August 20, 2025

Request for Proposals – Governance Consultant

REQUEST FOR PROPOSALS – GOVERNANCE CONSULTANT
DIGITAL HEALTH CANADA, ONTARIO, CANADA

Digital Health Canada is undertaking an important initiative to ensure its governance structures and practices remain responsive to the evolving needs of its membership and the broader digital health landscape. This RFP outlines the scope, objectives, and deliverables for consulting support to strengthen Board recruitment and selection processes, and to reinforce the organization’s approach to risk management.

Proposals are due by September 8, 2025. The proposed project timeline is September 22, 2025 through December 15, 2025. The project has been budgeted at a maximum of $25,000.00 CDN.

BACKGROUND

Digital Health Canada is a member-supported not-for-profit professional association that connects, inspires, and empowers those enabling digital healthcare in Canada. The organization fosters network growth and connection; brings together ideas from multiple segments for incubation and advocacy; supports members through professional development at the individual and organizational levels; and advocates for the digital health industry in Canada.

As part of its commitment to strong, forward-looking governance, Digital Health Canada seeks consulting support to refresh its Board Director nomination and selection process and to advance organizational risk management. This work will embed equity, diversity, and transparency into Board recruitment, align Board competencies with long-term strategic needs, and ensure the organization has a clear risk framework, defined risk tolerance, and an actionable risk register to guide decision-making, all while better reflecting and serving its growing, diverse membership.

SCOPE OF WORK

A. Board Nomination & Selection Process Refresh

Activities:

  • Review governance documents, relevant bylaws, nomination processes, and the available draft competency matrix.
  • Work with the assigned Digital Health Canada project team to finalize a preferred competency matrix; and collaborate with Board members to map competencies of the current Board and review succession planning.
  • Identify gaps and recommend updates to ensure equity, diversity, transparency, sustainability and other key attributes
  • Recommend bylaw changes required to implement the updated process.
  • Facilitate up to two working sessions with the Board Governance Committee (BGC).
  • Develop draft materials for:
    • Inclusion in the November Board meeting package to support Board approval of any required bylaw changes and updated processes.
    • Member communications and meeting materials for a February 2026 Special Members Meeting to implement the updated approach.
  • Deliver a final workplan with workback timelines to guide Digital Health Canada through to implementation in the upcoming 2026 election cycle.

Key Milestones:

  • September–October 2025: Review, analysis, early insights; first BGC working session in September.
  • October 2025 Board Meeting: Present initial findings and proposed approach.
  • Late October 2025: Second BGC working session to refine recommendations and confirm any proposed bylaw changes as required.
  • Early November 2025: Finalize recommendations, bylaw change proposals, and updated process.
  • Mid-November 2025: Provide finalized November Board meeting package content.
  • Late November 2025: Deliver draft member communications and Special Members meeting materials; submit final workplan and handoff to Digital Health Canada project team.

B. Risk Framework Development

Activities:

  • Review Digital Health Canada’s existing risk management policy, related documents, and any current practices.
  • Facilitate Board-level discussions to define and confirm organizational risk tolerance.
  • Develop an organizational risk framework aligned with Digital Health Canada’s strategic priorities and governance best practices.
  • Create an initial risk register to support ongoing Board oversight and regular review.
  • Provide recommendations for ongoing monitoring, reporting, and periodic review of the risk framework and register.
  • Complete all work and hand-off of final deliverables to Digital Health Canada by November 2025.

Key Milestones:

  • September–October 2025: Document review, consultations and facilitation of Board discussions.
  • Early December 2025: Deliver draft risk framework and risk register for review by Digital Health Canada project team.
  • Late December 2025: Submit final risk framework, risk register, and implementation guidance to Digital Health Canada.

DELIVERABLES

The consultant will provide the following, with final deliverables submitted to Digital Health Canada by November 30, 2025:

Nomination Process Refresh Package:

  • Current state analysis and gap assessment of existing nomination and selection processes, governance documents, and any relevant bylaws
  • Updated Board competency mapping to identify competencies required in the 2026 election cycle and beyond
  • Recommendations for updated process, including proposed bylaw changes
  • Draft content for:
    • Inclusion in November 2025 Board meeting package to support Board approval of recommended changes
    • Member communications and Special Members Meeting materials for February 2026 (for Digital Health Canada to finalize and distribute)
  • Final workplan with workback timelines to guide Digital Health Canada through to implementation in the 2026 election cycle
    The consultant will provide the following, with final deliverables submitted to Digital Health Canada by December 15, 2025:

Risk Framework Package:

  • Organizational risk tolerance statement (developed in collaboration with the Board)
  • Organizational risk framework aligned with Digital Health Canada’s strategic priorities and governance best practices
  • Initial risk register to support ongoing Board oversight and regular review
  • Recommendations for ongoing monitoring, reporting and periodic review of the framework and register

CONSULTANT ACCESS & SUPPORT

  • Digital Health Canada will provide relevant background materials, including governance documents, bylaws, policies, and any prior competency matrices or risk management materials.
  • The consultant will have access to:
    • The Board Governance Committee (BGC) for up to two working sessions related to the nomination process refresh.
    • Individual Board members, as required, to support competency mapping, succession planning analysis, and/or risk tolerance discussions.
    • The Digital Health Canada CEO and Executive Director for input, direction, and coordination throughout the engagement.
    • Other key governance contacts, as needed, to support the risk framework development.
  • Digital Health Canada will coordinate scheduling and facilitate introductions to Board members, and other relevant contacts to support timely progress of the work.

TIMELINES

  • RFP Issued: August 25, 2025
  • Questions Due: September 3, 2025 (by 5pm ET)
  • Responses Due: September 8, 2025 (by 5pm ET)
  • Decision Date: September 15, 2025
  • Contract Start Date: September 22, 2025
  • Board Nomination & Selection Process Refresh: September–November 2025
  • Risk Framework Development Work: September–December 2025
  • Deliverables Complete: November 30, 2025 & December 15, 2025
  • Contract End Date: December 15, 2025

BUDGET

Digital Health Canada is a not-for-profit organization and has set aside up to $25,000 CDN for this project. Respondents are encouraged to propose a cost-effective approach that achieves the deliverables outlined.

PROPOSAL REQUIREMENTS

Interested consultants are asked to provide:

  • A clear description of their approach and methodology for each workstream
  • A project plan and proposed timelines that align with the deliverables and milestones outlined in this RFP
  • 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.ca) with the subject line: “Digital Health Canada Governance Consulting Proposal – [Your Organization]”
  • Deadline: September 8, 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 3, 2025, 5:00 p.m. Eastern Time. Responses may be shared with all interested parties to ensure fairness.
  • Responses should be no longer than 5 pages (excluding appendices), PDF format, with all supplementary materials included in the same file and email.