Request for Proposals: Information Management Consultant
Request for Proposals: Information Management Consultant
Department: Policy, Risk, and Compliance
Project Lead: Colin Leahy, Director of Policy, Risk, and Compliance
Reference Number: NANB-RFP-2023-01
Summary
NANB is seeking the expertise of an Information Management Consultant to assist us in reviewing and optimizing our organization’s information and document management system including all corporate information (explicit and implicit). We recognize the importance of efficient data collection, sharing, retention, retrieval, preservation, and disposal, in both physical and digital formats and are seeking to enhance productivity and streamline operations. Through this RFP, we invite qualified consultants to submit their proposals outlining their approach and strategies to improve our current information management system including policies, procedures, and practices.
Background Information
The Nurses Association of New Brunswick (NANB) is the regulatory body for all registered nurses and nurse practitioners in New Brunswick. The purpose of regulation is to protect the public by ensuring RNs and NPs practise in a safe, competent, and ethical manner.
In operation since 1916, the NANB was incorporated under “An act Respecting the Nurses Association of New Brunswick” in the Province of New Brunswick on June 20, 1984.
NANB maintains some records in paper, digital and microfiche formats from its inception, which are held both onsite and offsite.
As part of our commitment to continual improvement, we are now looking to enhance our information management systems and ensure best practices are in place. This is also taking place in the context of NANB’s recent transition of its electronic filing system to Sharepoint.
Objectives
The primary objectives of this engagement are to:
- Conduct a comprehensive review of our current information and document management system.
- Identify areas of risk and develop recommendations for remediation and/or mitigation.
- Recommend strategies for paper and digital document collection, sharing, retention, retrieval, preservation, and disposal, in compliance with relevant laws and regulations. This includes developing and implementing an efficient file and folder mapping system that reflects NANB’s organizational structure and enhances document retrieval, and an intuitive and standardized naming convention for files and folders.
- Develop a Road map over time to assist in implementing the recommended changes.
- Develop a training guide and provide training to staff members to implement the new recommendations for improving the information management system (policies, procedures, and practices) based on identified risks and priorities.
Scope of Work
The consultant’s scope of work shall include but is not limited to:
- Conduct an in-depth assessment of our existing information management policies, procedures, and current practices related to the collection, sharing, retention, retrieval, preservation, and disposal of paper and digital data, documents, and other corporate information (explicit and implicit).
- Identify areas and level of risk with our current information management practices including file storage systems, naming conventions, and retention practices etc.
- Analyze the organization’s workflow and information flow to identify areas for improvement.
- Provide recommendations for safe data collection, sharing. retention, retrieval, preservation, and disposal based on current industry standards.
- Develop a clear and user-friendly file and folder mapping system.
- Create a standardized naming convention for files and folders that aligns with industry best practices and organizational needs.
- Propose an effective document retention policy that ensures compliance with legal requirements and aligns with our organizational needs.
- Provide a detailed roadmap with milestones and timelines for executing the proposed recommendations and changes.
- Develop a training guide and deliver training sessions to relevant staff members to ensure successful adoption of the new information management practices.
Project Deliverables
The project deliverables and meetings defined below are the minimum requirements for the
execution of the project. Should the proponent feel that it is desirable to produce additional deliverables then these should be described explicitly in the proposal. The following are considered the minimum deliverables:
- Work Plan (specifying dates for the achievement of key milestones and the end of the project)
- Communication Plan
- Progress Reports
- Draft Report (including proposed policies, procedures, practices, road map, and training guide)
- Final Report (including proposed policies, procedures, practices, road map, and training guide)
Where meetings are planned to review the deliverables, the proponent shall allow for a minimum of one week between the date when the deliverable is available for circulation and the date of the meeting.
Proposal Submission
Interested consultants are invited to submit their proposals by September 29, 2023.
The proposal should include the following:
- An overview of the consultant’s background and relevant experience in information management and related projects.
- An outline of the proposed approach and methodology to address the objectives mentioned in this RFP.
- Detailed timelines and milestones for the completion of various project phases.
- A breakdown of the consultant’s fees and expenses.
- References from previous clients for similar projects.
Evaluation Criteria
The proposals will be evaluated based on the following criteria:
- Demonstrated expertise and experience in information management and relevant projects.
- Clarity and comprehensiveness of the proposed approach.
- Feasibility of the proposed solutions within our organizational context.
- Proposed timelines and ability to meet deadlines.
- Competitive and reasonable pricing.
Timeline
- RFP Issuance: August 28, 2023
- Proposal Submission Deadline: September 29, 2023
- Evaluation Period: October 2 – 6, 2023
- Consultant Selection and Notification: October 6, 2023
- Project Commencement: October 16, 2023
Contact Information
For questions and submission of proposals, please contact:
Colin Leahy
Director of Policy, Risk, and Compliance
Nurses Association of New Brunswick
165 Regent Street
Fredericton, NB
E3B 7B4
We look forward to receiving your proposals and partnering with a knowledgeable and experienced Information Management Consultant to enhance our organization’s information and document management practices.