REQUEST FOR PROPOSAL STRATEGIC PLANNING SUPPORT SERVICES

Objective

Digital Health Canada is seeking consulting support services in the development of their 2026-2029 strategic plan. Proposals are due by Monday, September 15, 2025 at 4:00 pm ET.

It is anticipated that the project wlll begin September 29, 2025 and be completed by April 30, 2026, with a final presentation of the 2026-2029 Strategic Plan to the Digital Health Canada Board of Directors.

Background

Digital Health Canada is currently in the final year of the 2023-2026 strateigc plan, and is looking to develop a new three-year strategy that will guide organizational activities to 2029. With a new CEO, a strong, engaged membership, and an industry where the pace of change is significant and accelerating, the Board of Directors, is looking to develop a bold, new plan that challenges current assumptions, reflects the current and evolving ecosystem and outlines a future-forward direction for Digital Health Canada that will serve the organization, its members and the digital health community at large, for the next three years.

The Digital Health Canada budget for this initiative (up to a maximum of $25,000) is limited. For this reason, we are looking for an organization that will work with us to develop a strategic planning approach that will allow us to achieve our goal within our time and budget constraints.

While considering your response to this RFP, please be mindful of the following:

• Digital Health Canada has a large membership base made up of individuals with diverse skills, some of whom would be be willing to assist with certain tasks (e.g. session facilitation, environmental scans, etc..),
• Furthermore, we have a strong team and board that can also contribute
• Digital Health Canada has a number of mechanisms by which to reach our members and others (e.g. regular webinars, the ability to survey members, social media outlets regional networking events)
• The consultant should focus their response on the value-add components that they can bring to the table and provide some direction of where/how Digital Health Canada can accomplish aspects of the work using other means

Scope

We would like the strategi planning process to include four components as described below. For the purposes of this project, we feel that stakeholder engagement will be critical and are especially interested in a robust outreach and engagement process (with members and beyond). Again, we are looking for the consultant to provide direction regarding an approach that will include creative ways to complete some components of the project cost-effectively as well as describing where their value-add expertise will be used to complement other work and drive creation of the strategic plan.

1. A scan of the current digital health ecosystem, which would address the current political, financial, social, and environmental climate and the implications of each, both current and future. This review should also include examples (national and international) of best practices in association management as well as a thorough review and analysis of how AI, and other technologies may impact Digital Health Canada. (October – December, 2025).
2. A significant and comprehensive consultation process. As Digital Health Canada is a member association, it is critical that the voices of our members figure prominently in the development of the strategic plan. We also recognize the importance of consulting with non/potential members as well as those who may influence and/or are influenced by, the work that we do (eg Health Canada, staff, Digital Health Canada’s CHIEF Executive Forum, academia, associations, etc). (October 2025 – January 2026).
3. The development of a draft strategy, which will be based on an analysis and consolidation of inputs. This draft will be reviewed by the Board and other key stakeholders, refined and finalized for broad distribution. (January – April 2026).
4. Creation of key messages, marketing material and a communication plan that will ensure broad dissemination and support for the plan. (March-April 2026).

Note that a review the mission, vision and values of Digital Health Canada is out of scope – these will not change.

Project Governance

The CEO will lead the project and work closely with the Vice-President, who will act as Executive Sponsor. The Executive Committee of the Board (President, Past-President, Vice-President, Chair, Secretary-Treasurer) will provide oversight to the project team. Additional ad-hoc meetings of the Board and/or Executive Committee may be required and will be convened as needed.

The Consultant will meet with Digital Health Canada every two weeks, providing a written project status report and identifying any material issues/insights.

Key dates to keep in mind as the project approach is being developed:

• Board of Directors’ Meetings:
• October 6-7, 2025 Board of Directors Meeting (in person (Toronto)): Initial project kick-off a discussion of approach
• November 26, 2025 (virtual): Project update and engagement as required
• January 21-22, 2026 Board of Directors Meeting (virtual): presentation of draft strategic plan
• April x, 2026 Board of Directors Meeting (in-person): Presentation of final strategic plan and communication plan
• The Board Executive Committee meets monthly (the third Tuesday of the month).
• Digital Health Canada’s CHIEF Executive Forum Advisory Council meets monthly

Consultant Access & Support

• Digital Health Canada will provide relevant background materials.
• The consultant will have access to:
  • The Board Executive Committee, and individual Board members as needed
  • The Digital Health Canada CEO and Executive Director for input, direction, and coordination throughout the engagement.
  • Digital Health Canada members and attendees at various Digital Health Canada events
• Digital Health Canada will coordinate scheduling and facilitate introductions to Board members, key informants and other relevant contacts to support timely progress of the work.

Timelines

• SOW Issued: August 29, 2025
• Questions Due: September 4, 2025 (by 5pm ET)
• Responses Due: September 15, 2025 (by 5pm ET)
• Decision Date: September 22, 2025
• Deliverables Complete: April 15, 2026
• Contract End Date: June 1, 2026

Budget

Digital Health Canada is a not-for-profit organization. The project has been budgeted at a maximum of $25,000.00 CDN.

Proposal Requirements

Interested consultants are asked to provide:

• A clear description of their approach and methodology
• A high level project plan and proposed timelines that align with the deliverables outlined in this document
• Relevant experience and qualifications of the consultant(s) who will undertake the work, including similar projects delivered for not-for-profit or member-based organizations
• Identification of the proposed project team, their respective roles, and confirmation of whether any subcontractors will be engaged (including the scope of their involvement).
• A budget breakdown and pricing including fees and expenses, with total project cost.
• At least two references for similar work completed within the past five years, including contact information

Evaluation Criteria

Proposals will be reviewed to ensure they meet all requirements outlined above. Proposals will be evaluated based on the following considerations:

• Demonstrated understanding of the scope of work and project objectives.
• Proposed approach, methodology, and workplan feasibility, including ability to meet the indicated timelines.
• Relevant experience, qualifications, and demonstrated access to the skills and expertise required to complete the work successfully.
• Clarity and completeness in identifying the proposed project team, their roles, and any subcontractor involvement.
• Quality and relevance of references provided.
• Cost-effectiveness of the proposal, with proposed costing representing 30% of the overall evaluation weighting.

Submission Guidelines and Conditions

• This RFP does not constitute a commitment to purchase or enter into a contract.
• Any proposal selected may be subject to further discussion and is non-binding until confirmed in writing by Digital Health Canada.
• Digital Health Canada is under no obligation to respond to any or all submissions.
• Digital Health Canada reserves the right to cancel this process or reject any proposal at any stage.
• Digital Health Canada may request clarifications, additional information, or meetings with proponents prior to making a decision.
• Proponents are responsible for all costs associated with preparing and submitting their proposals; Digital Health Canada will not reimburse any associated expenses.
• Proposals should remain valid for 60 days from the submission deadline.
• Proponents must disclose any actual or potential conflicts of interest; Digital Health Canada may, at its discretion, disqualify proposals where conflicts cannot be satisfactorily managed.

Submission instructions

• Respondents are requested to email a single consolidated PDF (including optional appendices) to: Shannon Bott, Executive Director, Digital Health Canada (sbott@digitalhealthcanada.com) with the subject line: “Digital Health Canada Strategic Planning Proposal – [Your Organization]”
• Deadline: September 15, 2025, 5:00 p.m. Eastern Time. Late submissions may not be accepted.
• Questions/clarifications: Direct to Shannon Bott at the email above no later than September 4, 2025, 5:00 p.m. Eastern Time. Responses may be shared with all interested parties to ensure fairness.
• Responses should be no longer than 4 pages (excluding appendices), PDF format, with all supplementary materials included in the same file and email.