Request For Proposal: Database Consultant

Request for Proposals (RFP)

Consultant to Review and Analyze International Data Systems for Patient Outcomes

Issued by: Canadian Fertility and Andrology Society (CFAS)

RFP Number: CFAS-2025-01

Date of Issue: November 11th, 2025

Submission Deadline: January 11th, 2026

1. Introduction

The Canadian Fertility and Andrology Society (CFAS) invites proposals from qualified consultants or consulting firms to undertake a comprehensive comparative analysis of international and national database models of treatment outcome data systems. The purpose of this initiative is to provide CFAS with evidence-based recommendations to guide decision-making for supporting a modernized, interoperable, and technologically advanced national fertility data framework and database.

The CFAS wants to understand the health information database landscape broadly to ensure that national data is collected and accessible in a way that maximizes efficiency and capitalizes on Artificial Intelligence (AI) advancement. The envisioned system should be nimble, capable of dynamic updates, interoperable across fertility clinic electronic medical record (EMR) systems, and adaptable to future innovations including artificial intelligence (AI) applications and data analytics. The goal is to ensure aggregate national data of fertility outcomes is 1) accurate and credible 2) accessible for researchers, policy makers, the public 3) available to clinics in ‘real-time’ intervals, to be able to compare performance nationally, to facilitate key learnings and raise the bar on quality across Canada.

2. Background

The Canadian Fertility and Andrology Society (CFAS) is the recognized national multidisciplinary authority in reproductive health, representing professionals working in fertility and andrology, in the areas of research, medicine, mental health, science, and law.

The Society’s members include clinicians, scientists, embryologists, nurses, lawyers, counsellors, and allied professionals committed to advancing reproductive health and patient care across Canada. The CFAS is one of the oldest professional Societies, entering its 72nd year. The mission of the CFAS is to responsibly advance reproductive science and medicine in Canada through leadership, research and guidance. It is responsible for the balanced advancement of the Assisted Reproductive Technology (ART) field in Canada, prioritizing evidence-based decision making to the benefit of Canadians and children born of this technology.

Currently, fertility treatment outcome data in Canada is coordinated through BORN Ontario (Better Outcomes Registry & Network), which links in-vitro fertilization treatment data to provincial birth outcomes and receives some infrastructure funding from the Government of Ontario. Participating clinics voluntarily share their data with BORN to populate the Canadian Assisted Reproductive Technologies Registry (CARTR). This system of data collection has been in place since 2013, and collects data from clinics both within Ontario (who are required to report funded cycles from the Ontario Funded Program to BORN) and clinics across Canada.

The CFAS seeks to understand the current databases in the fertility space, and leverage key learnings from other international systems, such as:

• The Society for Assisted Reproductive Technology (SART) database in the United States;
• The European Society of Human Reproduction and Embryology (ESHRE) data platform EuMAR creation (which aims to build on these national-level registries and develop a pan-European registry of prospective cycle-by-cycle data on the use and outcomes of MAR treatments).

In addition, national systems of health/patient treatment outcomes should also be analyzed to ensure emerging domestic innovations that use advanced technologies are included, such as:

• Private database developers offering modular or AI-driven fertility data solutions; and
• The Toronto University Health Network (UHN) and its related hospital data infrastructure, known for its integrated digital platforms and advanced use of data analytics and AI in clinical care.

These are examples of potential leaders in this area. The RFP seeks a comparative and forward-looking analysis that identifies best practices, opportunities for interoperability, and pathways to modernize Canada’s national fertility data ecosystem.

3. Objectives

The objectives of this consultancy are to:

1. Conduct a comparative analysis of national and institutional fertility outcome data models, including CARTR-Plus-BORN Ontario, SART (U.S.), ESHRE (Europe), Toronto UHN, and private data solutions (other stakeholders may be included or excluded, based on the recommendations of the consultant).
2. Evaluate governance, interoperability, privacy frameworks, and technical architectures supporting these systems.
3. Identify technological enablers, including AI, machine learning (ML), predictive analytics, and automation, that enhance data integration, accuracy, and accessibility.
4. Recommend adaptable strategies to strengthen Canada’s fertility data infrastructure, leveraging BORN Ontario’s foundation.
5. Provide a modernization roadmap outlining technical, operational, and governance requirements to achieve a truly national, interoperable, and future-ready fertility dataplatform.

4. Scope of Work

The consultant will undertake the following tasks:

1. Conduct an in-depth comparative analysis of fertility data systems, including:

• CARTR Plus-BORN Ontario (Canada)
• SART (U.S.)
• ESHRE (Europe)
• Toronto University Health Network (UHN)
• Databases developed and utilized in the private sector.

2. Evaluate each system in terms of governance, interoperability, data quality, privacy, scalability, and use of AI.

3. Work with the CFAS to engage stakeholders from BORN Ontario, fertility clinics, EMR vendors, CFAS members, policymakers, and international partners as required.

4. Provide a report with the analysis and develop actionable recommendations that align with Canadian privacy frameworks, propose technology pathways, and identify any potential collaboration models.

5. Deliverables

Deliverables include:

• Inception Report – Work plan, methodology, detailed project schedule, initial meetings with CFAS (within 4 weeks)
• Stakeholder Consultation & Summary (Month 2-3)
• Comparative Analysis Report – Review of BORN Ontario, SART, ESHRE, UHN, and private sector and/or databases developed by private developers (Month 4)
• Draft Final Report (Month 5)
• Final Report & Presentation – Final recommendations and modernization roadmap (Month 6)

6. Duration and Schedule

The consultancy is expected to last six (6) months from contract award. Key milestones include RFP issuance, submission, award, project start, and final report delivery six months thereafter.

7. Proposal Requirements

Proposals must include:

1. Cover Letter summarizing understanding of the project.

2. Company/Consultant Profile with relevant experience.

3. Methodology and Approach.

4. Work Plan and Timeline.

5. Team Composition and Expertise (including AI or interoperability experience).

6. Detailed Budget and Fee Structure.

7. Three References from comparable engagements.

8. Evaluation Criteria

Criteria include:

• understanding of objectives (20%)
• experience and expertise (25%)
• methodology (25%)
• timeline (15%)
• cost-effectiveness (15%).

9. Budget

The anticipated budget for this engagement is up to CAD $35,000, inclusive of professional fees, travel (if applicable), and taxes.

10. Submission Details

Proposals must be submitted electronically in PDF format to:

Canadian Fertility and Andrology Society (CFAS)

Attn: Emily McIntosh

Email: Emily.mcintosh@cfas.ca

Subject line: RFP CFAS-2025-01 – Fertility Data Systems Consultant Proposal

Submission deadline: January 11th, 2026, 5:00 p.m. Eastern Time.

11. Terms and Conditions

CFAS reserves the right to accept or reject any or all proposals. The lowest-cost proposal will not necessarily be selected. All proposal materials will remain confidential. The successful consultant will comply with all applicable Canadian privacy and data protection laws and enter into a formal agreement with CFAS.

12. Contact Information

For questions regarding this RFP, contact:

Emily McIntosh

Canadian Fertility and Andrology Society

Email: Emily.mcintosh@cfas.ca

Deadline for questions: December 12th, 2025.