request for proposal: security and traffic flow … | 3 3.0 project scope we are looking for...

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Request for Proposal: Security and Traffic Flow

Assessment

Table of Contents 1.0 General Information ................................................................................................. 2

2.0 Background ............................................................................................................. 2

3.0 Project Scope .......................................................................................................... 3

4.0 Bidder Qualifications ............................................................................................... 5

5.0 Submission and Completion Deadline ..................................................................... 5

6.0 Project Deliverables ................................................................................................. 5

7.0 Supporting Resources ............................................................................................. 6

8.0 Proposal Requirements ........................................................................................... 6

9.0 Evaluation Criteria ................................................................................................... 7

10.0 Submission Requirements ....................................................................................... 7

11.0 Access to Information .............................................................................................. 8

12.0 Evaluation Process .................................................................................................. 8

13.0 Reporting Structure ................................................................................................. 9

14.0 Pricing and Payment ............................................................................................. 10

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1.0 General Information

Central Health is one of four regional health authorities (RHAs) that deliver healthcare services in Newfoundland and Labrador. It employs approximately 3300 staff and covers the second largest health region in the province, serving a population of approximately 94,000. Central Health services a diverse geographical area that encompasses more than half of the total land mass of the island and is responsible for the delivery of primary, secondary, long-term care, and community health services. These services are provided in 43 sites through a number of health centres, long-term care (LTC) facilities, and two regional referral centres. The purpose of the Request for Proposal (RFP) is to invite prospective bidders to submit a proposal to provide a security assessment which will include a thorough analysis of the security risks, strengths and weaknesses apparent in the structures, processes and policies within Central Health; these may be site specific and/or organizational. Additionally, a traffic flow assessment is requested for two sites.

2.0 Background

Central Health provides services in a 24 hour per day, seven days per week operation. There are numerous risks to employees, clients and the physical infrastructure inherent in the provision of healthcare. Acute, primary, and long term health care services are provided to the clients of Central Health from 43 discrete locations. Central Health has in excess of 3300 staff spread over a geographic area shown in Figure 1.

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3.0 Project Scope

We are looking for companies who are experienced in the field of assessing the security needs and traffic flow concerns of health care organizations with similar size facilities to provide us with a risk assessment and recommendations to mitigate the identified risks due to safety, violence, theft, and/or other breaches of security. Bidders are required to balance the need to be accessible and user friendly for clients including families, persons with disabilities, and the aging population central health with the issues of worker safety and loss protection. The assessment process will include a detailed examination of the premises and a thorough inspection of all security systems, policies and procedures. Best conducted as a proactive measure as part of an overall risk management strategy, the main objective of the assessment is to determine the following: a) Baseline security position b) Existing vulnerabilities c) Recommendations for further safeguards that allow us to mitigate risk without

negatively impacting the client experience.

The security assessment for Central Health facilities will include:

1. Conducting a comprehensive review of the a. The facilities and their security practices. b. Current security protocols provided by existing personnel. c. Current security of each site with respect to entrances and exits including

capabilities for afterhours locking and total lock down in case of emergency. d. Lockdown procedures for specific departments. e. Security camera placement, usage, retrieval and archiving. f. Adequacy of emergency code response plans (e.g. code white; code silver). g. Policies and procedures related to the response to client and worker risk for

violence.

2. Conducting an analysis of the interventions that have been successfully implemented other similar health care jurisdictions to meet similar security and safety gaps as identified in Central Health.

3. Recommending the changes that Central Health needs to consider to ensure that existing vulnerabilities with respect to client and worker safety have been mitigated both during the delivery of normal operations and in emergency high risk

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situations. Recommendations should consider probability, cost effectiveness, sustainability, feasibility and positive client experience.

Additionally, a parking and traffic flow assessment is requested for James Paton Memorial Regional Health Centre and Central Newfoundland Regional Health Centre: 1. Review traffic flow for building access including emergency vehicles and staff and

public vehicles.

2. Review current permit and metered parking and enforcement of parking violations. 3. Assess parking and traffic flow with a consideration of positive client experience

and staff safety.

Interested parties are advised to understand that this assessment is undertaken in the context of a unionized work environment and any recommendations affecting staffing will be governed by the applicable collective agreement. The project deliverables will include: 1. Description of current process, strengths and weaknesses.

2. Literature review of leading practice in health care security . 3. Indication of gaps and mitigating factors. 4. Options to address the gaps and identified weaknesses.

5. Analysis of potential impact on staff, clients and families. 6. Cost of presented options. 7. Recommendations grouped in order of priority based on risk. Central Health facilities are presented in Group A and Group B in Appendix A. Group A facilities provides 24 hour operation which includes a combination of long term, acute care and emergency services. Group B facilities provide primary health services and are generally open during daytime business hours. Proposals are requested for both groups separately; one proposal for the provision of a security assessment for Group A and additionally, proposals are requested for the provision of a security assessment for both Group A and B; traffic flow may be included in each proposal or may be submitted as a separate proposal. Central Health reserves the right to award the contract in whole or in part.

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4.0 Bidder Qualifications The following are minimum qualifications requirements of consultants:

Background in security and building safety systems, where applicable proof of licensing and certification.

Understanding of Occupational Health & Safety Requirements in NL.

Understanding of client friendly health care environments, in particular age friendly facilities.

Proven experience in completing analysis for multi facility organizations.

Strong project management and writing skills.

Ability to work with a prescribed budget achieving objectives and meeting time lines

Knowledge of the health care system in NL and Central Region

Knowledge of parking lot standards and requirements.

References from a minimum of two past clients.

5.0 Submission and Completion Deadline Questions / Clarification Deadline Date: August 26, 2015, 4:00PM Bidder Submission Due Date: September 4, 2015, 4:00 :

6.0 Project Deliverables

Draft report

Final report including o Coverage of the scope covered in 3.0 above o Description of current process, strengths and weaknesses o Literature review of leading practice in health care security o Indication of gaps and mitigating factors o Analysis of potential impact on staff, clients and families o Description of options o Costing of options o Recommendations

Final Presentation to Steering Committee

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7.0 Supporting Resources

Successful vendors are encouraged to review Central Health documents pertaining to security breaches and reports of violence, theft and other security concerns, along with policies, procedures, blueprints and codes. This will be provided to the successful vendor only after the contract has been awarded. All documents will be considered confidential and all copies will be disposed of properly at the end of the engagement.

8.0 Proposal Requirements

The proposal should include an indication of understanding of project requirements including the risks to the organization, the geographic area, the approach and methodology the consultants would use, time frames and fees. The proposal should also include an attachment summarizing the experience of the consultants, particularly as it relates to security in health care.

Proposal Criteria

1.0 Methodology/Approach

1.1 Scope of Work Statement and Understanding of Requirements

1.2 Work Plan Clearly Addressing the Deliverables Specified

1.3 Project Plan and Delivery Schedule

1.4 Format of report and implementation plan

2.0 Experience/Qualifications

2.1 Demonstrated Expertise

2.2 Experience in presented project examples

2.3 References

2.4 Proposed project leader, key team members and resumes

2.5 Previous experience with the consultant

2.6 Experience in Newfoundland and Labrador Healthcare Environment

3.0 Cost of Service (Including identification of any reliance on Central Health resources and/or information)

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9.0 Evaluation Criteria

Qualified vendors who submit a proposal for this initiative will be evaluated based on the proposal criteria and will be selected for a presentation of their services to a review committee. The technical evaluation committee will use the following criteria and weight factors to evaluate the proposal submissions:

Methodology/Approach 20% Experience/Qualifications 50% Cost of Service 30% Central Health does not bind itself to a selection of a vendor through this process, nor is it bound to accept the lowest cost or any proposal.

10.0 Submission Requirements

Submission must be in the form of six hard copies and an electronic copy in PDF format. Hard copies must be submitted in a sealed envelope clearly marked “Proposal for Security Assessment Services.” Submissions must be addressed to:

Ray Compton, Regional Director of Materials Management

21 Carmelite Road Grand Falls-Windsor, NL A2A 1Y4

10.1 Proposals received via facsimile machine will not be accepted. 10.2 All prices quoted in the proposal are to be in Canadian funds and are to show all

applicable taxes.

10.3 Proposals, rather than tenders, have been requested in order to afford consultants an opportunity to demonstrate their specific expertise and potential for an innovative approach in providing consulting services. The proposed approach should satisfy Central Health’s needs in a cost-effective and timely manner.

10.4 Proposals must be based on these instructions and terms of reference. 10.5 Proposals must clearly show the complete company name, name and telephone

number of primary contact person(s).

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10.6 All hard copies of proposals should be on 8 ½ inch x 11-inch format paper printed on both sides. The main body of the proposal should be limited to maximum of twenty five (25) pages. The PDF file must be readable by Adobe Acrobat.

10.7 Consultants are solely responsible for any costs or expenses related to the preparation and submission of proposals.

10.8 After the closing time and date, all proposals received by the Central Health become the property of Central Health.

10.9 The consultant’s proposal must remain valid for a period of 90 days after the date of closing noted in Section 7.1.2 above.

10.10 The laws of the Province of Newfoundland and Labrador shall govern this proposal and any subsequent contract resulting from this proposal.

11.0 Access to Information

11.1 Central Health is subject to the provisions of the Access to Information and Protection of Privacy Act. Section 27 of the Act excludes the disclosure of information that would be harmful to the business interests of a third party and any disclosure by the Central Health would be subject to that provision.

12.0 Evaluation Process A Review Committee, made up of representatives of Central Health, will evaluate the proposal submissions. Based on the results of the review, the committee will make a recommendation to Central Health on a prime consultant. The committee reserves the right to accept any or none of the proposals submitted and will evaluate proposals based on the best value and not necessarily the lowest cost. Please refer to the evaluation criteria outlined in Section 6.0 and 8.0 of the Terms of Reference. Acceptance of the selected vendor is subject to the approval of Central Health. 12.1 Proposals will be evaluated by a review committee which will include:

Director, Employee Wellness, Safety and Development

Director, Plant Services and Maintenance

Manager, Health Emergency Management/Para-Medicine & Medical Transport Programs

Program Director, Emergency, ICU & Medicine Services/ Paramedicine & Medical Transport/Health Emergency Management

Senior Project Manager

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The committee will review all proposals submitted and tentatively identify a preferred vendor. The vendor will be requested to provide a presentation of their submission. 12.2 The Review Committee reserves the right to conduct pre-selection meetings with

consultants, which may include a run-through of the proposal submission.

12.3 The successful vendor will be required to enter into a separate standard form of agreement between Central Health and the vendor services related to the funded project. The agreement must be reviewed and approved by Central Health prior to execution.

13.0 Reporting Structure

13.1 The successful vendor will report directly to:

Gail Huang Director, Employee Wellness, Safety and Development

Central Health JPMRHC

125 TCH, Gander, NL A1V 0A7

Tel: 709-256-5620 Fax: 709-256- 5624

Email: [email protected]

13.2 The successful vendor shall maintain a communication structure that includes Central Health and other significant stakeholders.

13.3 Enquiries

13.3.1 All enquiries regarding this RFP must be directed to:

Gail Huang

Director, Employee Wellness, Safety and Development Central Health

JPMRHC 125 TCH, Gander, NL A1V 0A7

Tel: 709-256-5620 Fax: 709-256- 5624

Email: [email protected]

mailto:[email protected]

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13.3.2 All questions should be submitted, in writing at least ten (10) days prior to the closing time and date. No amendments will be issued five (5) days prior to closing.

13.3.3 Any verbal representations, promises, statements or advice made

by employees of Central Health other than written responses offered through Central Health, should not be relied upon.

14.0 Pricing and Payment Proposals will include a detailed budget including an itemized list of the resource requirements, the per diem rates and the number of days / hours as per the following table.

Resource Rate # Days / Hours Total

Indicate resources name and role

Per diem rate Estimation of work days (expected and max)

Total

Group A Facilities

A.M. Guy Memorial Health Centre P.O. Box 10 Buchans, NL A0H 1G0 P: (709) 672-3304/3305 F: (709) 672-3390

Fogo Island Health Centre P.O. Box 9 Fogo, NL A0G 2B0 P: (709) 266-2221 F: (709) 266-1070

Baie Verte Peninsula Health Centre 1 Columbus Drive Baie Verte, NL A0K 1B0 P: (709) 532-4281 F: (709) 532-4939

Green Bay Health Centre P.O. Box 280, 275 Main Street Springdale, NL A0J 1T0 P: (709) 673-3911 F: (709) 673-2114

Bay d’Espoir Community Health Centre P.O. Box 369 St. Alban’s, NL A0H 2E0 P: (709) 538-3244 F: (709) 538-3228

James Paton Memorial Regional Health Centre 125 Trans-Canada Highway Gander, NL A1V 1P7 P: (709) 256-2500 F: (709) 256-7800

Bonnews Lodge Badger’s Quay, NL A0G 1B0 P: (709) 536-2160 F: (709) 536-3334

Lakeside Homes 95 Airport Boulevard Gander, NL A1V 2L7 P: (709) 256-8850 F: (709) 256-4259

Brookfield/Bonnews Health Centre Brookfield, NL A0G 1J0 P: (709) 536-2405 F: (709) 536-2433

Lewisporte Health Centre 21 Centennial Drive P.O, Box 880 Lewiporte, NL A0G 3A0 P: (709) 535-6767 F: (709) 535-8383

Carmelite House 50 Union Street Grand Falls-Windsor, NL A2A 2E1 P: (709) 489-2274 F: (709) 292-2593

Notre Dame Bay Memorial Health Centre Twillingate, NL A0G 4M0 P: (709) 884-2131 F: (709) 884-2586

Central Health Regional Office 21 Carmelite Road Grand Falls-Windsor, NL A2A 1Y4 P: (709) 292-2138 F: (709) 292-2249

Therapeutic Residence Grand Falls-Windsor (709) 489-6651

Central Newfoundland Regional Health Centre, 50 Union Street Grand Falls-Windsor, NL A2A 2E1 P: (709) 292-2500 F: (709) 292-2645

Valley Vista Senior Citizens’ Home P.O. Box 130 Springdale, NL A0J 1T0 P: (709) 673-3936 F: (709) 673-2832

Connaigre Peninsula Health Centre P.O. Box 70 Harbour Breton, NL A0H 1P0 P: (709) 885-2043 F: (709) 885-2358

Youth Treatment Centre Mental Health and Addictions Services 15 Lincoln Road, c/o 50 Union Street Grand Falls-Windsor, NL A2A 2E1 P: (709) 292-8360

Dr. Hugh Twomey Health Centre P.O. Box 250 Botwood, NL A0E 1E0 P: (709) 257-2874 F: (709) 257-4613

Group B Facilities

Belleoram Community Health Centre P.O. Box 206 Belleoram, NL A0H 1B0 P: (709) 881-6101 F: (709) 881-6104

Grand Falls-Windsor Community Health Centre 36 Queensway Grand Falls-Windsor, NL A2B 1J3 P: (709) 489-4861 F: (709) 489-8844

Bell Place Community Health Centre 3 Bell Place Gander, NL A1V 2T4 P: (709) 651-3306 F: (709) 651-3341

Green Bay Community Health Centre Little Bay Road, P.O. Box 597 Springdale, NL A0J 1T0 P: (709) 673-4974 F: (709) 673- 4970

Carmanville Community Health Centre P.O. Box 29 Carmanville, NL A0G 1N0 P: (709) 534-2844 F: (709) 534-2843

Hare Bay Community Health Centre P.O. Box 219 Hare Bay, NL A0G 2P0 P: (709) 537-2209 F: (709) 537-2905

Centreville Community Health Centre P.O. Box 181 Centreville, NL A0G 4P0 P: (709) 678-2342 F: (709) 678-2110

Hermitage Community Health Centre P.O. Box 40 Hermitage, NL A0H 1S0 P: (709) 883-2222 F: (709) 883-2292

Dr. Brian Adams Memorial Community Health Centre P.O. Box 239 Gambo, NL A0G 1T0 P: (709) 674-4403 F: (709) 674-2000

LaScie Community Health Centre P.O. Box 492 LaScie, NL A0K 3M0 P: (709) 675-2429 F: (709) 675-2478

Dr. C.V. Smith Memorial Community Health Centre P.O. Box 9 Glovertown, NL A0G 2L0 P: (709) 533-2372 or 2374 F: (709) 533-1021

Lewisporte Community Health Center 394-412 Main Street P.O. Box 1209 Lewisporte, NL A0G 3A0 P: (709) 535-0905/0906 F: (709) 535-0360

Eastport Community Health Centre P.O. Box 111 Eastport, NL A0G 1Z0 P: (709) 677-2530 F: (709) 677-2430

McCallum Community Health Centre McCallum, NL A0H 2J0 P: (709) 846-4104 F: (709) 864-4104

Exploits Community Health Centre P.O. Box 945, 2 Airbase Road Botwood, NL A0H 1E0 P: (709) 257-4900 F: (709) 257-3640

Mose Ambrose Community Health Centre P.O. Box 2 site 3A Mose Ambrose, NL A0H 1M0 P: (709) 888-3541 F: (709) 888-6281

Gander Bay Community Health Centre Fire Hall, General Delivery Wing’s Point, NL A0G 4T0 P: (709) 676-2959 F: (709) 676-2456

Musgrave Harbour Community Health Centre P.O. Box 69 Musgrave Harbour, NL A0G 3J0 P: (709) 655-2518 F: (709) 655-2116

Gaultois Community Health Centre Gaultois, NL A0H 1N0 P: (709) 841-7331 F: (709) 841-4461

New World Island Community Health Centre c/o NWI Medical Clinic Summerford, NL A0G 4E0 P: (709) 629-3682 F: (709) 629-7114

Group B Facilities

Rencontre East Community Health Centre Rencontre East, NL A0H 2C0 P: (709) 848-3410 F: (709) 848-3410

St. Brendan’s Community Health Centre c/o Medical Clinic St. Brendan’s, NL A0G 3V0 P: (709) 669-5381/4401 F: 669-3105

Robert’s Arm Community Health Centre P.O. Box 219 Robert’s Arm, NL A0J 1R0 P: (709) 652-3410 F: (709) 652-3671

Victoria Cove Community Health Centre c/o Medical Clinic Victoria Cove, NL A0G 4N0 P: (709) 676-2155 F: 676-2352

St. Alban’s Community Health Centre P.O. Box 490, Cormier Avenue St. Alban’s, NL A0H 1E0 P: (709) 538-3738 F: (709) 538-3563/3899

Existing Security Protocols for Group A Facilities

Description: Lists the buildings under management, their location, the type of facility, and the size of the building.

# Building Name Location Building Type Square

Feet Existing Protocols

1 A. M. Guy Memorial Health Centre

Buchans Health Care 15,820

All exits are locked at 4 o’clock except for main entrance. Our AMB/Maint works until 8, with final checks to all doors completed, before end of shift. Our front (main entrance) is manually locked down at 9, after visitors and volunteers leave. There is an annual refresher given to all nursing staff with a sign-off sheet with repeat demonstration for lock down procedure. If anything is suspected, after hours, Maint are called in to investigate. We have only 2 staff in the building from 2000hrs-0700hrs.

2 Baie Verte Peninsula Health Centre

Baie Verte Health Care 47,000

Currently in the process of having all exterior doors wired for Prox card access and 1 interior door (Administration Area). Preparation underway for video surveillance. Currently all exterior doors are locked by domestic worker at 2000 hrs. daily. We have a key inventory for all staff which identifies which staff has keys to various doors. We have limited distribution of master keys for interior and exterior doors. Most codes developed.



3 Bay D’Espoir Community Health Centre

St. Alban’s Community Health Centre

5,326 Physical locks

4 Bell Building Gander Health Care 18,972 Key card access and physical locks

5 Bonnews Lodge New-Wes-Valley Health Care 29,288 We have an automatic locking system at night for security purposes, people have to be buzzed into each building after their identity has been verified through cameras pointed at entry door.

6 Brookfield Health Centre New-Wes-Valley Health Care 24,000

7 Carmanville Community Health Centre

Carmanville Community Health Centre

3,000 Physical locks.

8 Central Health Regional Office

Grand Falls-Windsor

Office 45,000

Doors are locked after hours and access to the building is limited. There is a key card system for access afterhours and the building is alarmed.

9 Central NFLD Regional Health Centre

Grand Falls-Windsor

Health Care 260,000

Building locked after hours by security personnel and access is limited through the emergency entrance. There is key card access required for some areas.

10 Carmelite House Grand Falls-Windsor

Health Care 40,816 Physical locks.

11 Centreville Community Health Centre

Centreville-Wareham-Trinity

Community Health Centre


12 Connaigre Peninsula Community Health Centre

Harbour Breton Health Care 40,000 There is a lockdown system. New security system planned for installation by the first quarter of 2015.

13 Dr. C. V. Smith Memorial Community Health

Glovertown Community Health Centre

5,974 Key card system for interior and exterior doors.



Centre

14 Dr. Hugh Twomey Health Centre

Botwood Health Care 53,152 Doors are locked after hours and entrance is limited. Physical locks and automatic locks on protected care unit.

15 Botwood Community Health

Botwood Health Care 8,000

16 Fogo Island Health Centre

Fogo Health Care 25,200 Doors are locked after hours, restricting access. Physical locks.

17 Green Bay Health Care Centre

Springdale Health Care 32,292

At the hospital, the front door is locked after hours with a camera and intercom outside. The other hospital doors are locked by maintenance and checked regularly on their rounds all through the night.

18 Hermitage Community Health Centre

Hermitage Community Health Centre

1076 Physical locks.

19 James Paton Memorial Regional Health Centre

Gander Health Care 260,000

Building locked after hours by security personnel and access is limited through the emergency entrance. There is key card access required for some areas.

20 Lakeside Homes Gander Health Care 46,000 Building is locked after hours and access is restricted.

21 Lascie Community Health Centre

LaScie Community Health Centre


22 Mose Ambrose Community Health Centre

English Harbour West

Community Health Centre




23 North Haven Manor Lewisporte Health Care 41,463

Automatic lock-down at specified times, intrusion alarm; key card access at all exterior doors; Roam Alert System; protocols developed to ensure that maintenance/housekeeping check all exterior doors at end of shift to ensure that there is no ice or sand building, which would prevent automatic locking of doors; Core Key System throughout the building with key approval provided by managers; video monitoring of all exterior exits. Card access for the interior and exterior doors for specified areas only as approved by the manager. A1 phones are utilized which permits staff to view and converse with clients outside before allowing access to the building. The A1 phones permit automatic locking/unlocking of exterior entrance. Video monitoring of the PCR, which transmits to the Nursing Station on the Level II. This system was put in place as the staffing in the PCR consists of only one individual on night shift. The Security Protocols for the Protective Community Residence include:



Card Access System. Hourly check-on system in place for night shift. Card Lock-Down to the interior 24/7. Security protocol in place to allow the LPN from the Lewisporte Health Centre to travel to the PCR to provide night meal break relief.

24 Lewisporte Community Health

Lewisporte Health Care 14,400 Key card access, interior doors locked and access limited.

25 Notre Dame Bay Memorial Health Centre

Twillingate Health Care 77,572 Physical locks.

26 Rencontre Community Health Centre

Rencontre East Community Health Centre

1076 Physical locks.

27 St. Brendan's Community Health Centre

St. Brendan's Community Health Centre


28 Valley Vista Senior's Home

Springdale Health Care 43,532 Wanderguard system at Valley vista.

29 Victoria Cove Community Centre

Victoria Cove Community Health Centre


30 West Block Grand Falls-Windsor

Health Care 30,000 Physical locks. Part of CNRHC.

31 Queensway Community Health

Grand Falls-Windsor

Health Care 26,000 Key card system for interior and exterior doors.

32 Hare Bay Clinic Hare Bay Health Care 1,076 Physical locks. 33 Musgrave Harbour Clinic Musgrave Harbour Health Care 1,076



34 Belleoram Clinic Belleoram Health Care 1,076

35 McCallum Clinic McCallum Health Care 1,076

36 Change Islands Clinic Change Islands Health Care 1,076

37 New World Island Clinic New World Island Health Care 4,252

38 Gaultois Clinic Gaultois Health Care 1,076

39 Youth Treatment Center (YTC)

Grand Falls-Windsor

Health Care 20,344

40 Dr. DB Adams Gambo Health Care 5,580

41 Eastport Clinic Eastport Health Care 1,612

request for proposal: security and traffic flow … | 3 3.0 project scope we are looking for...

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