Request for Qualifications for Change Management Providers

Texas FAIR Plan Association (TFPA) issues this Request for Qualifications (RFQ) to obtain responses from qualified Change Management Providers interested in providing services to TFPA.

For more information on the requirements for responses to be submitted by interested Respondents, please download and read the full document, and complete Appendix A, and Appendix B, Appendix C, and Appendix D as necessary.

Important deadlines pertaining to this RFQ are as follows: (Please note these deadlines have been updated as of February 16, 2017)

February 8, 2017 - Submission of Written Questions/Requests for Clarification

February 15, 2017 (NOW February 22, 2017)- Responses to Written Questions Provided by TFPA

February 22, 2017 (NOW March 1, 2017)- Deadline for Submission of Responses

March 2017 (NOW April 15, 2017) - TFPA evaluation, followed by anticipated contract

For more information, or for questions regarding submission of responses, please contact [email protected].

All deadlines are subject to change at our discretion.

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Responses to Written Questions (Please note these were posted as of February 22, 2017)

What percentage of time does the Change Management Lead need to be onsite at TFPA? Do you want the person in Austin full time, or can there be some remote work?

TFPA strongly prefers an onsite resource at our Austin offices, and a local resource who lives a commutable distance is ideal. We will consider proposals that have the Change Management Lead onsite at least 85% of the time. The first month of the assignment will be mandatory onsite.

When do you want the person to start?

June 1, 2017 is an approximate start date.

Is TFPA seeking one full-time dedicated resource, or would 2-3 qualified resources be considered?

While TFPA will consider proposals with multiple resources, a single dedicated full-time resource is highly preferred.

We have separately planned to hire a contractor with a communications background to help with executing communication deliverables, such as emails, collateral, talking points, presentations, etc. We will accept qualifications for this communications resource in addition to the Change Management Lead.

How many Department and external stakeholders users need to adopt the new systems?

The systems will be used by approximately 100-200 internal users that represent all Departments in the Association. Several thousand external agents (~5,000) will need to be proficient in the portal. Up to 130,000 policyholders will need supporting materials on using customer-facing portals.

What are the key implementation milestone dates for the new integrated suite?

Program Kick Off                                              May 2016

Acceptance and User Testing                         January - May 2018

Production Deployment                                  June 2018

What is the duration of the assignment?
The assignment is approximately six to seven months in 2017 to conduct analysis, create strategy and deliverables, and to facilitate initial change management activities. There is the potential for continued work in 2018 contingent on budget and project progress.

Do you have a target bill rate for the role? Has the organization set any cost/pricing parameters that can be shared?

No, this rate is negotiable based on qualifications, experience, and is subject to budgetary considerations. These considerations will be addressed in the contract phase.

What are the next steps after RFQ responses are received? When will price and/or interviews be requested?

RFQs will be reviewed in March by TFPA with final selection by April 15. If needed, requests for interviews and requests for quotes will be made by TFPA during the evaluation period.  Please note that deadlines are subject to change at our discretion.

The RFQ seems to focus on step two of Prosci, “Managing Change.” Is that the desired focus of the response or a response that encapsulates change management that would cover all three steps of Prosci?

Our RFQ used the term managing change to mean “change management.” It is correct that all three phases of the Prosci method: “Preparing for Change”, “Managing Change,” and “Reinforcing Change” are needed for this program. We are looking for experienced change management practitioners who can help us prepare for the change, as well as manage and reinforce the change as the projects progress.

 

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