Q.1. We function in Word 97; can arrangements be made to convert the report to WORD 6?
A.1 Yes, Work 97 is able to save in Word 6 format.
Q.2. Can we use parts of the Vancouver handbook to save research time in the development of the Ottawa handbook (and not re-invent the wheel)?
A.2 The Vancouver handbook can be used as a model; some parts may be adaptable subject to feedback from Ottawa GLBTs.
Q.3. If the time allocated for tasks or the tasks need readjusting, will our total number of contract days be respected?
A 3. Yes, some negotiation may happen in terms of consultant and volunteer task/time re-allocation, but the total number of days will be respected.
Q 4. Will the Management Committee cover logistical costs of postage for mailings, preparing or updating mailing lists, room rental for focus groups, survey distribution and participant contacts?
A.4 Yes.
Q 5. With respect to literature and documents for review: Is this a closed-end activity, i.e. is there a finite set of documents and readily available sources of information known to the committee which the successful contractor must review? Or, alternatively, is the contractor expected to conduct independent research to identify and inventory wellness providers in the region?
A. 5 There is no finite set of documents to be reviewed. The literature review is an activity to prepare and support the project. The GLBT Health Task Group has collected a wide range of information from similar work across the country and other parts of the world. Most of our collection can be found on the project listserv. You must join the listserv to obtain access to the files. Joining is free and private.
An important objective of the Project is to determine validity of the literature review within the context of Ottawa-Carleton. Consequently, the Consultant will be expected to ensure there is a sufficient base to support the project. A number of days for a literature review could be included in a proposal.
The Task to identify and inventory wellness providers in the region would not be part of the literature review, but instead would be important work in the completion of the Handbook, which is the responsibility of the Contractor.
Q 6. Focus groups (excluding the two workshops): the RFP appears to indicate that this element is a matter of discretion on the part of the bidder. Please clarify the intention with respect to focus groups.
A 6. A requirement of the Project is to complete a health/wellness needs assessment, as described more fully in the Funding Proposal (see Project Web site). A goal of this work is to ensure both the survey tools and the Handbook will be culturally appropriate and reflect the local realities of Ottawa-Carleton. Focus groups are one tool sometimes used to reflect local realities. There is no requirement to use focus groups as part of the Project but focus groups may be one of many methods utilized within the Contractor's proposed methodology.
Q 7. The survey: no specifications have been set on survey requirements -- most significantly, minimum sample size and nature of sample desired. Can you comment on the committee's expectations with respect to the nature and anticipated size of the survey sample?
A 7. It is important to understand that the number of GLBT residents and family members living in Ottawa-Carleton is not known. Consequently we can only estimate local numbers.
The Consultant is expected to clearly address the issue of sample size as part of the development of the survey tool(s). The Consultant should be knowledgeable in the area of statistics and survey administration. The validity of the data in such a survey is critical to the credibility of the results. The Consultant will demonstrate in their proposal how they intend to gather a sample size sufficient to make the survey a valid tool.
The Management Committee expects both the Consultant and Volunteers to make best effort to ensure a sufficient number of GLBT and their family members are surveyed to ensure statistical validity of the results and a defendable basis for the recommendations.
Q 8. Volunteer training: what role is the successful bidder expected to play in this activity?
A 8. Volunteer coordination and training will be the responsibility of the Management Committee. However, the nature of this Project requires a close working relationship between volunteers, the Management Committee and the Consultant. Involvement of the Consultant in helping to ensure the volunteer participation supports the Project will be welcome. The Proposal should show allocation of number of days associated with working with Volunteers, if this is part of the Proposed work plan.
Q 9. The RFP is specific with respect to translation, but is not clear with respect to logistical arrangements and costs of workshops, any focus groups, volunteer training and meetings, printing costs of meeting materials, etc. Am I correct in assuming that such costs and logistical arrangements are NOT part of the consultant's responsibility?
A 9. Yes. Also refer to Q & A 4.
Q 10. The closing date is given as June 23, at 2.30pm, yet we are asked to mail our bid. Would it be possible to deliver the proposal by courier or personally on June 23? If so, what is the courier address? If it has to be mailed, does it have to be post marked before 2.30pm on June 23? I'm not sure Canada Post will guarantee the arrival time if it is mailed before June 23.
A 10. Three (3) copies of all bids must be received on or before 2:30 p.m., Friday, June 23, 2000. Any bids that arrive after that time and date will not be considered. To confirm arrangements for delivery please contact:
Carmen Paquette:
E-mail: egale_cp@istar.ca
FAX: (613) 741-1557
Tel: (613) 741-1059
Q 11. The proposal states that the Wellness Project Team will be responsible for the translation of final deliverables - does this include the final survey instruments?
A 11. Yes.
Q 12. Under Section I, p.5, Statement of Work, we are asked to address each requirement in keeping with the Project Management Plan. Could you clarify the significance of the Project Management Plan - are there certain dates that are critical etc., if so what are they?
A 12. The Project Management Plan is to be used as a guide for the work of the Project. If the Consultant's proposal suggests more or less time for any activity, some negotiation may happen but the start and finish dates will be respected.
Q 13. For the references, do you want two references in total for the firm or two for each senior consultant on the team?
A 13. Two (2) references for each of the senior consultants on the team.
Q 14. With respect to the Wellness Guide-Resource Handbook, how much effort should we place on presentation and graphics (i.e. making it publication ready) versus content?
A 14. Graphics for the Handbook will be provided from sources outside of this contract.
Q 15. Has there been any questions and answers posted on the Web to date from other firms?
A 15. This is the first set of Qs & As to be posted - June 14,2000.
Last Updated: 15 June 00