ADVANCE CONTRACT AWARD NOTICE (ACAN) No 1000262779
PROJECT TITLE: Electronic Dental Records (EDR) System
1. Purpose of an Advance Contract Award Notice (ACAN)
An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the Contracting Officer may then proceed with the award to the pre-identified supplier.
The purpose of this Advance Contract Award Notice (ACAN) is to signal the Government’s intention to enter into a Sole Source Contract with Mint Ops, formerly Maxim Software Systems. In January 2024, the identified Supplier successfully implemented MaxiDent - a bilingual SaaS cloud based Electronic Dental Records System (EDRS) in FNIHB-Atlantic Region. Before awarding a contract, however, the government would like to provide other suppliers with the opportunity to demonstrate that they are capable of satisfying the requirements set out in this Notice, by submitting a statement of capabilities during the 15 calendar day posting period.
If other potential suppliers submit a statement of capabilities during the 15 calendar day posting period demonstrating that they can meet the requirements set out in the ACAN, the government will proceed to a full tendering process on either the government's electronic tendering service or through traditional means, in order to award the contract.
If no other supplier submits, on or before the closing date, a statement of capabilities meeting the requirements set out in the ACAN, a contract will be awarded to the pre-selected supplier.
2. Definition of the requirement
Indigenous Services Canada (ISC) First Nations Inuit Health Branch (FNIHB) Dental Programs have a requirement for the implementation of a bilingual Electronic Dental Records (EDR) system for the collection, management, storage, and sharing of dental patient data and information. The EDR system will replace the paper-based dental records currently in use across federal Indigenous community dental clinics.
The EDR system is to be delivered as a Software as a Service (SaaS) on a cloud, located in Canada, with a bilingual interface (English and French) that is capable of handling Protected B data.
3. Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements)
Any interested supplier must demonstrate by way of a statement of capabilities that their product and services meet Canada’s requirements listed in Annex A.
4. Requirement
Indigenous services Canada has a requirement to implement a bilingual EDR system for ISC-FNIHB Dental Programs.
The implementation of an EDR system by FNIHB Dental Programs will be an effective way of mitigating the barriers associated with paper-based dental records. Within the field of dentistry, EDR is the widely accepted industry standard for the secure collection, management, storage (including digital x-rays), and sharing of patient information. There are many benefits associated with EDR systems, including the following:
1. Improved patient care and safety because of rapid access to and point of care entry of comprehensive patient data;
2. More efficient management of appointment scheduling, patient data, and resources;
3. Enhanced communication with patients, consulting providers, pharmacies and legal personnel; and
4. Increased security for patient data storage.
FNIHB Dental Programs have identified the need to implement an EDR system with the following digital capabilities:
1. Entry of and access to Protected B patient information, including, but not limited to, demographic information, dental patient data, digital radiographs, as well as digitized historical patient records;
2. Management of appointment scheduling, patient data and resources;
3. Secure digital storage of personal patient information including digital x-rays;
4. Sharing of patient data and information between authorized parties;
5. Collation of patient data for program/service evaluation and legal matters; and
6. Interface with a digital x-ray systems.
FNIHB Dental Programs EDR System Project outcomes are anticipated to be as follows:
1. Modernization of FNIHB dental record keeping methods to current gold standard through the selection and implementation of an EDR system;
2. Improved patient service and outcomes;
3. Mapping of critical business processes as related to EDR system use;
4. Training of authorized users; and
5. Continued maintenance of EDR System.
Scope of work
All FNIHB Dental Programs across Canada are eligible for utilizing EDR system licenses through this contract. The EDR System will be used by Oral Health Care Practitioners (OHCPs) within ISC-FNIHB community dental clinics & locations, some of which include remote, fly-in only communities.
FNIHB Dental Programs will have exclusive access to the EDR System described herein. Each region requiring licences will be required to have their own database and defined access to the EDR system, so that one region cannot access the patient data of another region.
Each region requesting implementation of the EDR system must identify their own project authority to oversee the contract and address performance deficiencies for their area.
Each region requesting implementation of the EDR system must be responsible for the licensing costs for their respective dental program.
Initially, this contract must provide licences to the Ontario Region Sioux Lookout (ON SLKT) ISC-FNIHB Dental Program.
Other FNIHB Dental Programs across Canada will only require implementation of the EDR System on an as needed basis and in a phased approach. At this time, there are no outstanding requests for additional regions to implement the EDR system and the Contractor should not assume further requests.
For the ON SLKT Dental Program, the EDR system must be implemented within 4 months of contract award or as decided and with written notice from the FNIHB Dental program.
The scope of this procurement includes:
• An Electronic Dental Records system as a SaaS type of service with a bilingual interface.
• Professional services required for its implementation and rollout.
o Training service:
Canada requires the Contractor to provide training to ISC users, to enable ISC staff to perform administrative functions, generate reports based on modification specific to the organizational needs, general use of the system and testing.
o Configuration services:
The Contractor must provide professional services for the modifying and configuring of the EDR system as required to meet organizational needs.
o Rollout services:
The Contractor must provide professional services for the rollout of the EDR system at all community dental clinic sites.
• Comprehensive Technical Support services for the duration of contract which must be provided by the Contractor.
• Ongoing support services for training which must be provided by the Contractor on an as needed basis, and determined by ISC.
5. Language of work:
The contractor must perform all work in English.
6. Security Requirement:
The contract includes the following security requirements:
Security clauses
SECURITY REQUIREMENT FOR CANADIAN SUPPLIER: PWGSC FILE No. 1000262779
1. The Contractor must, at all times during the performance of the Contract, hold a valid Facility Security Clearance at the level of Secret, and obtain approved Document Safeguarding Capability at the level of PROTECTED B, issued by the Contract Security Program (CSP), Public Works and Government Services Canada (PWGSC).
2. The Contractor personnel requiring access to PROTECTED information, assets, or sensitive site(s) must EACH hold a valid personnel security screening at the level of SECRET, granted or approved by the CSP, PWGSC.
3. Privileged accounts are those that have all of the following abilities and accesses:
• The ability to change key system configuration settings;
• The ability to change or circumvent security controls;
• Access to audit and security monitoring information with the ability to modify and delete logs;
• Administrative control of and access to data, files and accounts used by other
users, including backups and media, for the purpose of maintenance, monitoring,
detection, back-up, recovery, testing, installation and configuration changes; and
• Access to troubleshoot a system.
4. The Contractor personnel requiring access to sensitive information, assets, or site(s) with a Privileged User Account must EACH hold a valid personnel security screening at the level of SECRET, granted or approved by the CSP, PWGSC.
5. The Contractor MUST NOT utilize its facilities to process, produce, or store PROTECTED information or assets until the CSP, PWGSC has issued written approval.
6. The Contractor MUST NOT utilize its Information Technology systems to electronically process, produce, or store any sensitive PROTECTED information until the CSP, PWGSC has issued written approval. After approval has been granted, these tasks may be performed at the level of PROTECTED B.
7. Data residency for electronic data at rest at the level of PROTECTED B or higher must be within Canada or other country with the approval of the Client Department Chief Information Officer (CIO) in accordance with section 4.4 of the Guideline on Service and Digital.
8. Sensitive information and assets with a security classification higher than Protected B must not be processed, produced, or stored in a cloud-based system.
9. The contractor must provide evidence, and confirmation to Canada of a completed Cloud Service Provider Information Technology Security assessment (ITSM.50.100) for its cloud-based system, or other assessment accepted by the Client Department Chief Security Officer (CSO) or Chief Information Officer (CIO), performed by the Client Department, or the Canadian Centre for Cyber Security (CCCS). For information, guidance, and training to conduct a Local IT assessment contact CCCS at contact@cyber.gc.ca.
10. The Client Department IT Security Authority must perform a Security Assessment and Authorization (SA&A) of the system in-scope of the contract, and in accordance with Appendix B : Mandatory Procedures for Information Technology Security Control of the Directive on Security Management, or other assessment as determined by the Client Department CSO or CIO. Contractors must provide the required information to the IT Security Authority upon request. Following the completion of all assessments, the Client Department must provide confirmation by email to SPAC.DGSSSIDINUAGE-DOBISSIDCLOUD.PSPC@tpsgc-pwgsc.gc.ca.
11. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of the CSP, PWGSC.
12. The Contractor must comply with the provisions of the:
(a) Security Requirements Check List and security guide (if applicable);
(b) Contract Security Manual (Latest Edition).
7. Justification for the Pre-Identified Supplier
The proposed supplier is considered to be the only supplier uniquely qualified to complete this work as it has demonstrated experience in all of the minimum essential criteria.
To the client’s satisfaction, the identified supplier has demonstrated its ability to meet the required criteria under the current contract No. 4500456020 which expires on March 31, 2027.
The current contract was competitively tendered on February 23, 2023 and resulted in only one bid, that from Continental Assets Ltd. dba Maxim Software Systems, Rebranded to ``Mint Ops`` who is believed to be the only supplier capable of performing this work due to:
a) Having a bilingual software solution that meets Indigenous Services Canada’s requirements specified in this ACAN.
b) Being capable of producing reports in both official languages; and
c) Being the sole Bidder on the previous RFP.
8. Set-aside under the Procurement Strategy for Aboriginal Business: Not Applicable
9. Comprehensive Land Claims Agreement(s): Not Applicable
10. Government Contracts Regulations Exception(s)
The following exception to the Government Contracts Regulations is invoked for this procurement under subsection 6. (d) Only one person or firm is capable of performing the contract.
11. Exclusions and/or Limited Tendering Reasons
Chapter 5 article 513(b)(iii)of the CFTA is applicable on the basis of limited tendering where the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute goods or services exist due to an absence of competition for technical reasons.
Article 15.10(2)(b) of the CPTPP is applicable on the basis of limited tendering under the circumstance that the good or service can be supplied only by a particular supplier and no reasonable alternative or substitute good or service exists due to the absence of competition for technical reasons.
Article XIII(b) of the WTO-AGP is applicable on the basis of limited tendering following circumstances where the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute goods or services exist due to an absence of competition for technical reasons.
12. Ownership of Intellectual Property: Not Applicable
13. Period of the proposed contract
The proposed Contract is for a period from date of contract award to March 31, 2028. ISC reserves the right to extend the term of the Contract by up to five (5) additional one (1) year periods.
14. Optional Extension to other Regions Requesting implementation of the EDRS
In addition to the Initial Region of Ontario, the Contractor grants to Canada the irrevocable option to extend the Implementation to other Regions Requesting the implementation of the EDRS under the same conditions and at the rates or prices specified in the contract.
List of regions subject to optional extension:
• Manitoba Region
• Atlantic Region
• Alberta Region
• Saskatchewan Region
• Quebec Region
• Northern Region
15. A cost estimate of the proposed contract
The estimated value of the contract, including option (s) period, is $3,318,560.00 (GST/HST extra).
16. Name and address of the pre-identified supplier:
Mint Ops
4-1761 Wellington Avenue
Winnipeg, Manitoba
R3H 0G1, Canada
17. Suppliers' right to submit a statement of capabilities
Suppliers who consider themselves fully qualified and available to provide the services described in the ACAN may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date of this notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.
18. Closing date for a submission of a statement of capabilities
The closing date and time for accepting statements of capabilities is May 20, 2025 at 2:00 p.m. EST
19. Inquiries and submission of statements of capabilities
Inquiries and statements of capabilities are to be directed to:
Name: Jean-Damascene Gasake
Title: Senior Procurement and Contracting Expert
Department of Indigenous Services Canada
Directorate: Material and Assets Management Directorate
Address: 10 Wellington Street, Gatineau, QC, K1A 0H4
E-Mail Address: jeandamascene.gasake@sac-isc.ca
ANNEX : «A» Evaluation Criteria
The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.
The key mandatory requirements leading to this sole source procurement of the required Electronic Dental Records System (EDR) are listed below. Canada requires the solution to be compliant with the following:
Mandatory Technical Criterion
MT1 The proposed Electronic Dental Records System (EDR) must be modifiable and configurable to meet needs of organization.
MT2 The proposed Electronic Dental Records System (EDR) must be deployable using Cloud-based technology.
MT3 The proposed Electronic Dental Records System (EDR) must interface/link with digital radiography systems.
MT4 The proposed Electronic Dental Records System (EDR) must provide remote, point-of-care access to dental records.
MT5 The proposed Electronic Dental Records System (EDR) must have different levels of approved access to EDR system.
MT6 The proposed Electronic Dental Records System (EDR) must have the ability to print hard copies of dental records.
MT7 The proposed Electronic Dental Records System (EDR) must have the ability to run reports for service and program evaluation.
MT8 Bidder must provide support during regional program business hours Monday to Friday, excluding holidays, from 8:00 am to 6:00 pm.
MT9 Bidder must provide ISC with warranty, maintenance and support services. Support services may be delivered by telephone, e-mail, mobile messaging or web-based tools, as best applicable.
MT10 Processing and storage capabilities of the proposed Electronic Dental Records System (EDR) must have the ability to adapt and support increasing amount of data and increasing number of users.
MT11 The proposed Electronic Dental Records System (EDR) must support a minimum of 25 active/concurrent users per regional database.
MT12 The proposed Electronic Dental Records System (EDR) must support creation and management of at least 40,000 records per year.
MT13 The proposed Electronic Dental Records System (EDR) must upload .pdf, .jpg files, x-rays and scanned documents to support the dental office operation and must have the ability to sync with the appropriate patient record.
MT14 The proposed Electronic Dental Records System (EDR) must allow for file size up to 10 megabytes or more.
MT15 The proposed Electronic Dental Records System (EDR) must have encrypted Cloud-based data storage.
MT16 The proposed Electronic Dental Records System (EDR) must comply or can be modified to comply with Official Languages Act by being functionally equivalent in English and French and must allow users to work in the Canadian official language of their choice. Official Languages Act is here: Official Languages Act
MT17 The proposed Electronic Dental Records System (EDR) must be able to retain patient electronic dental records indefinitely.
MT18 The proposed Electronic Dental Records System (EDR) Browser Configuration:
For Internet based user interfaces, all user interfaces must be compatible with the standard ISC Internet browsers (Chrome) at the time the system is deployed to production and be kept current with subsequent versions when ISC upgrades to a new standard Internet browser, at no additional cost.
MT19 The proposed Electronic Dental Records System (EDR) must incorporate input validation.
MT20 The proposed Electronic Dental Records System (EDR) must incorporate data validation.
MT21 The proposed Electronic Dental Records System (EDR) must have the ability to remove duplicate data.
MT22 The proposed Electronic Dental Records System (EDR) must provide access controls.
MT23 The proposed Electronic Dental Records System (EDR) must provide an audit trail. Actions to be logged such as:
• File creation
• File deletion
• Modifications
• Logon/logoff information
MT24 The proposed Electronic Dental Records System (EDR) must be designed using current technologies, frameworks and coding languages that will continue to be supported by Bidder/User Community for the duration of EDR system’s expected lifespan.
MT25 The proposed Electronic Dental Records System (EDR) must ensure that when a user performs a Logoff, or when a user is idle for a set period of time, the respective user session is terminated.
MT26 The proposed Electronic Dental Records System (EDR) must restore data in the event of a failure (i.e., EDR system is capable of restoring all data saved prior to point of failure).
MT27 The proposed Electronic Dental Records System (EDR) must have a recovery time of 24 hours in the event of a failure (i.e., EDR system capable of recovering within 24 hours).
MT28 Bidder must provide a Disaster Recovery Plan (DRP).
MT29 The proposed Electronic Dental Records System (EDR) must be available 99% of the time, 7 days a week.
MT30 The Bidder is required to provide a mechanism to allow for ISC to obtain an export of their data.
MT31 The proposed Electronic Dental Records System (EDR) must allow users with Administrator permissions to add/modify/delete Electronic Dental Records (EDRs). Must offer ISC Administrators and Coordinators the capability to manage user access control (including privacy) and permission settings.
MT32 Privacy settings of the system must have the ability to restrict viewing permissions of employee data based on organizational structure.
MT33 The proposed Electronic Dental Records System (EDR) must be able to record users’ name, role and responsibilities to maintain accurate historical audit trail.
MT34 The proposed Electronic Dental Records System (EDR) must be able to record all accesses to client data.
MT35 The proposed Electronic Dental Records System (EDR) must support two factor authentication.
MT36 The proposed Electronic Dental Records System (EDR) must allow modification of X-Number to Status Number (SN) in a client’s record if client receives SN after their initial visit. Bidder must allow the addition/modification of SNs to a record by Administrators only.
MT37 The proposed Electronic Dental Records System (EDR) must allow access to approved external users (i.e., non-Internal/non-GoC users).
MT38 The proposed Electronic Dental Records System (EDR) must allow configuration of the roles as outlined in Table 3.1 Authorized Users and Roles of the SOW.
MT39 The proposed Electronic Dental Records System (EDR) must not allow deletion or modification of digitally signed entries or records.
MT40 The proposed Electronic Dental Records System (EDR) must allow for multiple users to schedule and track client dental services appointments and details such as:
• Client name
• Contact information
• Type of dental procedure
• Dental code for procedure
• Name of dental professional
• Appointment dates and locations
• Client waitlists and status
MT41 The proposed Electronic Dental Records System (EDR) must be able to allow scheduling of dentists, dental hygienists, and dental assistants for dental rotations into various communities based on the dental services contracts in place and capture the following information:
• The names of the contracted dental service providers
• The locations the providers have been assigned to
• The date for when their rotations take place
MT42 After an appointment cancellation, a system generated prompt must occur to alert that client appointment has to be rebooked.
MT43 The proposed Electronic Dental Records System (EDR) must allow selection of Funding Sources via a pick list:
• Non-insured
• Jordan's Principle
• Other
MT44 The proposed Electronic Dental Records System (EDR) must facilitate entry of logistical information related to dental services provided by contractors. This includes:
• Hotel bookings
• Flight bookings
• Other logistics details
MT45 The proposed Electronic Dental Records System (EDR) must be able to track the following information related to client referrals process:
• Incoming referrals that need to be actioned and assigned to a staff member to work
• Referrals that need to be booked at a clinic
• Document Jordan’s Principle application processes if patient is not registered with NIHB
• Documents travel booking information
• Detailed treatment plans
• Patient information
• Medical history
• Parent/ guardian info
• Contact information
• Informed consent
• Treatment site
• Dental coordinator assigned to file
• Treatment completed date
• Documents received related to patient
MT46 The proposed Electronic Dental Records System (EDR) must be able to track services delivered in each community.
MT47 The proposed Electronic Dental Records System (EDR) must allow entry of treatment planning details for entire year for Dentists, Dental Assistants, and Dental Hygienists.
MT48 The proposed Electronic Dental Records System (EDR) must be able to generate the following reports:
• The amount of each type of dental referrals that are pending action
• List of referrals assigned to a specific coordinator
• Age of referrals and wait time for referrals to be actioned
• The number of referrals at each treatment site based on specific types of referrals
MT49 The proposed Electronic Dental Records System (EDR) must allow saving and signing.
MT50 The proposed Electronic Dental Records System (EDR) must have the ability to auto save.
MT51 The proposed Electronic Dental Records System (EDR) must have the option to clear a signature to prevent accidental signing.
MT52 The proposed Electronic Dental Records System (EDR) must allow searching of data records by last name, first name, gender, date of birth or Status Number/X-Number.
MT53 The proposed Electronic Dental Records System (EDR) must be deployable across all Canadian provinces and territories.
MT54 The proposed Electronic Dental Records System (EDR) must provide charts that cover a lifetime of activity.
MT55 The proposed Electronic Dental Records System (EDR) must allow recording of treatment notes.
MT56 The proposed Electronic Dental Records System (EDR) must display daily appointment schedule.
MT57 The proposed Electronic Dental Records System (EDR) must allow entry of a unique identifier (eg. Status Number, X-Number) to each client electronic dental record.
MT58 The proposed Electronic Dental Records System (EDR) must be able to connect to a printer and allow printing of required sections of EDRs.
MT59 The proposed Electronic Dental Records System (EDR) must be scalable to meet National growth.
MT60
MT61
MT62 The proposed Electronic Dental Records System (EDR) must be expandable for implementation across Canada.
The proposed Electronic Dental Records System (EDR) must have a bilingual (French and English) interface.
The proposed Electronic Dental Records System (EDR) must be capable of producing bilingual (French and English) reports.
