Regional Wellness Needs Assessment Guidelines

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TRI-COUNCIL REGIONAL WELLNESS NEEDS ASSESSMENT

COME FOR THE WORK, STAY FOR THE LIFESTYLE AUGUST 2014 PAGE | 1

Regional Wellness Needs Assessment Guidelines

Vision Statement:

“Come for the work, stay for the lifestyle.”

Mission Statement:

“Support a culture of well-being for residents of the Tri Council region.”

Description

The Regional Wellness Needs Assessment (RWNA) serves a very specific purpose for the Regional Wellness Advisory Committee (RWAC). The intent will be to discover issues for action in the area of wellness, while using and developing the Tri-Council Region capabilities. The RWNA will measure needs in the seven areas of wellness, while validating the preexisting met needs of the Region. The RWNA will establish what currently is available to community members in the Tri-Council Region, what wellness areas are being utilized and what are the barriers to access these services for Regional community members.

Social Wellness: positive relationships with family, friends, and community members Physical Wellness: taking care of your body by making informed decisions

Emotional Wellness: positive feelings about yourself, sharing your feelings and being optimistic Occupational Wellness: satisfaction with your job, working in a healthy environment, balancing

work and family life

Intellectual Wellness: engaging in stimulating activities, expanding knowledge and abilities Environmental Wellness: living in and supporting a clean and safe environment

Spiritual Wellness: living a meaningful and purposeful life

- Government of Alberta 2013 – Alberta’s Strategic Approach to Wellness

Goal

The RWNA is the basis for considering whether the RWAC’s future programs and plans will effectively achieve its strategic goals. The RWNA will achieve this goal by using the seven aspect of wellness as a guide to identifying specific areas that impact on wellness and will put forth strategies for program enhancement and development as well as community-building to support the community members of the Tri-Council area.

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TRI-COUNCIL REGIONAL WELLNESS NEEDS ASSESSMENT

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Objectives

The results of the RWNA will be used to enhance wellness through mobilizing community, building capacities, identifying program gaps and barriers that pertain to the overall wellness of the community members of the Tri-Council Region. The RWNA will aide in the development and implementation of social wellness strategies that will benefit the Regional member communities, and also aide in the enhancement of those wellness strategies already in place within community.

Deliverables

i. Production of compiled findings/research in the seven areas of wellness

ii. Provide recommendations as to what wellness needs the Regional Wellness Advisory

Committee should invest in based on the RWNA’s information

iii. Provide recommendations for future wellness initiatives for the Tri-Council Region

iv. A final report which includes associated documents in consultation with the Regional Wellness

Advisory Committee and other necessary partners. Revisions of the report may occur as necessary. The final report shall include a summary of recommendations and any related documentations. Associated documents shall include a description in methodology, community outreach efforts, and planning process.

v. Provide a historical data analysis regarding wellness programs, strategies, needs assessments, and statistical findings within the Tri-Council Region

vi. A final report will be presented to Committee by February 25, 2015

Scope of Work

The Regional Wellness Needs Assessment project has the following seven distinct objectives:

i. Within each area of the seven aspects of wellness, determine current and future needs

pertaining but not limited to:

a. What is being offered to promote, support and engage wellness in the Tri-Council Region?

b. What wellness services are being accessed by community members within the

Tri-Council Region?

c. How are wellness initiatives being communicated to the stakeholders?

d. Where are the stakeholders participating in wellness activates?

e. What are the program, organizational and community gaps?

f. What are the barriers to accessing programs and services?

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TRI-COUNCIL REGIONAL WELLNESS NEEDS ASSESSMENT

COME FOR THE WORK, STAY FOR THE LIFESTYLE AUGUST 2014 PAGE | 3 The proponent is expected to complete the following tasks (including but not limited to):

i. Meet with the Regional Wellness Advisory Committee (in person) within two weeks following contract commencement to discuss the project, its objectives and the proponent’s methodology

ii. Meet with the Regional Wellness Advisory Committee (in person) once during contract duration

for an update, and once at contract completion to present study findings.

iii. Develop, in conjunction with the Regional Wellness Coordinator and Recruitment, Retention and

Wellness Programmer a tentative work plan and schedule for the overall project including public consultation process

iv. Work alongside Regional Wellness Coordinator and Recruitment, Retention and Wellness

Programmer to establish, implement and achieve goals and objectives

v. Provide a demographic and social snapshot of the Tri-Council Region

vi. Develop and implement, at minimum, a community engagement process to solicit broad

regional input for the support and guidance of the Regional Wellness Advisory Committee’s social recovery/wellness strategies

vii. Consult with the Regional Wellness Coordinator and the Recruitment, Retention and Wellness

Programmer to obtain local knowledge, identify known issues, assess priorities and understand local challenges and opportunities from a community standpoint

viii. Prepare a presentation to Regional Wellness Advisory Committee that outlines the background

and reviews recommendations of the project deliverables and objectives

Collection of Data

i. Review regional and provincial reports, prior needs assessments and statistical profiles pertaining to wellness in the Tri-Council Region

ii. Develop and conduct qualitative and quantitative assessments/research within the Tri-Council

Region to ensure community members are invested in the process, outcomes and future that the recommendation the RWNA will provide. This may include but not limited to; focus groups, public forums, workshops and/or surveys

iii. Use existing inventory of all wellness-related programs and services available in the Tri-Council Region to determine areas where needs are not being met or necessary resources or activities are not being provided for Regional member communities

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TRI-COUNCIL REGIONAL WELLNESS NEEDS ASSESSMENT

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iv. Work alongside Regional Wellness Advisory Committee, Regional Wellness Coordinator,

Recruitment, Retention and Wellness Programmer and identified stakeholders to ensure the voice and wisdom of the community is respected and integrated into the RWNA

Matters to be considered

 The RWNA will be a community-based study committed to identifying,

understanding/measuring community wellness

 The Tri-Council Region is a multi-cultural Region, therefore culturally appropriate language and action should be respected in the RWNA

 Wellness Services can be defined as either formal or informal

Roles of Contributing Regional Wellness Coordinator and Recruitment and

Retention Coordinator

 Assist with provision of previous and current quantitative and qualitative data

 Identify additional appropriate secondary data sources

 Assist in motivating and recruiting other community members to participate in the assessment

process

 Assist with data collection throughout assessment process

 Assist in organizing focus groups, workshops, surveys or public forums  Identify priority issues for wellness improvement

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TRI-COUNCIL REQUEST FOR QUOTATIONS

September 8th, 2014

Request for Quotation: Regional Wellness Needs Assessment

Submission Details

The Regional Wellness Advisory Committee is accepting quotations for a Regional Wellness Needs Assessment from October 20th, 2014 to February 27th, 2015. Through the seven aspects of wellness, the Regional Wellness Needs Assessment will identifying specific areas that impact on wellness and will put forth strategies for program enhancement and development as well as community-building to support the community members of the Tri-Council Region.

The closing date for quotations will be no later than 4:00 PM MT, on October 3, 2014. One (1) complete copy must be received by mail, in person, or via email; those quotations submitted by fax will not be accepted. Submissions will be clearly marked “Regional Wellness Needs Assessment”. For guidelines of the Regional Wellness Needs Assessment, please visit www.slavelake.com / www.slavelakeregion.com

Attention: Ruth Rolfe, Director of Community Services

Town of Slave Lake Office 10 Main Street, SW PO Box 1030 Slave Lake, AB T0G 2A0 Email: ruth@slavelake.ca Phone: 780-805-8017

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TRI-COUNCIL REQUEST FOR QUOTATIONS

Vision Statement:

“Come for the work, stay for the lifestyle.”

Mission Statement:

“Support a culture of well-being for residents of the Tri Council region.”

Summary

The Regional Wellness Advisory Committee (RWAC) is seeking quotations for a professional community consultant to undertake, a Regional Wellness Needs Assessment (RWNA). The purpose of this RFQ is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria against which they will be judged.

Introduction

The Tri-Council Region includes the Town of Slave Lake, Municipal District of Lesser

Slave River, and the Sawridge First Nation, who are dedicated to building a collaborative and cohesive future together. The Slave Lake Region encompasses all areas within the three entities – together they cover more than 10,000 square kilometers. The Region includes the urban area of Slave Lake, as well as nine outlying communities: Flatbush, Chisholm, Smith, Hondo, Marten Beach, Wagner, Widewater, Canyon Creek, and Assineau. The core of the Sawridge First Nation is adjacent to the Slave Lake, with additional lands in the Region.

Background

The devastation of the 2011 Wildfires in the Lesser Slave Lake Region triggered actions to bring the communities to pre-disaster restoration. In the effort to assist the wellbeing of the residents of the

Tri-Council Region, the Regional Wellness Advisory Committee was formed.The Regional Wellness Advisory

Committee acts in an advisory capacity to the Tri-Council Region by making recommendations pertaining to community wellness matters.

“Health and wellness is deeply rooted in all aspects of our lives and how we live each and every day. It is what allows us to create, to work, make decisions and build the lives we dream of – to connect with each other and to contribute to our families and communities. Our health and wellness is everything”

Alberta’s Strategic Approach to Wellness – October 2013

Project Goal

The RWNA is the basis for considering whether the RWAC’s future programs and plans will effectively achieve its strategic goals. The RWNA will achieve this goal by using the seven areas of wellness as a guide to identifying specific areas that impact on wellness and will put forth strategies for program enhancement and development as well as community-building to support the community members of the Tri-Council area.

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TRI-COUNCIL REQUEST FOR QUOTATIONS

Project Deliverables and Objectives

The results of the RWNA will be used to enhance wellness through mobilizing community, building capacities, identifying program gaps and barriers, and impacting social policy that pertain to the overall wellness of the community members of the Tri-Council Region. The RWNA will aide in the development and implementation of social wellness strategies that will benefit the Regional member communities, and also aide in the enhancement of those wellness strategies already in place within community.

i. Production of compiled findings/research in the seven areas of wellness

ii. Provide recommendations as to what wellness needs the Regional Wellness Committee should

invest in based on the RWNA’s information

iii. Provide recommendations for future wellness initiatives for the Tri-Council Region

iv. A final report which includes associated documents in consultation with the Regional Wellness

Advisory Committee and other necessary partners. Revisions of the report may occur as necessary. The final report shall include a summary of recommendations and any related documentations. Associated documents shall include a description in methodology, community outreach efforts, and planning process.

v. Provide a historical data analysis regarding wellness programs, strategies, needs assessments, and statistical findings within the Tri-Council Region

vi. A final report will be presented to Committee by February 25, 2015

Nature and Scope of Work

The Regional Wellness Needs Assessment project has the following seven distinct objectives:

i. Within each area of the seven aspects of wellness, determine current and future needs

pertaining but not limited to:

a. What is being offered to promote, support and engage wellness in the Tri-Council Region?

b. What wellness services are being accessed by community members within the

Tri-Council Region?

c. How are wellness initiatives being communicated to the stakeholders?

d. Where are the stakeholders participating in wellness activates?

e. What are the program, organizational and community gaps?

f. What are the barriers to accessing programs and services?

g. Identify the opportunities for volunteers and how volunteers are being supported The proponent is expected to complete the following tasks (including but not limited to):

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TRI-COUNCIL REQUEST FOR QUOTATIONS

i. Meet with the Regional Wellness Advisory Committee (in person) within two weeks following contract commencement to discuss the project, its objectives and the proponent’s methodology

ii. Meet with the Regional Wellness Advisory Committee (in person) once during contract duration

for an update, and once at contract completion to present study findings.

iii. Develop, in conjunction with the Regional Wellness Coordinator and Recruitment, Retention and

Wellness Programmer a tentative work plan and schedule for the overall project including public consultation process

iv. Work alongside Regional Wellness Coordinator and Recruitment, Retention and Wellness

Programmer to establish, implement and achieve goals and objectives

v. Provide a demographic and social snapshot of the Tri-Council Region

Consultation and Facilitation Input

i. Develop and implement, at minimum, a community engagement process to solicit broad

regional input for the support and guidance of the Regional Wellness Advisory Committee’s social wellness strategies

ii. Consult with the Regional Wellness Coordinator and the Recruitment, Retention and Wellness

Programmer to obtain local knowledge, identify known issues, assess priorities and understand local challenges and opportunities from a community standpoint

Presentation

i. Prepare a presentation to Regional Wellness Advisory Committee that outlines the background

and reviews recommendations of the project deliverables and objectives

Quotations Guidelines and Requirements

This is an open and competitive process.

Quotations received after 4:00 PM MT, October 3, 2014, will not be considered.

Cover Letter

A covering letter, dated and signed by a person authorized to negotiate, make commitments, and provide any clarifications with respect to the quotation on behalf of the bidding proponent. Provide a statement indicating the understanding of the proposed project and the deliverables required. Confirm ability to meet the project schedule outlined in the Request for Quotations.

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TRI-COUNCIL REQUEST FOR QUOTATIONS

Proposed Project Plan

A proposed project plan, with timelines, that indicated the steps to be taken from start-up, research, consultation and facilitation input to presentation. Describe your approach to public involvement for this project and related strategies and how these strategies contributes to sound recommendations. Provide information concerning the experience or interest in developing opinion surveys, conducting focus groups, community meetings, etc.

References

Provide three references of a similar work completed within the last three years. For each reference include:

I. Contact person’s name, location and phone number

II. Current status of the project III. Cost of the project

IV. Scope of the project

Cost of Services

Provide an all-inclusive fixed cost quotation for the project. Identify the expected costs and their allocation. Charts, public meetings, professional wages/fees, travel, reports, survey, contingencies and applicable taxes.

Provisions of the RFQ and the contents of the successful responses are considered available for inclusion in final contractual obligations.

Threecomplete hard copies of your proposed project plan indicating the RFQ Name are to be forwarded

to:

The Town of Slave Lake

Attention: Ruth Rolfe, Director of Community Services

Box 1030

10 Main Street SW

Slave Lake, Alberta T0G 2A0

Project Timeline

The timeline for the project is indicated below. Dates are tentative and may change to accommodate schedules. However, the contract must begin by October 20, 2014 and be complete by February 27, 2015.

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TRI-COUNCIL REQUEST FOR QUOTATIONS

RFQ Open: September 8, 2014

Quotation Deadline: October 3, 2014

Selection Decision: October 10, 2014

Contract Begins: October 20, 2014

Initial Meeting: Within Two Weeks of Contract Commencement

Submit First Draft: January 20, 2015

Final Presentation: February 25, 2015

Contract Complete: February 27, 2015

The successful proponent will be informed on October 10, 2014. Those that are not successful will not be contacted.

Inquiries

Inquiries, interpretations, and questions regarding this RFQ are to be directed to Ruth Rolfe in writing, at ruth@slavelake.ca . Please do not contact other members of the Tri-Council Region prior to

consideration of your bid.

Written e-mail questions may be received up to October 3, 2014

Selection of Successful Consultant

The selection committee will consist of the Director of Community Services, Director of Rural Services and the Regional Wellness Coordinator.

The selection committee reserves the right to reject any or all quotes, or to accept any quotes deemed to be in the best interest of the program.

The successful consultant will be selected based on overall price (including all fees and disbursements), the proponent’s qualifications and knowledge; related work experience and depth of experience; overall strength of proposal, and the meeting of the specifications outlined in this RFQ.

The criteria are weighted by the following:

I. Proposed Methodology35 Points

a. Identified sources of data b. Interaction with stakeholders

c. Outline of how the consultant may undertake the project and deliver on the outlined

objectives

II. Qualifications of the Consultant25 Points

a. Experience completing similar work

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TRI-COUNCIL REQUEST FOR QUOTATIONS

c. Knowledge of the Tri-Council Region and its communities

III. Cost of Services20 Points

a. The proponent’s outline of the costs related to the project, including all meetings, mileage, expenses and five (5) bound copies of the final product

IV. Adherence to Timeline20 Points

a. The proponent outlines the project and the expected timelines for meetings and the

delivery of the final product

Contract Negotiation

The selection committee will negotiate a contractual agreement with the preferred consultant. If the selection committee is unable to negotiate an acceptable contractual agreement with the preferred consultant, then the second preferred consultant may be selected and a contractual agreement

developed. The selection committee, at any time and without liability, may withdraw from negotiations with any potential consultant.

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