ongoing operation and management of the online service. While the Ministry would prefer to have a single provider take responsibility for all the services required, it recognises that a consortium or prime/sub-contractor approach may offer a better mix of specialist skills. The Ministry’s role will be primarily strategic guidance and governance. The main services required from the contracted service provider are: Development of a project plan to address all phases from website design and implementation through to the site being operational. Liaise with content partners and stakeholders, and arrange review/approval of content from a clinical perspective. Development of branding and visual design for the website, including all content elements required. The service provider is required to lead a process for design and branding in which the Ministry and key stakeholders participate.. Technical design and build of the website and related technical components including configuration and deployment of the Content Management System (CMS) and workflow and establishing processes for the syndication of content from other sites. The Ministry has recently invested in a Web Platform that provides Drupal CMS, Solr Search and Piwk analytics. This Web Platform could host the Child Health website and the Ministry’s contracted provider could provide ongoing support and maintenance for the website under the Ministry’s current contract. Ensuring that the website fully complies with Government Web Standards (www.webstandards.govt.nz). Establishing expertise and processes to decide on appropriate content to include on the site, including reviewing possible content for quality, clinical accuracy and evidence base, developing and maintaining relationships with content partners, and regularly reviewing existing content to ensure it is up to date. Migration or syndication of content provided by the Ministry, or drawn from Ministry or other existing sites. Working with the Ministry’s Web Manager to ensure that any migration from Ministry websites occurs in a coordinated way, and contributing to rationalisation of the Ministry’s online information. Publishing or syndication of content from various sources on the site. Where content needs to be edited or reformatted before publication this will be done by the service provider. Managing syndication and other content partner arrangements. Maintaining an exceptionally high standard of editorial quality and accuracy, as appropriate to the purpose and objectives of the site. Monitoring and reporting on site statistics and performance of the service and the service provider against key metrics. Online and offline marketing and promotion of the site to increase awareness and usage in targeted audiences. Participating in governance, including providing information and secretarial and administrative support for Steering Group meetings and potentially being a member of the Steering Group. The Ministry anticipates the relationship with the service provider being for a period of two to five years. The intentions of the site are to: Focus on children aged 0-5 Provide evidence-based content Be user-friendly Cover a wide range of topics, covering well-child developmental information and general parenting information, through to acute illness and chronic disease Include information on pregnancy / ante-natal advice Act as a portal, linking service users to more specific information through other reputable websites and online information sources where appropriate Provide access to family/Whanau support, health support groups and the wider health system Be available in a range of languages and formats, including video Recognise cultural values and beliefs for the diverse cultures in New Zealand Be as specific to New Zealand as reasonably possible Have a process of ongoing improvement and peer review. Provide access for parents to telephone advisory services (including PlunketLine and Healthline) and face-to-face child health services In short we must tell our story through the use of compelling visuals, intuitive navigation, and concise messaging. 4 CONTENT OF YOUR REGISTRATION OF INTEREST Please include the following information in your ROI: 4.1 Title of the ROI 4.2 Organisation details Full legal name of your organisation Postal and service addresses of your organisation Name of your contact person and their contact details Your organisation's GST registration number The size of the organisation (eg. staff, location(s), turnover) Management structure and key managers by name, title and role 4.3 Details that the ROI should address The Ministry requires specific information to enable us to determine whether your organisation is capable of providing the services described in Part 3 of this ROI. If you are short-listed for the request for proposal process, the Ministry may request further information from you. (a) Outline of method for providing the services – Describe briefly how you intend to provide the services required in Part 3 of this ROI. (b) Professional expertise – You ROI must have, and set out, your appropriate skills and expertise to fulfil the requirements of the services listed. You must have, and set out, your appropriate credibility, credentials qualifications, accreditations and/or expertise to fulfil the requirements of the service. You should include the name(s) and credentials of the person(s) you propose will provide the service(s) required by the Ministry. (You will be assess with particular interest in the technical areas especially, content maintenance, content development and content partner relationship management.) (c) Previous experience – Your ROI should document your organisation's activities/ experience in relation to the fields of expertise required to achieve the intended outcomes of this service. (d) Service priorities – Your ROI must show that you are able to put aside adequate time and resource for the services described in Part 3 of this ROI, and that the provision of the services would not be compromised by your other commitments. (e) Conflict of interest – Your ROI must identify any existing or potential conflicts of interest related to the ROI process, and/or the provision of the services and how you would manage or resolve those conflicts. The nature of any existing or potential conflicts of interest should be specified. (f) Joint ventures or sub-contracting – If you intend to enter a joint venture or employ sub-contractors in order to provide the services, those other parties to the venture or the sub-contractors must meet the requirements of this ROI and subsequent request for proposal. Your ROI should specify how you will ensure that they meet these requirements. Each such party should be identified clearly in your ROI. (g) Confidentiality – Your ROI must describe the arrangements you have to ensure client confidentiality (of the Ministry and any member of the public involved in any services). (h) Māori health – Your ROI should take into account the Government's priority objective to improve the health status of Māori by reducing and eliminating the health inequalities that affect Māori. (i) Different cultures and abilities – The provision of the required services is likely to involve you contacting people of different cultures and people with disabilities. Your ROI should demonstrate your ability to undertake such contact. (j) Health promoting and inclusive behaviour – It is important that you promote good health. The Ministry looks favourably on organisations that practise behaviour that enhances health, and facilitate participation by people with disabilities. This includes such things as taking account of and applying the broad strategic direction for the health and disability sectors under the New Zealand Health Strategy and the New Zealand Disability Strategy. It also includes improving Māori health outcomes and reducing Māori health inequalities. You must be a good employer and have health promoting policies and practices in your workplace. These may include such things as equal employment opportunities, a smoke-free workplace, a responsible host policy, a nutrition policy etc. Your ROI should summarise how these practices and abilities work within your organisation and provide examples of your organisation’s efforts to promote good health. (k) Content Management System (CMS) - The preferred CMS will be Drupal. In particular it must: 1. Allow easy creating and editing of pages for users without website experience and support users to stay within the design style while editing (offering both a WYSIWYG editor for users, and ability to edit in HTML for administrators, as well as content previewing or staging); 2. Allow website administrators to make changes to information architecture, e.g. the addition or removal of sections of the website, and the ability to control the state of web pages (publish/unpublished); 3. Offer workflow and the ability to add levels of user role, as we will require user, moderator and administrator levels; 4. Have an audit trail; 5. Have version control; 6. Comply with the Public Records Act 2005; Any modifications to the standard CMS made while creating the website must be documented. Any modifications to the core or through modules should be done so that future upgrading of the CMS, i.e. security patches or upgrades from one version to the next, is not compromised. Alternatives to Drupal may be considered, however in such a case the Ministry would need to understand in detail: 7. The system proposed and its technical and resource requirements, including any dependencies on data storage and network infrastructure. 8. All applicable licensing costs, including for any add-on components or dependencies. 9. The resources required to support and maintain the proposed system. 10. Technical reference sites for the proposed CMS in New Zealand that can be contacted by the Ministry. 11. The general availability in New Zealand of people with experience of the proposed CMS. 12. The reasons for proposing the CMS in preference to Drupal. (l) Technical Standards - The site must fully comply with “New Zealand Government Web Standards 2.0”. http://www.webstandards.govt.nz. In addition to these requirements the solution should: The site must support access by all browsers listed as “A-Grade” by Yahoo’s Graded Browser Support (http://developer.yahoo.com/yui/articles/gbs/). Compliance with current A-Grade standards will be an ongoing requirement. Support is required for syndication of content to and from the site via RSS or Atom is required. Note that Atom is the currently preferred standard for Government provided feeds http://www.e.govt.nz/standards/feed-standard. The service provider will be required to undertake Usability testing and Web Standards compliance testing at appropriate milestones within the implementation project and on an ongoing basis. (m) Ownership and Copyright - Copyright for all aspects of design and coding, unless covered by an open source license, will be assigned to the Ministry of Health. Content copyright will be the Ministry’s, except where content comes from syndicated sources. (n) Activity Reporting- The system shall provide flexible and comprehensive reporting on usage and system activity. Reports are to be made available electronically in a format suitable for import into other applications for further manipulation and reporting. (o) Marketing and Promotion - The service will need to be launched and promoted to its target audiences. The service provider may be required to create a marketing and promotion plan for the service that includes: Health sector channel promotion. It is expected that promotion activity will mainly seek to reach parents through existing health sector channels such as Well Child providers, GPs, midwives, etc. Direct to Parents. The service needs to be promoted to the end users in a way that represents good value and is effective. Online and offline. An integrated online and offline marketing approach is required. Search Engine Optimisation. The site would aim to be on the first page of Google and other major search engine results for NZ based searches using relevant terms, for example: Child health Sick child Immunisation Sick toddler Measles symptoms 5 REGISTRATION OF INTEREST EVALUATION CRITERIA The following criteria will be used when assessing the ROIs received and short listing submitters to partake in a request for proposal process. The criteria are not in any particular order, are not exhaustive and will not necessarily be accorded equal weight or any particular weight at all. Criteria 1 – Vendor Profile and Experience: Previous experience in providing online information on an ongoing basis to achieve better outcomes (ideally in health). Competence of key management, professional and technical personnel that the submitter proposes to employ on the service (will be assessed with particular emphasis on the skills and experience in technical areas). Experience in the provision of related services, in particular the delivery of web services for large organisations. Experience in the provision of related services, in particular the delivery of web services in the health sector Knowledge of child health and child health services. Criteria 2 – Capability and capacity: Has the submitter undertaken similar service in the past? Were the services previously provided been successfully implemented? Is there evidence that the submitter has knowledge of the subject areas? Does the submitter appear to have the capacity to provide the services? Criteria 3 – Understanding Requirements Does the response display understanding of the Ministry’s objectives? Does the response display an understanding of requirements of this ROI? Does the response fulfill the aim/objectives of the ROI?