NZ Government Looking For People To Promote Water Fluoridation

11 June 2010
The Ministry of Health is seeking proposals for provision of a national water fluoridation support and coordination service to support DHBs and the Ministry in advancing water fluoridation in New Zealand.

The Service will

• monitor public discussion and decision-making processes on water fluoridation in New Zealand;
• provide a central authoritative, accurate and up-to-date source of information and critical commentary on research pertaining to fluoridation;

• coordinate support, communication and clinical and technical advice to, and on behalf of, DHBs and the Ministry;• ensure consistent, accurate, up-to-date information and messages are communicated by DHBs and the Ministry; and• evaluate the effectiveness of the Service in advancing water fluoridation in New Zealand

Request for Proposal (RFP)

June 11, 2010

PROPOSALS FOR NATIONAL WATER FLUORIDATION SUPPORT AND COORDINATION SERVICE

The Ministry of Health (“the Ministry”) is seeking proposals for provision of a national water fluoridation support and coordination service to support DHBs and the Ministry in advancing water fluoridation in New Zealand.

This document sets out the Ministry’s procedures and requirements for proposals, which all proposers should follow in formulation of their proposal.  Additional technical and descriptive information may be included where you wish to do so.  If you are in doubt about the relevance of providing information, we advise that the information should be included rather than omitted.

The Ministry is open to your suggestions as to approaches to delivering the services in the most cost-effective way.

The Ministry will select the preferred proposal(s) based on its evaluation of the proposals against the eligibility criteria specified in clause 2.5.  The Ministry and the preferred proposer may then enter into negotiations with a view to entering a contract on the basis of this request for proposal (RFP) and the indicative contract attached to this RFP (see clause 2.7).

Your attention is drawn in particular to clause 2.5 relating to the proposal selection process and to clause 2.8(a), that there is no intention that the selection process creates legal relations between the Ministry and proposers until such time as a formal contract is executed with a preferred proposer.

This RFP and any other information related to this RFP are available on the Government Electronic Tendering System (GETS), www.gets.govt.nz.

1 BACKGROUND

The oral health status of New Zealand is variable. Good Oral Health for All, for Life; The Strategic Vision for Oral Health In New Zealand (2006) notes that:

“The most dramatic and consistent inequities in oral health status are those between children in fluoridated and non-fluoridated areas.  Key to supporting an environment that supports good oral health is promoting the use of fluoride.  The Ministry’s current policy recommends water fluoridation at 0.7 to 1.0 milligrams per litre of drinking water.”

The Ministry recommends water fluoridation where technically feasible as a safe and effective means of improving oral health. In 2010 approximately 60% of New Zealanders have access to reticulated water supplies that are fluoridated: this is equivalent to about 50% of the total New Zealand population.  The Ministry has a target of achieving 70 percent water fluoridation.

DHBs must meet the requirements for water fluoridation as stated in the Service Specification for Public Health. These are to:

1.  Provide advice on the benefits of water fluoridation when the issue becomes a significant issue in the community …

2.  Assist and work with Mäori and other ethnic groups and communities as appropriate to provide advice around the benefits of water fluoridation

Under current legislation, local councils hold the mandate to decide whether to fluoridate their area’s water supplies, while DHBs are responsible for protecting the health of their population.  Community debate around the merits of water fluoridation is on-going. A recent referendum in Northland has resulted in the choice not to continue fluoridation whereas, after a campaign in Kapiti, the Kapiti Coast District Council decided to remain with fluoridation and not proceed to referendum.

Discussions about water fluoridation are characterised by strongly held opinions on both sides.  There is a need to distinguish fact from fiction and ensure that emerging research is considered in communications on water fluoridation.

The Ministry has now concluded that a National Water Fluoridation Support and Coordination Service is required to help DHBs and the Ministry advance water fluoridation in New Zealand.  To be beneficial to DHB’s and Ministry this Service needs public health and oral health clinical expertise including access to expertise in the fields of epidemiology, toxicology, pharmacology and medical ethics.

The objective of the Service is for the Provider to provide a proactive service that helps advance water fluoridation in New Zealand through:

·         monitoring of public discussion and decision-making processes on water fluoridation in New Zealand;

·         providing a central authoritative, accurate and up-to-date source of information and critical commentary on research pertaining to fluoridation;

·         coordinating support, communication and clinical and technical advice to, and on behalf of, DHBs and the Ministry;

·         ensuring consistent, accurate, up-to-date information and messages are communicated by DHBs and the Ministry; and

·         evaluating the effectiveness of the Service in advancing water fluoridation in New Zealand.

2          PROCEDURE AND TIMETABLE

2.1       Submission of proposal

Closing Date and timelines

Proposals must be received by 3pm on Friday 9 July 2010 (“the Closing Date”) by the Ministry’s Contact Person specified in clause 2.2 below.

The key milestones associated with the issue of the RFP are expected to be as follows (note that this timetable may be subject to change):

Date Milestone
2 July 2010 Deadline for submission of questions
9 July 2010 Closing Date for proposals
23 July 2010 (indicative) Preferred proposer identified and notified
30 August 2010 (indicative) Contract(s) signed and unsuccessful proposers notified

Format of proposals

Your proposal must be delivered to the Ministry’s Contact Person, by the Closing Date, in a sealed envelope marked National Water Fluoridation Support and Coordination Service in the following format:

  • Six 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 proposal by facsimile or email.

You may amend or withdraw your proposal 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 proposals and the withdrawal of any proposal.

All notices in regards to this RFP will be forwarded to the address provided by proposers in their proposal.

2.2       Enquiries

General enquiries about this proposal must be made during business hours to the Ministry’s Contact Person:

Megan Williams

Senior Advisor, Contracts

Oral Health Team

Ministry of Health

by email:                   megan_williams@moh.govt.nz

by delivery:

  • post:                   PO Box 5013

Wellington

  • street address:   1 The Terrace

Wellington

Note that your proposal may only be delivered to the Ministry’s Contact Person by post or delivery.

Proposers must not:

  • contact any other person at the Ministry regarding this RFP 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 proposal process.  Any proposer who either directly or indirectly makes any such approach may be disqualified.
  • make any public statement in relation to this RFP, the RFP process, your proposal or participation in the RFP 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 proposers, and is not in this RFP or its attachments, may be notified to others to whom this RFP has been provided and published on GETS.

2.3       Confidentiality

If your proposal 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 is required to publish on GETS the name, address and approximate value of the successful proposer and proposal.

2.4       Ownership of proposal documents

All proposal documents will become the property of the Ministry on lodgement.

Ownership of the intellectual property rights in a proposal does not pass to the Ministry with the lodgement of the proposal.  However in submitting a proposal, the proposer grants the Ministry a licence to retain, use, disclose and copy the information contained in any proposal document for the purposes of:

  • evaluating or clarifying the proposal;
  • evaluating any subsequent proposal;
  • negotiating any resultant contract;
  • managing a contract with the successful proposer (if any);
  • responding to any challenge to the RFP process, audit and complying with governmental and parliamentary reporting requirements or request for information; and
  • any other purpose related to the RFP process or above purposes.

2.5       Proposal selection process

The Ministry must be satisfied that you and your proposal meet certain eligibility criteria before your proposal may be selected and consideration given to entering into a contract with you.

The criteria for your proposal to be an eligible proposal are that the Ministry is satisfied that:

  • your proposal complies with the requirements of this RFP;
  • 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 accept proposals on the basis of this RFP.  However, the Ministry may (at its option) consider non-conforming proposals.  Any non-conforming proposers should clearly identify the aspects of your proposal that do not conform to the proposal requirements.

In considering your proposal, the Ministry may ask you for further information, or to verify information, in relation to any aspects of your proposal.

If the Ministry’s discussions with proposers or other circumstances make it necessary to extend the indicative date by which the Ministry wishes to select preferred proposer(s) in clause 2.1, the Ministry may notify parties who have submitted a proposal of the necessary extension of time.

The Ministry reserves the right at any time to:

  • accept or reject all or any proposal and to not accept the lowest priced proposal(s);
  • consider, accept, or reject any non-conforming proposal, at the Ministry’s sole discretion;
  • suspend or cancel (in whole or in part) this proposal and the proposal process at any time;
  • re-invite proposals;
  • seek additional proposals;
  • waive any irregularities or informalities in the proposal process;
  • amend any timetable in the RFP;
  • amend this RFP, 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 proposers and offer any of the other proposers the opportunity to amend their proposals where, as a result of one or more proposals received or for any other reason, the Ministry decides to change the services that the Ministry intends to purchase;
  • negotiate and/or conclude a formal contract with any party, whether or not that party has submitted a proposal;
  • negotiate concurrently with one or more proposers pending execution of an agreed contract by the Ministry;
  • negotiate with any proposer or proposers, at any time before or after acceptance of a proposal, and upon any terms and conditions;
    • not enter into any contract in relation to the matters described in this RFP.

A decision to select a proposal may be conditional, for example, subject to certain revisions being agreed.  It is likely that such conditions will be discussed with the proposer before negotiations commence towards written agreement.

2.6       Acceptance process

The Ministry will notify a preferred proposer (if any) in writing if its proposal has been accepted.

Unless otherwise notified, your proposal may be accepted by the Ministry at any time from the date that the preferred proposal will be identified in clause 2.1.  Unless invited by the Ministry, your proposal may not be amended or withdrawn after that date.

Upon acceptance by the Ministry of a preferred proposal, the Ministry and the preferred proposer may enter into negotiations with a view to entering into a contract on the basis of this RFP and the indicative contract attached to this RFP.  Where the date for the signing of the contract(s) in clause 2.1 needs to be extended, the Ministry will advise the preferred proposers it is negotiating with.

Unsuccessful proposers, who have not already been notified, will be notified in writing by the Ministry that their proposals have not been successful once a contract has been executed between the Ministry and the preferred proposer.


2.7       Contract

An indicative contract is attached.  Inclusion of the contract at this stage is to inform you about the Ministry’s standard terms and conditions and to assist you to plan your proposal.  If there are clauses of the contract that your organisation will not accept, please identify them in your proposal.  Your proposal should explain the difficulty and, if you wish, suggest an alternative approach.

The Ministry’s selection of a preferred proposer will be influenced by the willingness of the proposer to negotiate a contract that meets the Ministry’s requirements, in a responsive and co-operative manner.

The Ministry reserves the right to amend any part of the indicative contract before and during negotiations.

2.8       General

(a)               This RFP may result in negotiations with a view to entering a contract for services, but of itself is not an offer that proposers accept by submitting proposals.  Instead, this RFP is to be based on common law relating to proposals, being that the RFP is an invitation to treat and each proposal is an offer upon which the Ministry may negotiate with a view to acceptance once a written contract is executed.  Accordingly, proposers should take note that in relation to proposals 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 proposal 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 proposal or from the preparation or lodgement of your proposal.

(c)               Proposers and their officers, employees, agents and advisers must not engage in any collusion, anti-competitive conduct or any similar conduct with any other proposer or person in relation to the preparation or lodgement of their proposals.

(d)               This RFP, and any contract(s) that may be established as the result of this RFP, is governed by New Zealand law.

(e)               Proposals shall remain valid for a period of 180 days from the Closing Date.

(f)                 By responding to this RFP, you accept the terms and conditions of this RFP and the RFP process.


3          THE SERVICES

The Ministry of Health requires the following services:

3.1    General Description

The Provider will provide a support and co-ordination service for water fluoridation activities of the Ministry of Health and District Health Boards (‘the Service”)

3.2 Service Objective

3.2.1        The objective of the Service is for the Provider to provide a proactive service that helps advance water fluoridation in New Zealand through:

·         monitoring of public discussion and decision-making processes on water fluoridation in New Zealand (see clause 3.4.1);

·         providing a central authoritative, accurate and up-to-date source of information and critical commentary on research pertaining to fluoridation (see clause 3.4.2);

·         coordinating support, communication and clinical and technical advice to, and on behalf of, DHBs and the Ministry (see clauses 3.4.3 to 3.4.5);

·         ensuring consistent, accurate, up-to-date information and messages are communicated by DHBs and the Ministry (see clause 3.4.6); and

·         evaluating the effectiveness of the Service in advancing water fluoridation in New Zealand (see clause 3.4.7).

3.3 Considerations in provision of services

The Provider will ensure that any Provider staff involved in providing the Service will:

·         be well-informed about water fluoridation and the research into its effectiveness and consequences;

·         be trained in how to respond to the media;

·         act in a manner that ensures there are high levels of accountability for the use of public money;

·         maintain an objective and credible viewpoint when reviewing literature and framing communications on water fluoridation;

·         inform the Ministry on becoming aware of any significant risk that would be considered to have high media or public interest; and

·         not act in a way that may contradict or be inconsistent with Ministry policy on water fluoridation or with Good Oral Health for All, for Life.

3.4 Service Components

Monitoring of public discussion and decision-making processes

3.4.1        The Provider will –

·         monitor the environment in which water fluoridation is publicly discussed and decisions made by public bodies in New Zealand;

·         seek and identify opportunities to extend water fluoridation in New Zealand; and

·         identify risks to the existing extent of water fluoridation

by:

·         providing an annual report of the current status of water fluoridation, including:

–          an assessment of risks, opportunities and the schedule for reviewing the District Plan, for each local authority (as defined in the Local Government Act 2002); and

–          an account of DHB response to public discussion and decision making processes in each situation;

·         regularly monitoring and reporting on the activity of major New Zealand anti-fluoride websites; and

·         monitoring national and major provincial media for articles and discussions pertaining to water fluoridation and fluoridation-related topics.

Providing a central authoritative, accurate and up-to-date source of information and critical commentary on research

3.4.2        The Provider will –

·         provide a central source of authoritative, accurate and up-to-date information and commentary on research and reports pertaining to fluoridation; and

·         monitor developments in fluoridation-related research

by

·         conducting ongoing and timely critical reviews of new research or reports identified through the Oral Health Knowledge Library;

·         communicating, through the Oral Health Network website, a summary of and commentary on significant research/report results and conclusions of interest to both the Ministry and the oral health sector;

·         conducting, and reporting on, a six-monthly robust critical review of new research literature on fluoridation from both national and international sources derived for the Oral Health Knowledge Library.  The report must be written to a high academic standard and include a plain English summary; and

·         in the first calendar year of the Service, producing, by 17 December 2010 and to the Ministry’s satisfaction, a comparative summary of significant reviews of fluoridation-related research published between 2000 and the date of commencement of the Service and considering the significance of these reviews to Ministry policy on water fluoridation.

Coordinating support, communication and clinical and technical advice

3.4.3        The Provider will support the Ministry and DHBs in advancing water fluoridation in New Zealand by:

·         coordinating water fluoridation activity by DHBs through facilitating information sharing between DHBs;

·         providing clinical and technical advice to DHBs and Ministry;

·         providing clinical and technical representation at relevant local authority or community meetings as identified to be necessary by DHBs or Ministry;

·         providing advice on alternative ways for local authorities to address the fluoridation issue;

·         providing advice to DHBs and Ministry in relation to communications on water fluoridation to local authorities, communities and media, including, but not limited to,:

–          building arguments that communicate the benefits of water fluoridation;

–          building arguments in response to mis-information being promulgated about water fluoridation;

–          preparing press releases for use by DHBs or Ministry;

–          supporting the Chief Dental Officer of the Ministry in responding to the media on the water fluoridation issue as required by the Chief Dental Officer; and

–          making recommendations for other communications vehicles relevant to the audience.

3.4.4        The Provider will communicate information on water fluoridation and, as relevant, the activities of the Service, by:

·         leading the fluoridation issue for the Oral Health Network website and Knowledge Library;

·         administering the content of the fluoridation pages on the Oral Health Network website;

·         ensuring information such as media clippings and summaries of new research studies and reports are disseminated via the Network website;

·         maintaining a database of sector contacts with interest in promoting water fluoridation (for example PHUs, Public Health Dentists and Principal Dental Officers);

·         engaging in regular communication with sector contacts with interest in promoting water fluoridation, including, but not limited to, a quarterly update on the activities of the Service;

·         establishing linkages with organisations involved in supporting or promoting water fluoridation in New Zealand (for example, the New Zealand Dental Association, Te Ao Marama, Otago University, and Auckland University of Technology) and other non-government health organisations involved in child health (such as Plunket);

·         regularly communicating about water fluoridation with organisations involved in supporting or promoting water fluoridation and child health in New Zealand; and

·         pro-actively communicating with local authorities to promote water fluoridation including, but not limited to, making presentations on water fluoridation at local government meetings, seminars or conferences at national or regional levels.

3.4.5        The Provider will provide information to support the Ministry in responding to requests made under the Official Information Act 1982 and Ministerial correspondence on water fluoridation.


Ensuring consistent, accurate, up-to-date information and messages

3.4.6        The Provider will ensure that information and messages about fluoridation communicated by DHBs and Ministry are consistent, accurate and up-to-date by:

·         reviewing the accuracy and currency of the content of:

–          the fluoride pages on the Ministry website (www.moh.govt.nz); and

–          the Ministry’s consumer resources on water fluoridation,

and suggesting amendments and updates as required;

·         providing DHBs, where requested by DHBs and/or the Ministry, with information to support the development of:

–          consumer information and promotional materials tailored for local fluoridation activities; and/or

–          submissions, presentations and/or other communications to local authorities.

Evaluating the effectiveness of the Service

3.4.7        The Provider will identify effective strategies for supporting and promoting fluoridation in New Zealand by regularly evaluating the effectiveness of the activities undertaken by the Service to advance water fluoridation in New Zealand with particular emphasis on the relative success of strategies adopted at the community level.

Annual Reporting to the Ministry

3.4.8        The Provider will produce an Annual Plan for the Service, to the Ministry’s satisfaction, by –

·         31 August 2010 for activities planned for the Service for the fiscal year to 30 June 2011; and

·         20 June 2011 for activities planned for the Service for the fiscal year to 30 June 2012.

3.4.9        The Provider will also submit an Annual Report for the Service, to the Ministry’s satisfaction, by –

·         20 June 2011 for activities performed and forecast to be completed by the Service for the fiscal year to 30 June 2011; and

·         20 June 2012 for activities performed and forecast to be completed by the Service for the fiscal year to 30 June 2012.

3.4.10    The Provider will ensure that each Annual Plan –

·         is informed by the monitoring described in clause 3.4.1 and the information evaluation as detailed in clause 3.4.2;

·         includes a detailed action plan addressing each of the service areas, being:

–          monitoring of public discussion and decision-making processes;

–          providing a central authoritative, accurate and up-to-date source of information and critical commentary on research;

–          coordinating support, communication and clinical and technical advice;

–          ensuring consistent, accurate, up-to-date information and messages; and

–          evaluating the effectiveness of the Service;

·         includes performance parameters, key outputs and a schedule for delivery of key outputs for each service area developed in discussion with the Ministry; and

·         contains a breakdown of anticipated expenditure for the year.

3.4.11    The Provider will ensure that each Annual Report includes:

·         a report on performance to the approved Annual Plan, including an account of activities carried out by the Service to co-ordinate support , communication and clinical and technical advice to the Ministry and DHBs as detailed in clause 3.4.3;

·         a report on delivery of the key outputs, as set out in clause 3.5;

·         a summary of the fluoridation environment in New Zealand as identified by the monitoring activities described in clause 3.4.1 and an overview of changes that have happened to that environment during the course of the fiscal year being reported on;

·         a summary of major developments in fluoridation-related research and information as identified by the research monitoring and reviews described in clause 3.4.2;

·         a summary of major risks and opportunities identified for water fluoridation in New Zealand during the fiscal year being reported on;

·         where applicable, the quarterly reports and other outputs, as detailed in clause 3.5 that are also due on the same date as the Annual Report; and

·         an account of the actual expenditure incurred by the Service relative to the budget established in the approved Annual Plan.

3.5 Key Outputs

The key outputs the Provider will provide include, but are not limited to:

·         Annual Plans as detailed in clauses 3.4.8 and 3.4.10;

·         annual reports of the current status of water fluoridation landscape as detailed in clause 3.4.1, with the first report due by 17 December 2010 and subsequently in the Annual Reports as detailed in clauses 3.4.9 and 3.4.11;

·         quarterly reports on activity on anti-fluoridation websites, with the first report due by 24 September 2010 and subsequent reports due by 20 December, 20 March, 20 June and 20 September in each fiscal year of the Service;

·         quarterly reports on coverage of fluoridation in national and major provincial media with the first quarterly report due by 24 September 2010 and subsequent reports due by 20 December, 20 March, 20 June and 20 September in each fiscal year of the Service;

·         six-monthly reviews of new research on fluoridation as detailed in clause 3.4.2, with the first report due by 17 December 2010 and subsequent reports due by 20 June and 20 December in each fiscal year of the Service;

·         a retrospective summary of reviews of fluoridation research as detailed in clause 3.4.2 by 17 December 2010;

·         ongoing input to the Oral Health network website as detailed in clause 3.4.4 with at least one new item to be posted every two weeks;

·         a database of sector contacts as detailed in clause 3.4.4, with the first version of the database to be available by 24 September 2010 and subsequent updates to the database due quarterly by 20 December, 20 March, 20 June and 20 September in each fiscal year of the Service;

·         quarterly communications to sector contacts as detailed in clause 3.4.4, with the first communication by 24 September 2010 and subsequent communications due by 20 December, 20 March, 20 June and 20 September in each fiscal year of the Service;

·         at least one contact with each organisation identified as involved in supporting or promoting water fluoridation as detailed in clause 3.4.4 in each fiscal year of the Service;

·         attendance and presentation at no less than two local authority meetings in each fiscal year of the Service;

·         at least one presentation to local authority organisations at a regional or national level in each fiscal year of the Service;

·         suggested amendments and revisions to the content of the Ministry’s fluoride website pages and consumer resources as detailed in clause 3.4.6 due by 30 March in each fiscal year of the Service;

·         annual report on the evaluation of the effectiveness of the Service as detailed in clause 3.4.7 due by 20 June in each fiscal year of the Service; and

·         Annual Reports as detailed in clause 3.4.9.

3.6 Processes and compliance with relevant legislation and standards

3.6.1        The Provider must comply with the privacy, confidentiality and consent requirements of any applicable legislation, including the Privacy Act 1993, the Health and Disability Commissioner Act 1994, the Code of Health & Disability Services Consumers’ Rights Regulation 1996 and the New Zealand Public Health and Disability Act 2000.

3.7 Quality requirements

3.7.1        In fulfilment of the Service, the Provider must ensure that any written material, advice proffered and oral communication undertaken, is performed in accordance with the following performance measures:

·               factually correct, evidence-based and accurate;

·               clear, concise, using plain English and good grammar;

·               delivered to the Ministry by the due dates;

·               in accordance with the expectations of Ministry representatives;

·               the result of careful consideration of all relevant information; and

·               meets all legislative requirements.

3.7.2        When performing the Service the Provider must conduct their work in such a manner that:

·         results in the achievement of high standards of quality

·         is consistent with the Ministry’s values of consistency, coherency and professionalism;

·         results in a professional, comprehensive investigation consistent with best practice of business standards; and contributes to a constructive relationship with those that the Provider

4          CONTENT OF YOUR PROPOSAL

Please include the following information in your proposal:

4.1       Title of the proposal

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

Management structure and key managers by name, title and role

4.3       Details

(a)               Description or method for providing the services Describe how you intend to provide the services required in Part 3 of this RFP including an outline of proposed procedures.

(b)               Performance measures – Performance indicators and targets will be negotiated on the basis of the proposed outputs and/or outcomes for the services.  You should suggest possible performance measures, quality indicators, timetable and payments.

4.4       Pricing

(a)        Price – Indicate your price for providing the services, supported by a general budget breakdown of the main components.  Identify likely disbursements separately from your price to supply the services.  All prices specified in your proposal must be quoted in New Zealand dollars and be exclusive of GST but inclusive of all other taxes and duties.  Prices quoted should remain valid for 180 days.

4.5       Other requirements that the proposal should address

(a)               Professional expertise – Your proposal must have, and set out, your appropriate skills and expertise to provide technical advice on water fluoridation and to give advice on communications about water fluoridation.  You must have, and set out, your appropriate credibility, credentials qualifications, accreditations and/or expertise in the fields of oral health, epidemiology, pharmacology, toxicology and medical ethics particularly as the expertise relates to water fluoridation and in the field of communications. You should include the name(s) and credentials of the person(s) you propose will provide the service(s) required by the Ministry.

(b)               Previous experience – Your proposal should document your organisation’s activities / experience in addressing fluoridation or other topical health issues particularly oral health related matters and in providing detailed technical advice such as critical literature reviews on health issues particularly relating to oral health.

(c)               Quality of services – Your proposal should demonstrate how you will ensure the services to be provided will be of excellent quality. For example, you could describe your internal quality assurance processes.

(d)               Service priorities – Your proposal must show that you are able to put aside adequate time and resource for the services to be provided under the contract in order to ensure that the provision of the services is not compromised by your other commitments.

(e)               Confidentiality

  • If you consider any parts of the proposal should be held confidential, your proposal must indicate the reasons why.
  • Your proposal must describe the arrangements you have to ensure client confidentiality (of the Ministry and any member of the public involved in any services).

(f)                 Conflict of interest – Your proposal must identify any existing or potential conflicts of interest related to the proposal 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.

(g)               Insurance – Your proposal must specify whether you have, or will obtain, adequate insurance to cover any liabilities that may arise from providing the required services.

(h)               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 RFP.  Your proposal should specify how you will ensure that they meet these requirements.  Each such party should be identified clearly in your proposal.

(i)                  Indicative contract – Your proposal must list the clauses of the indicative contract that you have issue with, if any, accompanied by the reasons for not agreeing.  You may suggest alternative wording.

(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 proposal should summarise how these practices and abilities work within your organisation and provide examples of your organisation’s efforts to promote good health.

(k)                References – Your proposal should include the names and contact details for two or more referees that the Ministry may approach, including:

  • the name of the referee;
  • the telephone number and email address of the referee’s key contact person;
  • an overview of the referee and its business;
  • an overview of the services provided to the referee;
  • the period over which the services were provided.

5          PROPOSAL EVALUATION CRITERIA

The following criteria will be used when assessing the proposals received and selecting the preferred proposer (if any).  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.

Proposal

  • Does the proposal demonstrate an understanding of and deliver on the full scope of Service requirements?
  • Does the proposal demonstrate how the Services will be delivered?
  • Is there evidence of innovative practice or thinking?

Capability and capacity

  • Does the proposer have communications experience and expertise?
  • Does the proposer have experience in delivering public health programmes/messages?
  • Does the proposer have linkages with the oral health sector?
  • Does the proposer have experience in dealing with local authorities?
  • Does the proposer have experience and expertise in relation to water fluoridation?
  • Does the proposer have adequate access to technical expertise in the fields of oral health, epidemiology, toxicology, pharmacology and medical ethics to support delivery of the Service?
  • Does the proposer have experience in delivering robust critical reviews of the scientific literature, particularly as it relates to oral health?
  • Are the mechanisms proposed for dealing with the media adequate?
  • Does the proposal establish a realistic programme of work?
  • Are the evaluation programme and quality measures the proposer suggests sufficient?
  • Does the proposer have any conflicts of interest or potential conflicts?

Cost efficiency

  • Are the costs reasonable and does the proposal represent value for money
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