The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: Consulting services to assist in the assessment, structuring, and implementation of a CMO (Change Management Office) and to provide ongoing execution support for the WCB's new five (5) year Strategic Plan.
Description of Services
The WCB requires the Contractor to perform the following:
a) Determine the methodology, structure, and resourcing requirements needed to support the CMO and change management needs for the Strategic Plan; and
b) Provide the necessary resources and expertise to support the CMO and change management needs of the WCB when internal capability is unavailable during any future strategic program needs.
The Services will include, but not limited to, the following four (4) components:
a) Initial Assessment (Part 1): Review the WCB's existing change management capabilities including resources, processes, and technology. As part of the process the Contractor will produce a report indicating current WCB capabilities, gaps, and overall organizational change readiness.
b) Proposed Structure (Part 2): Based on the results of the Initial Assessment (Part 1), and considering the strategic direction of the WCB:
(i) Propose the necessary resourcing structure to support the WCB's program and change management needs including creation of the CMO. In developing the structure, the Contractor must consider the following:
-Program and project needs before, during, and after the five (5) year Strategic Plan;
-The different roles needed to support the CMO function;
-The blend of change management resources (internal and external) considering the scope of the change, and the internal level of expertise;
-Identify the training requirements for the WCB's internal resources; and
-Identify any tools and technologies needed to support CMO function.
(ii) Produce a report outlining the complete operating model for the CMO, including methodology and resourcing needs.
c) CMO Implementation (Part 3): Lead implementation of the CMO, including:
(i) Development and implementation of standards, staff training, templates, and tools specific to the WCB;
(ii) Define roles and responsibilities;
(iii) Development of a change management plan for the WCB that includes both internal and external WCB stakeholders;
(iv) Development and implementation of formalized processes; and
(v) Development and implementation of governance and reporting structure.
d) Execution Support (Part 4): Following completion of the CMO Implementation (Part 3), provide the necessary external resources to augment the CMO capabilities during the implementation of the WCB's five (5) year Strategic Plan.
The Services shall normally be performed during Business Hours. However, the WCB may request some of the Services to be performed outside Business Hours from time to time, as deemed necessary, in the unfettered discretion of the WCB. The Contractor shall not be entitled to charge overtime rates unless specified in the Fee Schedule.
The Contractor will not be permitted to participate in future WCB procurement processes directly related to any risk management procurement needed to implement the WCB Strategic Plan.
The Contractor must have experience and knowledge with the following:
a) Extensive experience planning, launching, and managing CMO initiatives for performing similar projects;
b) Deep understanding of industry recognized change management methodologies; and
c) Experience to implement the methodology proposed.
The Contractor's assigned key resources should have the necessary certification such as Certified Change Management Professional (CCMP®), Prosi/ADKAR® (Awareness, Desire, Knowledge, Ability, and Reinforcement), or equivalent as applicable (which may be considered an asset when evaluating).
The Proposal should include an overview of the proposed resource(s) being offered, including profiles of work which highlight their experience performing similar projects.
The Contractor will not be required to have and maintain workers compensation coverage for its workers who will be providing the Services, unless required pursuant to The Workers Compensation Act.
The Services shall be provided onsite at the WCB's facilities and from the Contractor's facilities, as applicable, unless otherwise agreed in writing.
Vendors are to specify in their methodology what percentage of time will be performed onsite at the WCB's facilities when delivering the Initial Assessment (Part 1), Proposed Structure (Part 2), and CMO Implementation (Part 3) components of the Services.
It is expected the Initial Assessment (Part 1), Proposed Structure (Part 2), and CMO Implementation (Part 3) components of the Services will not take more than one (1) year to be completed. The WCB shall have an irrevocable option to extend the Services on the same terms and conditions and fees for an additional period of four (4) years to proceed with the Execution Support (Part 4), if approved internally by the WCB. The WCB shall also have another irrevocable option to further extend the Services for multiple extensions of various durations, up to a maximum total extension of four (4) additional years, if the WCB determines the Contractor is required past the initial five (5) year period for ongoing Execution Support (Part 4).
The Services will be structured with an Agreement that will require the parties to enter into subsequent Statements of Work (collectively the "SOWs").
The full scope of work for Execution Support (Part 4) of the Services cannot be determined by the parties at the time the Agreement will be executed because it is anticipated the WCB's needs and priorities will evolve as with the new five (5) year Strategic Plan becomes better defined. Subject to internal pre-approval by the WCB, the parties shall mutually agree upon the distinct components of work within Execution Support (Part 4), including the total fees, deliverables, and completion dates for same, in writing, via the SOWs, prior to commencing work on such new components.
