3. Scope of Services
The University requires the Services of a Senior Change Management Expert (“Consultant”) to provide strategic advice on an ‘as and when required’ basis. The scope of involvement will include defining and leading the change management, communication and training needs related to the Modernization of Finance and HR Administrative Processes Program. This will require the creation of the Program’s Change Management, Communication and Training Strategy and Plan. These are vital elements to create the conditions for ensuring successful adoption of the required changes, which will effect a variety of stakeholders throughout the University community.
The execution of the Plan will be the responsibility of the University, but adjustments and refinements to the Strategy and Plan will be required as the Program advances. Furthermore, it’s also expected that examples, templates, and models of change management, communication and/or training products as a results of the Strategy will be made available to the University, as required.
All Services will be initiated via the Standing Offer Arrangement on an ‘as and when’ required basis using a “Call-up” process. A contractual obligation will come into force only when there is an authorized Call-up awarded against the Standing Offer Arrangement and only to the extent stipulated in the Call-up. Upon being awarded a Call-up, the Consultant must provide the Services as specifically detailed therein.
4. Mandatory Requirements
The Change Management Consultant must meet the following mandatory requirements:
- Must be able to provide Services to the University in both English and French (spoken and written);
- Must be a single designated individual that will work with the University throughout the Term of the Standing Offer Arrangement;
- Must be an individual with at least 10 years of experience with large-scale, multi-disciplinary change management projects;
- Must have ability during the Standing Offer Term to attend meetings on-site at the University ‘as and when required’.
5. Consultant Qualifications
In addition to the mandatory requirements, the following qualifications and competencies are assets:
- Demonstrated ability to develop and implement effective change management strategies to support large-scale projects;
- Previous experience related to a successful ERP implementation;
- Previous experience related to working in/with a higher education institution;
- Familiarity with change management approaches, mediums and tools;
- Relevant accreditations, designations, certificates, degrees or diplomas;
- Exceptional verbal and written communications skills, including a track record in developing and conducting interviews, focus groups and presentations;
- Ability to work in a fast-paced environment, and effectively at all levels of an organization.
- Solid analytical skills and conceptual thinking;
- Excellent active listening skills;
- Strong leadership skills.
6. Level of Effort
Though all Services will be initiated as, when and if required via the “Call-up” process described herein, it is currently expected that, on average, the Consultant’s Services will be required 2-3 days per week, with the frequency varying throughout the year (ex. more in May-June and September-October of each year, and less during the summer and winter holiday season), as well as varying throughout the various phases of the Program. In particular, the level of effort will be higher initially to establish the Change Management, Communication and Training strategy. The effort will also be higher a few months before, during and after the launch of major changes, such as the new ERP.
7. Location of Work
The Services will largely be performed remotely; however, it is anticipated that the Consultant’s presence will periodically be required on-site at the University to attend various meetings and/or as may otherwise be required for the performance of the Services.
The University will not be providing a work station or physical resources to perform the Services; therefore, the Consultant must have the necessary resources, such as software licenses, lap top, desk and cell phone, to work remotely. A project ‘swing space’ workstation, including desk and chair, can be made available at the University, as, when and if the Consultant’s on-site presence is required.
No travel outside the National Capital Region will be required.
8. Rated Criteria
Depth of Experience of Consultant
1. Years of experience of proposed Consultant with large-scale, multi-disciplinary change management projects (20 points).
2. Experience and knowledge of change management principles and methodologies (20 points).
3. Proven track record in implementing organizational change management for large technology projects. Provide two (2) brief examples in which the Consultant provided similar services to those described in the RFP, including scope and similarity, execution and end results (20 points).
4. Track record in developing and conducting interviews, focus groups and presentations (10 points).
5. Relevant accreditations, designations, certificates, degrees or diplomas (5 points).
6. Briefly describe the Consultant’s soft skills that facilitate success (5 points).
Pertinence of Expertise of Consultant (20 points)
1. Years of experience working with a higher education institution.
2. Experience related to ERP implementations
