RFQ - Online Caregiver Support Group Facilitator

Request for Quote (RFQ)

Online Caregiver Support Group Facilitator

Date Issued: August 24, 2026

Deadline to submit questions: September 3, 2026 at 12:00 noon

Deadline to submit proposals: September 17, 2026 at 12:00 noon

INVITATION:

The Ontario Caregiver Organization (OCO) issuing this Request for Quote (RFQ) to invite proponents to provide their best proposal and competitive offer for delivering facilitation of online support groups for caregivers at OCO. The online support group program aims to reduce isolation amongst caregivers in Ontario by offering a safe, inviting, and inclusive space to allow caregivers to connect on the common experiences and emotions that often accompany caregiving. OCO will accept proposals from individuals referred to as the “proponent” hereinafter. OCO seeks to select proponents who have the ability to adhere to the determined schedule of online support groups.

Proponents must be experienced caregivers who also have training in group facilitation, caregiver wellness, and experience facilitating services on video conferencing technology (e.g., Zoom). The facilitator can be a non-clinical professional with various training and certifications that support group facilitation. The ability to facilitate in both English and French is an asset.

BACKGROUND ON OCO

The Ontario Caregiver Organization (OCO) exists to improve the lives of Ontario’s 4 million caregivers, ordinary people who provide physical and emotional support to a family member, partner, friend, or neighbour. The OCO supports caregivers by being their one point of access to information, so they have what they need to be successful in their role.

The OCO works collaboratively with caregivers, healthcare providers, and other organizations to improve the caregiving experience by:

• Finding ways to make existing services more broadly available
• Ensuring all caregivers, regardless of age, disease, diagnosis, or location within the province can access support
• Identifying gaps, and working with partners to find new ways to fill them OCO’s Strategic Plan is focused on the following objectives:

1. Connect more caregivers with the support they need to improve their experience and wellbeing
2. Embed caregiving into the culture of healthcare to recognize and support caregivers as partners in care
3. Generate solutions with caregivers and system partners to address issues that impact caregivers
4. Amplify caregiver voices and evidence to influence change

THE OPPORTUNITY

OCO began offering education and support programs and services for caregivers in 2019. The overarching purpose of all OCO programs and services is to support caregivers who are family members, partners, neighbours, and friends of people who require some form of care and support.

Caregivers who participate in OCO programs come from all age groups and backgrounds across the Province of Ontario. Their care recipients are children, young adults, or older adults with various conditions.

OCO offers a wide array of programs and services. Other current OCO programs for caregivers include:

• 24/7 Caregiver Helpline for in-the-moment information and referrals over the phone and online chat in over 150 languages
• Topic-specific webinars
• Caregiver Coaching
• Psychoeducational webinars and accompanying counselling
• 1:1 Peer Support Program
• Regularly updated information and free resources on the OCO website

OCO has offered online support groups for caregivers since 2020. Caregivers register online and are screened by OCO staff before being added to the online support group that works best for their schedule. The groups are open to all caregivers, inclusive of all caregiving experiences, with the exception of three specialized support groups: a French support group, a support group for young caregivers aged 15 to 25, and a group titled “Change in Caregiver Identity” for caregivers whose caregiving role may have changed or ended. The online support groups each have up to 12 caregiver participants. The online support groups are drop-in style, so the participants are comprised of both new attendees and regular attendees.

As demand for the program has increased, we are looking to expand our online support group offerings. Online support groups are currently offered twice-monthly, but we are looking to expand our programming to offer online support groups weekly.

The proponent should be available to align with our pre-determined online support group schedule.

Facilitator Schedule:

• Tuesday 5:30pm to 7:30pm
• Wednesday 9:30am to 2:30pm
• Thursday 5:30pm to 7:30pm
• Friday 9:30am to 11:30am

The Facilitator Schedule includes both direct-to-caregiver facilitation of one-hour online support groups, as well as time allocated for administrative tasks. Online Support Groups will not run during statutory holidays. It is understood that the successful proponent will have periods of unavailability due to vacations etc. This can be discussed and planned for in advance.

RANGE AND SCOPE OF WORK

The scope of work for the successful proponent(s) to deliver facilitation of the online support group program will involve meeting with caregivers on a weekly basis through videoconferencing (Zoom) to facilitate conversation amongst caregivers seeking connection and emotional support. The proponent will support referrals to other OCO programs and promote other resources where relevant to the support group conversation and individual caregiver needs.

The proponent should have excellent technology skills (specifically, Zoom) and the ability to support caregivers in using technology to participate in the online support group program.

Engaging in administrative work such as research and email correspondence (including weekly e-mail reminders to registered caregivers) to prepare for the support groups will also be essential.

OCO will provide an Outlook e-mail address to utilize for communications with caregiver participants.

The successful proponent(s) will support with administration of evaluation surveys on a quarterly basis.

It is essential the proponent(s) have a clear understanding of the difference between coaching, counselling, and peer support and be able to identify when to refer caregivers to more intensive support, if required, as the online support groups do not provide crisis support or counselling. Having crisis training and/or mental health first aid is an asset in this role.

Additionally, the successful proponent(s) will be expected to communicate with other program staff frequently by email or phone, attending monthly meetings with OCO. The successful proponent(s) will report to the Program Lead, Peer Support and Young Caregivers, and the Manager of Caregiver Programs.

The successful proponent(s) will also:

• Demonstrate knowledge of caregiver issues and have experience as a caregiver themselves
• Understand the role of caregiving in the context of different cultural norms
• Have prior experience providing facilitation for support groups with demonstrated knowledge and skills related to (active listening, compassion, caregiver burnout, operating within anti-stigma framework, coping, self-care and mental health promotion strategies, system navigation, multi-tasking, problem-solving skills, communication skills, deescalation and crisis training)
• Independently facilitate five weekly online support groups for caregivers
• Have access to a password-protected computer, owned solely by the proponent, to store confidential information with access to Outlook and SharePoint and secure internet connection
• Have proficiency in using Microsoft programs such as SharePoint, Excel, and Outlook
• Have experience and a high level of proficiency with the videoconferencing communication platform “Zoom”
• Attend monthly 1-hour meetings with OCO staff
• Attend onboarding and/or training sessions, as required
• Learn about OCO programs and services to potentially refer caregivers as needed
• Support the documentation of required metrics and attendance tracking
• Provide input related to program quality improvement
• Invoice OCO monthly
• If proponent is fluent in English and French, provide services in both languages as required

Proponents are asked to propose the approach and fees they consider appropriate to deliver the scope of work outlined in the RFQ, including their proposed hourly rate(s) within the range of $25 to $35 per hour. Submissions will be evaluated on value for money alongside the other stated criteria.

Quote should be no longer than six pages and should include details of qualifications, methodology/approach, references, and fees (see “Format of Proposal” for outline to follow). Proposal submissions should be electronic documents (e.g., Word and PDF document formats). Please attach certifications, awards, or any other documents you would like to include related to your facilitation experience and skills.

TIMEFRAME

Deliverable / Activities

Proposed Timeline

Questions may be submitted

August 24 – September 3, 2026

Proposal submission deadline

September 17, 2026

Contract awarded

Fall 2026

Onboarding and service delivery begins

Fall 2026/Winter 2027

The expectation is that the proponent will deliver the program over the course of one year from Fall 2026. OCO, as its sole discretion, may offer to extend the service agreement for up to two additional years.

QUESTIONS

Please send questions to Stacy Chung by stacyc@ontariocaregiver.ca by September 3, 2026 at 12:00 noon.

DEADLINE FOR SUBMITTING QUOTE:

Please submit to Stacy Chung by stacyc@ontariocaregiver.ca by September 17, 2026 at 12:00 noon.

OCO CONTACT:

Please submit your quote by email and direct any communications to:

Stacy Chung

Director, Operations

The Ontario Caregiver Organization

20 Bay Street, 11th Floor, Suite 603

Toronto, Ontario M5J 2N8

Email: stacyc@ontariocaregiver.ca

Telephone: 437-335-2101

Please use the following subject line in your email: “Proposal – Online Support Groups” QUOTE PREPARATION INSTRUCTIONS:

1. Good Faith Statement

All information provided in this invitation to quote is offered in good faith. Individual items are subject to change at any time. OCO makes no certification that any item is without error and is not responsible or liable for any use of the information or for any claims asserted there from.

2. Communication

Verbal communication shall not be effective unless formally confirmed in writing by Stacy Chung (OCO). In no case shall verbal communication govern over written communication.

Inquiries, questions, and requests for clarification related to this invitation to provide a quote are to be directed to Stacy Chung at stacyc@ontariocaregiver.ca. Written responses will be emailed to all the proponents by OCO.

3. Criteria for Selection

Each response to this invitation for quotes will be based on the following criteria:

Criteria

Scoring (Points – Max of 40)

Experience and Expertise

10

Understanding of Need

10

Approach

10

Budget and Value for Money

10

4. Format of Proposal

Quotes should be no longer than 6 pages (shorter proposals are encouraged) and should be submitted as electronic documents with proposal and attachments (e.g., Word and PDF document formats)

We require you to respond to this Invitation for Quote using the headings outlined below:

Heading

Details to be included under each heading

Details of your experience

• Capabilities relevant to OCO, including capability to deliver facilitation of support group services and in which languages (English and/or French)
• Credentials and experience
• Relevant clients and/or examples of similar projects
• Two references from relevant organizations/services that can be contacted.

Methodology/ Approach

• Describe the approach you would take to facilitate an online support group with caregivers, including suggested activities not outlined in the RFQ (if any)
• Describe your level of comfort and experience with technology, specifically Zoom, Outlook, Sharepoint and Excel
• Confirm your availability to work within our pre-determined support group schedule, and list your preference for Facilitator Schedule #1 or Facilitator Schedule #2
• Please describe why we should choose you and what value you would add to OCO’s online support group program

Credentials/ Certificates/ Awards

• Details of relevant qualifications, including designations, certificates, awards, etc.

Heading

Details to be included under each heading

Fees

• Fee quote on package of services provided and possible additional fees on an as-needed basis.
• Outline of billing structure

5. Additional Terms & Conditions

a. Non-Disclosure Agreement

OCO reserves the right to require any respondent to enter into a non-disclosure agreement.

b. Disclosure of any Artificial Intelligence utilized (e.g. tools, software):

Quotes/proposals must disclose any AI currently used or planned to be used within the proponent's work at any stage of the project. Where AI is used in delivering services to OCO, the proponent must use OCO content and data only for the purpose of providing the services and for no secondary purpose (such as training, improving, or evaluating AI). The proponent is responsible for mitigating AI risks and for holding all rights and licenses necessary to use AI technology. The use of free/unlicensed AI tools is strictly prohibited. Personally identifiable information (of staff, caregivers, or others associated with OCO) should not be input into AI tools unless necessary to provide the services. Please note: the successful proponent's use of AI will be governed by Schedule C (Use of AI in Delivering the Services) of the services agreement, which sets out further requirements, including advance notice of material AI use.

c. Costs

The invitation to quote does not obligate OCO to pay for any costs, of any kind whatsoever that may be incurred by a respondent or any third parties, in connection with the response. All responses and supporting documentation shall become the property of OCO, subject to claims of confidentiality in respect of the Response and supporting documentation.

d. Intellectual Property

The respondent should not use any intellectual property of OCO including, but not limited to, all logos, registered trademarks, or trade names at any time without the prior written approval of OCO, as appropriate.

e. Respondent’s Proposal

All accepted quotes and proposals shall become the property of OCO and will not be returned.

f. Governing Law

This invitation to quote and the respondent’s response shall be governed by the laws of Canada.

g. No Liability

OCO shall not be liable to any respondent, person, or entity for any losses, expenses, costs, claims, or damages of any kind:

• Arising out of, by reason of, or attributable to, the respondent responding to this invitation to quote; or
• As a result of the use of any information, error, or omission contained in this invitation to quote document or provided during the invitation to quote process.

h. Entire Request for Quote

This Request for quote, any addenda to it, and any attached schedules, constitute the entire Request for Proposal.