Canadian Forces Health Information System support services

On this page

• 1. Introduction
• 2. Project requirement
• 3. Attestation of assurance
• 4. Methodology
  • 4.1 Fairness monitor activities and observations related to the letter of interest phase
  • 4.2 Fairness monitor activities and observations related to the request for information phase
  • 4.3 Fairness monitor activities and observations related to the request for proposals phase
  • 4.4 Fairness monitor activities and observations related to the request for proposals evaluation phase
• 5. Reference documents
• 6. Addendum to fairness monitor final report, March 15, 2016 concerning the procurement process for Canadian Forces health information system support services

1. Introduction

Samson & Associates was engaged as a Fairness Monitor (FM) on April 24, 2013 to observe the procurement process for Canadian Forces Health Information System (CFHIS) Support Services, issued by Public Services and Procurement Canada (PSPC) as a result of solicitation #W8474-03BH01/D. Samson & Associates is an independent third party with respect to this activity.

We reviewed all of the information provided and observed all relevant activities. We had full access to all aspects of the procurement process and co-operation from all stakeholders at PSPC and the Department of National Defence (DND).

We hereby submit the final report, covering the activities of the FM, from the Letter of Interest (LOI) phase and continuing through to the conclusion of the request for proposal (RFP) Evaluation phase.

This report includes our attestation of assurance, a summary of the scope and objectives of our assignment, the methodologies applied and relevant observations from the activities undertaken.

2. Project requirement

The CFHIS is a modern health information management system designed to ensure that the health records of all Canadian Armed Forces (CAF) members are effectively and securely managed. The CFHIS is a critical system to DND. It is required to evolve with changes in health care to better meet the needs of the community it serves.

The CFHIS consists of a suite of commercial off-the-shelf software applications that support various functions including patient registration and scheduling, medical documentation, diagnostic imaging, laboratory, and dental treatment. These applications are seamlessly integrated to create a complete electronic health record for CAF members.

The proposed procurement includes a requirement to provide system extension activities as well as maintenance and support services. These contracted services will facilitate the sustainment and modernization of CFHIS in order to meet the business objectives of the client stakeholder: DND/CAF Health Services Group.

The CFHIS project is aimed to dramatically improve the CAF’s ability to plan, coordinate and command its forces during training and deployed operations.

Key to meeting this requirement is a continuous improvement support model that seeks to improve system effectiveness incrementally through finding better ways to maintain the system and implement changes. Within this context, DND has a requirement for a support service in order to maintain, update and extend the CFHIS and an as and when requested requirement for the integration of other information systems operating in its business domain of Health Services.

The CFHIS is consistent with the emerging electronic health record movement across Canada and brings to the CAF a capability being developed by all of our allies. DND has other information systems operating in the business domain of Health Services that may have an appropriate level of integration into the CFHIS. At present, CFHIS has 4,259 registered users located at 47 sites across Canada and internationally. Continued population growth is expected by incorporating other potential user groups. In addition, a read-only copy of the Electronic Health Record is utilized in deployed operational environments where Defence Wide Area Network connectivity does not exist or is intermittent.

The proposed Contract Period will be for three years, with irrevocable options to extend the Contract Period for up to four one-year periods.

3. Attestation of assurance

The FM hereby provides the following unqualified assurance statement concerning the procurement process for CFHIS Support Services, from the LOI phase and continuing through to the conclusion of the RFP evaluation phase.

It is our professional opinion that the procurement process for the above activities we observed, was carried out in a fair, open, and transparent manner.

4. Methodology

Samson & Associates was engaged as a FM to observe the procurement process for CFHIS Support Services, and to attest to the fairness, openness and transparency of this monitored activity.

In accordance with the terms of our engagement, we familiarized ourselves with the relevant documents, and observed bid solicitation activities (e.g., LOI, Industry Day, one-on-one meetings, Request for information phase (RFI), RFP and related question and answers), identified fairness-related matters to the contracting and technical authorities, and ensured that responses and actions were reasonable and appropriate.

4.1 Fairness monitor activities and observations related to the letter of interest phase

The LOI was issued by PSPC to provide information on the planned procurement and engage industry at the early stages. The overall objective of collaborating with the industry is to obtain valuable feedback to help shape CFHIS support requirements and possible alternative delivery solutions as well as the procurement strategy to achieve a delivery model to meet Canada’s needs.

Proponents were invited to attend an Industry Day, after which they were able to have one-on-one meetings with the Technical Authority of DND and the contracting authority of Public Services and Procurement Canada to provide their comments and suggestions for consideration during the acquisition process.

The LOI for CFHIS Support Services was posted on the government electronic tenders service, buyandsell.gc.ca, on May 7, 2013 and required proponents to register for the planned Industry Day before close of business on May 21, 2013. There were no amendments.

An Industry Day was held on June 3, 2013. Thirteen firms were in attendance. Only four questions were submitted during the process.

Ten proponents attended one-on-one sessions to provide their comments and suggestions for consideration during the eventual acquisition.

Observation: The LOI document was written in a clear and understandable manner. All questions submitted were responded to in a clear and understandable fashion and responses were provided to all proponents registered for Industry Day. The FM participated at Industry Day as well as all one-on-one sessions and reviewed the Summary of Industry Engagement document that was provided to all Industry Day attendees and posted on buyandsell.gc.ca.

No fairness issues were identified.

4.2 Fairness monitor activities and observations related to the request for information phase

The RFI issued included a draft RFP as an element of the Industry Engagement process to seek additional feedback on the requirement and the draft RFP document, prior to developing the final RFP.

The RFI was posted on the government electronic tenders service, buyandsell.gc.ca, on December 20, 2013 and closed on January 27, 2014. One amendment was issued on January 24, 2014 to respond to the only question raised during the process.

Approximately 175 suggestions for changes to the draft RFP were submitted during the process. These suggestions were considered by the Technical and Contracting Authorities in making revisions to the final RFP document. The FM reviewed all comments and questions and answers provided during the RFI period.

Observation: The RFI was written in a clear and understandable manner. All suggestions were captured in a disposition process for consideration in the development of the final RFP. The sole question submitted was responded to in a clear and understandable fashion.

No fairness issues were identified.

4.3 Fairness monitor activities and observations related to the request for proposal phase

The RFP was posted on the government electronic tenders service, buyandsell.gc.ca, on November 16, 2015. The initial closing of January 5, 2016 was extended through amendment until January 12, 2016. All enquiries were to be submitted in writing to the contracting authority no later than 10 calendar days before the bid closing date. Six amendments were issued in total and responded to the ten questions posed during the process. The FM reviewed the RFP and all questions and answers provided during the bidding period to ensure fairness-related considerations were satisfactorily addressed.

Observation: The RFP was written in a clear and understandable manner. The questions submitted were also responded to in a clear and understandable fashion.

No fairness issues were identified.

4.4 Fairness monitor activities and observations related to the request for proposal evaluation phase

Two bids were submitted in response to the RFP.

The bids were evaluated individually by the three evaluators, who met on several occasions to determine whether the bidders had met the mandatory and rated requirements. The FM and the contracting authority were also in attendance.

As a result of the final evaluation consensus meeting of February 19, 2016, both proponents were deemed to have met the mandatory and rated criteria stated in the RFP. The financial evaluation based on the criteria and methodology stated in the RFP determined the final ranking of the proponents. As a result, a successful proponent was identified on March 1, 2016.

No fairness issues were identified.

Observation: The instructions and tools of the evaluators were complete, respected the terms of the RFP and were consistent with the principles and practices of fairness, and they were executed fairly. Evaluation criteria, weighting and points awarded complied fully with what had been established in the RFP. The evaluation was performed as described by the RFP and the scoring was performed in strict accordance with the criteria. Consensus discussions were open and a consensus was reached for all the criteria.

Fairness monitor summary of findings: It is the opinion of the FM that the Evaluation Phase for the CFHIS requirement was conducted in a fair manner. In this context, fairness refers to decisions being made objectively, free from bias, favouritism or influence and conforming to established rules.

5. Reference documents

The following documents referenced by number in this report and unless otherwise indicated, are all available through PSPC.

LOI Phase

No.	Document	Document date / number
1	Letter of Interest # W8474-03BH01/C	Published on buyandsell.gc.ca on May 7, 2013
2	Industry Day Presentations	June 3, 2013
3	CFHIS Industry Engagement Summary	Published on buyandsell.gc.ca on June 14, 2013

RFI Phase

No.	Document	Document date / number
4	Request for Information # W8474-03BH01/D	Published on buyandsell.gc.ca on December 20, 2013
5	Amendment #1	Published on buyandsell.gc.ca on January 24, 2014

RFP Phase

No.	Document	Document date / number
6	Request for proposal #W8474-03BH01/E	Published on buyandsell.gc.ca on November 16, 2015
7	Amendment #1	Published on buyandsell.gc.ca on December 2, 2015
8	Amendment #2	Published on buyandsell.gc.ca on December 8, 2015
9	Amendment #3	Published on buyandsell.gc.ca on December 10, 2015
10	Amendment #4	Published on buyandsell.gc.ca on December 18, 2015
11	Amendment #5	Published on buyandsell.gc.ca on December 23, 2015
12	Amendment #6	Published on buyandsell.gc.ca on January 7, 2016

6. Addendum to fairness monitor final report, March 15, 2016 concerning the procurement process for Canadian Forces health information system support services.

This Addendum to the Fairness Monitor (FM) Final Report covers the period following the conclusion of the evaluation phase.

Fairness monitoring activities related to contract award and debriefings

There were two bids submitted in response to the request for proposals. The two firms were deemed qualified and the successful bidder was announced on June 15, 2016.

The unsuccessful bidder requested information regarding their score to potentially improve future proposals.

The contracting authority, one of the evaluator and the Project Manager as well as the FM met with the proponent on July 11, 2016 to respond to their questions related to their bid evaluation.

Fairness monitor attestation of assurance

The Fairness Monitor hereby provides the following unqualified assurance statement concerning the procurement process for Canadian Forces Health Information System Support Services commencing with the Request for Information continuing through contract award.

It is our professional opinion that the procurement process for the above activities we observed, was carried out in a fair, open, and transparent manner.