College of Traditional Chinese Medicine Practitioners and Acupuncturists of Ontario

Request for Proposals for Development of Self, Peer and Practice Assessment Components of the Quality Assurance Program


Issue Date:  June 30, 2022
Proposal Submission Deadline: August 15, 2022


The College of Traditional Chinese Medicine Practitioners and Acupuncturists of Ontario  (the “College”) is seeking a qualified consultant to assist the College in the development of the Self, Peer and Practice Assessment (PPA) components of the Quality Assurance Program (the QA Program).

The College is the governing body established by the government of Ontario under

the Regulated Health Professions Act, 1991 (RHPA), and the Traditional Chinese Medicine  Act, 2006. The College’s mandate is to regulate traditional Chinese medicine practitioners and acupuncturists practising in Ontario in the public interest. The College fulfills its  mandate by setting out entry to practice requirements and developing standards of practice. Furthermore, the QA Program ensures that members maintain their competence by engaging in professional development activities and keep abreast of current regulatory standards.

1.1  Overview of the College’s Quality Assurance Program

The QA Program is an important aspect of the CTCMPAO ’s mandate. Under the Health Professions Procedural Code (the Code), which is Schedule 2 of the Regulated Health Professions Act, 1991 (RHPA) all health profession Colleges must:

  • develop, establish and maintain programs and standards of practice to assure the quality of practice of the profession; and
  • develop, establish and maintain standards of knowledge and skill and programs to promote continuing evaluation, competence and improvements among the

The College’s Quality Assurance Program Regulation further specifies that the QA program must include:

  • continuing education or professional development designed to:
    • promote continuing competency and continuing quality improvement among the members;
    • promote interprofessional collaboration;
    • address changes in practice environment; and
    • incorporate standards of practice, advances in technology, changes made to entry to practice competencies and other relevant issues in the discretion of the Council; self, peer and practice assessment; and
  • a mechanism for the College to monitor members’ participation in, and compliance with the quality assurance

The goal of the Quality Assurance Program is to protect the public by working in partnership with Traditional Chinese Medicine Practitioners and Acupuncturists in Ontario to support and provide them with tools to demonstrate their ongoing competence and to provide members with an opportunity to control their own professional development.

The College has approximately 2,500 registered members. All members are required to participate in the QA Program.

The Quality Assurance Committee (the QA Committee) is responsible for administering and monitoring the QA Program.

Over the years, the QA Committee developed tools, guidelines, and processes to assist members in meeting the QA Program requirements. The following is a summary of the current approach to Self, Peer and Practice Assessments:

  • Self-Assessment – The Self-Assessment form combines Self-Assessment with the Professional Development component of the QA These tools are designed to assist members in implementing their continuing education or professional development activities. The Self-Assessment form consists of three parts:
    • Checkbox based self-assessment, through which members review the College’s Standards of Practice and identify areas requiring improvement;
    • Three-part written self-assessment summary in which members are asked to develop strategies for addressing current or future needs; and
    • Professional development activity

The Self-Assessment Form assists members in identifying what areas related to the Standards of Practice they would like to learn more about and to determine their professional development learning goals for the upcoming year.

All members must complete the self-assessment on an annual basis. Each year, 10% of all members are selected at random to submit their Self- Assessment Tool (SAT).

  • Peer and Practice Assessment – A practice assessment conducted by peers provides a means to assess how members of the profession perform in their The assessment process is intended to be a formative evaluation where another member of the profession reviews a member’s practice to identify areas of strength and areas that may need improvement. Each year the QA Committee selects a percentage of members to undergo a peer and practice assessment.

Members may also be required to undergo the peer and practice assessment if, for example, their records do not demonstrate that the member has engaged in adequate self-assessment, continuing education, or professional development activities.

The current Peer and Practice Assessment Tools are based on the College’s Standards of Practice (similar to the Self-Assessment Tool).


2.1. Summary of the Project

The College recently completed a comprehensive review of its QA Program (a copy of the review project report will be made available to the successful Proponent). The key recommendations of the project include:

  • To increase the responsiveness and reflexivity of the QA Program, that is:
    • Increasing the program’s capacity to learn from and with its Stakeholder Engagement is one of the elements of the program’s responsiveness.
    • Increasing the program’s capacity to continuously generate data and review its
  • To align the program with the principles of right-touch regulation1.

The QA Program review identified a need for the College to develop a new approach to its Self, Peer and Practice Assessments, to for example,

  • Position Self, Peer and Practice Assessments as approaches to professional development;
  • Increase members engagement in the Quality Assurance Programs in general and in their ongoing professional development;
  • Optimize the use of resources and increase the effectiveness of the QA Program assessments;
  • Develop mechanisms that will help the College identify common issues and emerging trends that need to be addressed on a wider scale (through learning modules or educational tips for example).
1    See: Professional Standards Authority, Right Touch Regulation.   2015.pdf

The College is seeking a qualified Consultant to work with the Quality Assurance Committee and designated staff to develop new Self, Peer and Practice Assessment tools that will:

  • Align with the principles of right-touch regulation and the College’s QA framework;
  • Continue to meet the College’s commitment to protecting the public by ensuring that members maintain safe and competent practice;
  • Meet the College’s legislative requirements;
  • Be reflective of the scope and nature of the traditional Chinese medicine practice;
  • Provide assessment tools that are valid, reliable, and user-friendly; and
  • Align with the organizational needs of the College, including the College Performance Measurement Framework (CPMF).

2.2.  Project Deliverables

The Proponent is expected to deliver the following:

  1. Determine the most appropriate approaches to Self, Peer and Practice Assessments based on the College’s needs and best practices.
  2. Develop new content for the self, peer and practice assessments, aligning with the College’s QA
  3. Consult with members of the profession during the development process to ensure that the tools reflect the scope and nature of the traditional Chinese medicine
  4. Conduct pilot testing and evaluation of the new self, peer and practice
  5. Research and provide recommendations for the most appropriate tools/mechanisms that can be used to deliver the self, peer and practice assessments (e.g., technology platforms for conducting self-assessments ) that will:
    • Optimize the use of resources and increase the effectiveness of the
    • Allow the College to identify and address common and emerging issues through the aggregate data gathered through the assessment

2.3.  Project Timelines

It is expected that the project will take place from September 2022 to June 2023.


All proposals will be treated in confidence.

3.1.  General Requirements

The Proponent should demonstrate an understanding of the project to be undertaken/services to be provided and should describe the approaches the Proponent will take to meet the College’s requirements.

3.2.  Qualification/Personnel Requirements

The Proponent should include a detailed description of the relevant qualifications, skills and experience of person(s) who will be assigned to provide the services. A resume or CV and references should be included with the submission.

  • Proposed Work-Plan and Timeframe for Project Completion/Service Delivery The Proponent should provide a detailed work plan of the project/services it will provide, including all tasks, milestones and The timeframe for this project is expected to adhere to the requirements noted in Section 2.3 Project Timelines.

3.4.  Cost Estimates/Budgets

The Proponent should:

  • Provide their consulting fees on a per diem rate at seven and a quarter hours per calendar day;
  • Set out separately all anticipated expenses, including travel expenses, which shall be in accordance with Ontario government eligibility rules and rates; and
  • Calculate the total cost of the project/services to be


Each Proponent’s submitted Proposal will be evaluated based on the following criteria:

Experience and Qualifications (40%)

  • Proven experience with and understanding of Quality Assurance requirements for regulated professionals
  • Proven experience in developing assessment tools
  • Proven experience in report and recommendations preparation

Work Plan (40%)

  • Understanding of the project requirements
  • Understanding of challenges and feasibility of proposed solutions
  • Realistic timelines and costs for each component of the workplan
  • Thoroughness/quality of the submission
  • Reasonableness of

References (20%)

  • Ability to meet timelines and delivery expectations
  • Responsiveness to client needs and flexibility
  • Reliability and


The objective of the evaluation process is to identify the Proposal(s) that most effectively meet(s) the requirements of the RFP, based on the evaluation criteria.

Stage 1: The College shall evaluate the Proponent’s Proposal based on the criteria with respect to the requirements of the RFP provided for in Section 2, Project Requirements and Deliverables.

Stage 2: The top Proponents will be invited to participate in an interview/presentation with the Quality Assurance Committee.

Stage 3: The College shall check the references provided by the selected Proponents.


6.1.  Proposal Format Checklist

The Proposal should:

  1. Include one signed Proposal marked “original” by email to arrive at the office of the College on or before August 15, 2022 at 5:00 m. EST;
  2. Include all required elements as described in the RFP, including a description of the Proponent’s ability to satisfy the requirements of the RFP and a detailed cost for the proposed

6.2.  Proponent Information

The Proposal should provide:

  1. Name, mailing address, email address, telephone and email address of the contact person(s) for the Proponent;
  2. Proponent’s legal name and any other name under which it carries on

6.3. Conflict of Interest

The Proponent must confirm in its Proposal that they do not and will not have any conflict of interest (actual or perceived) in submitting its Proposal or, if selected, with the contractual obligations as Contractor under the Agreement. Where applicable, a Proponent must declare in its Proposal any situation that may be a conflict of interest in submitting its Proposal.

The Proponent must confirm that the Proponent neither has nor has had access to any Conflict of Interest Confidential Information as defined below:

  1. “Conflict of Interest Confidential Information” refers to confidential information of the College other than confidential information disclosed to Proponent in the normal course of the RFP. The Conflict of Interest Confidential Information is relevant to the project/services required by the RFP and the RFP evaluation process, and the disclosure for which could result in prejudice to the College or an unfair advantage to the
  2. “Confidential Information” means information, data, material and items in any form supplied to the Proponent by the College or otherwise acquired by the Proponent in connection with this RFP, whether supplied to or acquired by the Proponent before or after the issuance of this RFP, as well as all software and deliverables supplied or created by the

The successful Proponent will be expected to sign a confidentiality agreement and will be subject to section 36 of the RHPA (confidentiality provisions).

All Confidential Information is the property of the College, unless indicated otherwise.

The Proponent shall ensure that it:

  1. Holds Confidential Information in confidence;
  2. Does not disclose Confidential Information without prior written authorization from the College;
  • Upon request returns Confidential Information to the College within ten calendar days after any request; and
  1. Upon request returns all Confidential Information to the College within ten calendar days after the announcement of the qualified

The Proposal of any Proponent may be disqualified, or if the Proposal is accepted, can be cancelled, where the Proponent fails to provide confirmation of the foregoing or makes misrepresentations regarding any of the above.


7.1. Submission of Proposal

To be eligible for consideration, Proponents must submit one signed Proposal marked “original” by email to the email address provided below. The deadline for submission is August 15, 2022, at 5:00 p.m. EST.

Registrar and CEO at

7.2. Questions and Enquiries

Proponents who have read this Request for Proposals (RFP) and are interested in responding may direct questions or request additional information in writing by email to Claudia Frisch, Manager, Quality Practice, at The questions must be submitted by August 2, 2022.


Subject to satisfactory reference checks and completed security clearances, any qualified Proponent will be required to enter into an acceptable written contract with the College before final selection. The College may, in its sole discretion, enter into preliminary discussions with the Proponent with the aim of expediting the finalization of the contract and any negotiations.


Section 80.1, Health Professions Procedural Code, Schedule 2 of the Regulated Health Professions Act, 1991 (RHPA)


Quality Assurance Program, Ontario Regulation 28/13


Quality Assurance Program Framework


Consideration for Future RFP Deliverables

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