REQUEST FOR PROPOSALS Business and Organizational Development Consultant

Transcription

1 REQUEST FOR PROPOSALS Business and Organizational Development Consultant WHO WE ARE The Association of Canadian Occupational Therapy Regulatory Organizations (ACOTRO) is the national organization of occupational therapy regulators in Canada. Our goal is to promote consistency and excellence within the occupational therapy regulatory environment across Canada. Our ten members work to protect the public by fulfilling their statutory mandate to regulate the practice of occupational therapy in their respective jurisdictions. PROJECT SUMMARY Each of Canada s 10 provincial regulatory bodies is responsible for the process, standards and approach to assessing and evaluating the education and competencies of internationally- educated occupational therapists applying to register in a particular province. Over the past four years, however, with financial support from Human Resources and Skills Development Canada, ACOTRO has been engaged in a Pan- Canadian initiative aimed at harmonizing the way in which the qualifications and competencies of internationally- educated occupational therapists (IEOTs) interested in working in Canada are assessed across the country. During that period, consultants have been developing and pilot- testing a series of assessment tools, which together comprise the Substantial Equivalency Assessment System. SEAS is projected to be implemented by April ACOTRO has determined that it is the body best positioned to implement and administer the SEAS on behalf of its members in order to achieve its members goal of creating a consistent, transparent, fair, and accessible IEOT assessment process across the country. Thus, ACOTRO is seeking a consultant to develop fully- costed business model options that will allow us to move into this new role. The consultant will present these options to ACOTRO s board of directors for decision- making purposes, and will lead to the consultant s development of an implementation plan for the chosen model. All options will include recommendations on capital and infrastructural needs, human and technological resources, and governance structures, as well as funding possibilities. The implementation plan will assess all start- up costs and be presented with a corresponding timeline. Finally, the consultant will develop a transition plan that will allow each ACOTRO member to move from its current provincially- based, assessment process to the

2 harmonized SEAS approach, while preserving the regulatory autonomy of each jurisdiction. PROJECT BACKGROUND In 2010, ACOTRO embarked on the Harmonization Project. This project involves the development of a set of common standards, approaches and tools that will support the consistent and transparent assessment of the educational qualifications and competencies of internationally- educated occupational therapists applying to practice in Canada. ACOTRO has called this new assessment approach the Substantial Equivalency Assessment System. Ultimately, the SEAS tools and processes will ensure that: all applicants use a common academic credential assessment agency to have their educational documents evaluated and authenticated; applicants be required to demonstrate an agreed- upon base level of language proficiency; an applicant s educational curriculum is assessed to determine whether or not it is substantially equivalent to that which a Canadian- educated occupational therapist has completed; an applicant s competence related to the practice of occupational therapy is assessed to determine whether or not it is substantially equivalent to that which a Canadian- educated OT is expected to demonstrate upon graduation. The Substantial Equivalency Assessment System includes several new assessment tools: the Profession- Specific Credential Assessment; the Jurisprudence Knowledge- Based Assessment Test; and a competency assessment in the form of a Behaviour- Based Interview, and a Modified Triple Jump Assessment. Consultants responsible for developing and pilot- testing these tools have prepared, or are in the process of preparing, feasibility studies, policies and recommendations attached to each tool. These studies examine some requisite staffing, cost and infrastructural needs, as well as the oversight and evaluation mechanisms required to sustain each of the tools. To better understand the scope of the work entailed in this RFP, a context- setting document outlining the decisions made to date with respect to human resource, infrastructural and governance needs has been created and is available upon request (see page six of this RFP). ACOTRO members recognize that taking on the role as the administering body for the SEAS will ensure efficiency, consistency and cost effectiveness in the assessment process. Administering SEAS, however, requires a considerable shift in ACOTRO s mandate, mission and focus. ACOTRO requires a business- planning and organizational development consultant to inform and support this transformation. In particular, ACOTRO seeks a consultant to develop a fully- costed business model that will allow it to establish itself as the administering body for the Substantial Equivalency Assessment System. 2

3 PROJECT SCOPE AND DELIVERABLES Deliverables include: 1. A detailed methodological plan, with accompanying timeline, articulating the consultant s approach and steps to completing the project, to be delivered within one month of the contract s commencement. 2. A comparative analysis of no more than three viable business model options for administering the Substantial Equivalency Assessment System. For each option, the analysis will examine, among other elements: a. Human Resource and Organizational Structure to support the model b. IT System and Support Needs (IT for assessment delivery system, record generation, record keeping, accounting, internal communication) c. Governance structure to support the model (decision- making; responsibilities; accountabilities, etc.) d. Costing to maintain the integrity and the validity of assessment tools e. Logistical and Infrastructural Needs (including, for instance, recommendations on physical vs. virtual office; capital investments; location for assessments; etc.) f. Communication needs g. Benefits and risks h. All costs, including those related to start- up, involved to implement each model i. Funding model to support all costs, including possible fee structure 3. A facilitated session with the ACOTRO board and/or ACOTRO s executive body, the Harmonization Project Implementation Council, that will lead to decision- making on the business model options proposed. 4. A detailed implementation plan, complete with a timeline and a costed transition plan based on the chosen option. 5. Brief monthly reports on the specified milestones and activities. 6. A final report PROJECT TIME FRAME It is expected that the project will be completed by March 30,

4 PROJECT BUDGET ACOTRO believes the project entails between days of work. The budget presented must be based on the consultant s proposed methodological approach, and allocated according to deliverables. Pre- approved travel expenses may be billed separately and must be based on original receipts and in accordance with Treasury Board of Canada guidelines. CONSULTANT REQUIREMENTS The winning consultant must: Be available to attend all teleconference meetings and up to two in- person meetings with ACOTRO s Harmonization Project Implementation Council (dates and location to be determined; the committee meets in general on a monthly basis); Be available to facilitate a session with all board members at one or both of the following board meeting dates: December 6-7, 2013 in Toronto and February 28- March 1, Possess demonstrated organizational development and management experience Possess superb business acumen, and considerable experience in assessing infrastructural, human, capital and governance needs; Have experience with cost/benefit and other comparative analytical approaches; Have experience conducting environmental scans; Demonstrate exceptional facilitation and collaboration skills with individuals, in groups, and in web- based collaboration environments; Have proven analytical and report- writing skills; Be prepared to engage in discussions with other ACOTRO consultants and partners as necessary; Provide solid references (a minimum of three); Demonstrate a proven ability to complete all deliverables within a specified project budget and timeline. CONSULTANT ASSETS Familiarity with regulatory environments and organizations; French- language skills are an asset; Experience working with national associations whose membership is comprised of organizations. PROPOSAL FORMAT AND CONTENTS Proposals should include for each phase: A description of similar projects completed by the consultant A description of similar projects completed by the consultant 4

5 Based on the information provided in this RFP, a statement outlining the methodological approach, with timelines, you propose to use to meet the deliverables for the project. The methodology must itemize deliverables, and drive the proposal budget. A brief profile of your work, including your core competencies and relevant experience; An itemized budget, inclusive of all fees, incidental and communication costs, and taxes. It is not necessary to include travel expenses at this time; A sample of writing; Three references from current or former clients for whom you have completed similar work. Please forward both and telephone contact information. EVALUATION Each proposal will be evaluated based on the following criteria: Suitability of the proposal The proposed methodological approach meets the needs and criteria set forth in the RFP; Depth of relevant experience an expertise Individual(s) has successfully completed similar projects and has capacity necessary for completing this project; experience in all the elements listed above, including facilitation, organizational development, business planning (including governance review, infrastructural analysis, cost analysis), will be assessed; Cost Fits within the budget and price is commensurate with the value offered by the proposer; Proposal Presentation The information and writing is presented in a clear, logical manner and includes all elements set out in the Proposal Format section of this RFP. Each proposal will be evaluated through criteria noted above. Short- listed candidates may be interviewed by members of ACOTRO s Harmonization Project Implementation Council. GUIDELINES The consultant agrees to the terms set out in this RFP and to the subsequent Contract to Provide Services; The consultant agrees to meet all deliverables; The project budget will not be exceeded; ACOTRO will assume responsibility for most meeting logistics in order to reduce general expenses; All deliverables will be provided in English in a Word Document format and in Acrobat Document format. 5

6 ACOTRO reserves the right to award the RFP in whole or in part based on proposals received; ACOTRO will consider all requirements in assessing the merits of an RFP, and is not obligated to award the contract to the firm with the lowest bid; All documents produced as part of this initiative remain the property of ACOTRO; No document created or gathered for the purpose of this initiative may be circulated publically without the express permission of the project steering committee. TIMELINE Proposal Submission Deadline: October 31, 2013 Interviews November 6-8, 2013 Project Completion: March 31, 2014 KEY BACKGROUND DOCUMENTS ACOTRO can make available to all interested applicants the following key background documents: Substantial Equivalency Assessment System Context- Setting for Consultant, 2013 Assessing the Substantial Equivalence of Internationally- Educated Occupational Therapists, Phase One and Phase Two prepared by Susan Glover Takahashi, Cathryn Beggs and Jodi McIlroy, 2009 and 2011 respectively. Draft Report on Developing and Pilot- Testing ACOTRO s Profession- Specific Credential Assessment Competency Assessment Tool, prepared by Leanne Worsfold, icomp Consulting, Harmonizing Language Proficiency Standards for Occupational Therapists in Canada by Andrea Strachan, 2012 Refining and Pilot- testing ACOTRO s Profession- Specific Credential Assessment Tool A Final Report prepared by Keith Johnson and Associates Draft Substantial Equivalency Assessment System Policies SUBMISSIONS, QUESTIONS AND DEADLINE Interested parties should submit a proposal by only by 5:00 pm Pacific, on October 31, 2013 to: Rita Parikh, Harmonization Project Manager Association of Canadian Occupational Therapy Regulatory Organizations rita.parikh@acotro.org Phone: ACOTRO s Harmonization Project Manager will be available for limited consultation. For more information on ACOTRO, or for updates on this RFP, please visit our website at: acore.org. 6