Request for Qualifications. Change Management Lead. Texas FAIR Plan Association

Transcription

1 Request for Qualifications Change Management Lead Texas FAIR Plan Association 3

2 Table of Contents Table of Contents... 1 Important Dates and Events... 2 Section 1 Introduction... 3 Purpose of the RFQ... 3 RFQ Submission Requirements... 3 Qualifications and Requirements... 4 Credentials and Experience for Qualified Respondents... 4 Disclosures of Potential Grounds for Disqualification... 5 Section 2 Change Management Lead Services... 5 Scope of Work... 5 Contractor Responsibilities for Change Management Services... 5 Further Relevant Information... 5 Discretionary Grounds for Disqualification of Responses... 6 Section 3 Terms and Conditions... 6 News Releases... 6 Public Information... 7 Withdrawal of Response... 7 Waivers and Releases... 7 Section 4 Instructions for Response... 7 Appendix A Certifications and Documented Projects... 8 Appendix B Narrative of Experience and Professional Development... 9 Appendix C Ethics and Conflicts of Interest Disclosure and Acknowledgement Appendix D Mutual Non-Disclosure Agreement (NDA) Pg 1

3 Important Dates and Events Date Time (CST) Event 1/27/2017 5pm Publication of the RFQ 2/8/2017 5pm Deadline for submission of questions/requests for clarification 2/15/2017 5pm TFPA responses to questions/requests for clarification 2/22/2017 5pm Final submissions accepted from Respondents 3/10/2017 5pm TFPA evaluation followed by anticipated contract Pg 2

4 Section 1 Introduction Purpose of the RFQ Texas FAIR Plan Association ( TFPA ) issues this Request for Qualifications ( RFQ ) to obtain responses from qualified Change Management Professionals, ( Respondents ) interested in providing services to TFPA. Respondents selected by TFPA pursuant to this RFQ shall provide the services as detailed in Section 1 and Section 2 of this RFQ, Change Management Lead. In selecting Respondents under this RFQ, TFPA may take the following into consideration: ability to assist us in applying change management principles to Enterprise program including multiple projects; the experience level of the Respondent; the available resources of the Respondent, including qualified sub-contractors, technology; and other factors identified by TFPA. TFPA reserves the right to reject any and all responses and to waive irregularities and informalities in the submission and evaluation processes. This RFQ does not obligate TFPA to pay any costs incurred by Respondents in the preparation and/or submission of responses. Further, this RFQ does not obligate TFPA to accept or contract for any services or to award a contract of any kind. RFQ Submission Requirements TFPA will accept questions or requests for clarification about this RFQ that are submitted by 5:00 p.m. CST on 2/8/2017. All questions or requests for clarification must be submitted by to RFP@twia.org. Any questions or requests for clarification about this RFQ that are submitted after 5:00 p.m. CST on 2/8/2017 will not receive a response. Responses and clarifications will be published by 5:00 p.m. CST on 2/15/2017 in the same manner as the publication of this RFQ. The deadline for responses to this RFQ is 5:00 p.m. CST on 2/22/2017. Responses must be submitted by to RFP@twia.org. Responses (including any supplemental materials) will not be accepted after 5:00 p.m. CST on the final day of submission. The Respondent should review the instructions in Section 4 and complete the forms in Appendix A, B, C, and D as instructed. Upon the expiration of the deadline to submit, TFPA will conduct a review of all responses and determine which, if any, will be accepted. At that time, TFPA will contact the Respondent(s) and continue the vetting process. Pg 3

5 Incomplete responses may affect the Respondent being awarded. Qualifications and Requirements We are seeking a qualified Change Management Lead contractor to perform the following functions: Pg 4 1. Apply Prosci Change Management methodology and lead change management activities for the TFPA Systems Implementation Program. 2. Develop, maintain and apply change management strategies, tactics, and tools required to support the adoption and proficient utilization of the TFPA Systems Implementation Program. 3. Create actionable deliverables for the five change management levels: communications plan, sponsor roadmap, coaching plan, training plan, resistance management plan. 4. Execute the design, development, delivery and management of change communications across the organization and throughout the program lifecycle. 5. Conduct change impact analyses, assess change readiness, and identify key stakeholders. 6. Identify and prepare risk mitigation actions and plans. 7. Provide consulting and coaching to project teams regarding change management processes, tools and activities. 8. Evaluate and ensure user readiness. 9. Manage stakeholders. 10. Define and measure success metrics and monitor change progress. 11. Communicate effectively and efficiently with business line staff and change owners. 12. Lead by example through demonstration of high performance in the areas of customer service, collaboration, team work, reliability, productivity, and execution. Credentials and Experience for Qualified Respondents Prosci Change Management Certification and experience implementing large-scale change initiatives with the ADKAR model. Experience and knowledge of change management principles, methodologies and tools. Proven problem-solving and root cause identification skills. Proven influencing, coaching and facilitative skills. Ability to diagnose and affect cultural change in moderate to difficult circumstances. Demonstrated subject matter expertise in the areas of communication, negotiation, problem-solving, influencing, risk and issue mitigation and leadership. Bachelor s degree in Information Technology, Business or Communications related field. 5+ years of experience in a Change Management role. Experience using industry best practice methodologies, standards and tools. Very strong project management skills. Strong initiative, innovative thinking skills, and the ability to analyze details and adopt a strategic view. Strong interpersonal skills, ability to effectively build relationships, promote a collaborative team environment, and influence others.

6 Disclosures of Potential Grounds for Disqualification Respondents must disclose any and all information regarding any potential grounds for disqualification described in Section 2. Such disclosure must identify the particular matter, including any names, dates, and other information as applicable. Section 2 Change Management Lead Services Scope of Work The goal of this project is to meet TFPA Change Management Services needs in efficient, innovative, and cost-effective ways. If awarded a contract, the selected Respondent must: 1) Comply with all legal requirements, administrative regulations, and provisions of the Texas Insurance Code and the Texas Administrative Code, demonstrate good change management practices and project management procedures, as determined by TFPA; 2) Follow thresholds and guidelines set forth for Change Management by TFPA; and, 3) Comply with all other terms of the contract. Contractor Responsibilities for Change Management Services Selected Respondents shall: 1) Provides all required tools and equipment to perform the Change Management services. The Respondents tools will include, but shall not be limited to: computer, project management software, change management information databases, and 2) Provide documentation of proper certification in Prosci or a related change management methodology. 3) Follow TFPA guidelines and standards for the Change Management Lead position, including, but not limited to: standards of professionalism, personal conduct, report quality, responsiveness, and workloads. 4) If Respondent is a firm with the power to bind Change Management Lead, the firm will remove Change Management Lead and its relevant agents/subcontractors promptly for any reason from TFPA Change Management Lead, as requested by TFPA; 5) When requested by TFPA, Respondent will provide after hours, weekend, and holiday service coverage. Further Relevant Information The initial term of the contemplated contract will extend from the date of execution to December 31, Pg 5

7 Subject to 2018 budget approval, TFPA may choose to amend or extend the original contract, if one is awarded. Change Management Consultant will have at least one dedicated resource, subject to budget considerations. Discretionary Grounds for Disqualification of Responses TFPA may, in its sole discretion, disqualify a response based on any of the following circumstances that apply to the Respondent: Criminal proceedings; Any conviction of or plea of guilty to: a. a felony; b. a violation of any laws or regulations related to insurance or workers compensation; or c. any other crime of moral turpitude; Any indictment for any items listed above; Civil proceedings; Actual or threatened bankruptcy proceedings; Any finding of fraud, breach of fiduciary duty, bad faith, unfair business practices, deceptive trade practices, or any similar finding by a court or administrative law judge; Any disciplinary proceedings by any governmental or regulatory entity; An actual or potential conflict of interest; Any denial, revocation, or suspension of an occupational or vocational license or certification by any public or governmental licensing agency or regulatory authority, or other disciplinary actions by such a licensing entity; or Any action by a licensing board or credentialing panel, including the Licensing Board of the Texas Department of Insurance. Section 3 Terms and Conditions News Releases TFPA does not endorse any vendor, commodity, or service. You agree that you will not publish or cause to be published, nor will any of your employees, contractors, subsidiaries, affiliates, or representatives publish or cause to be published, any news releases or press releases related to this RFQ or any subsequent contract without prior written permission from TFPA, and then only in coordination with TFPA s media spokesperson. You will not use any trade name, service mark or any other information which identifies TFPA in sales (including prospective client meetings), marketing or publicity activities, including, but not limited to: interviews with representatives of any written publication, television station or network, or radio station or network without TFPA s prior written authorization. Pg 6

8 Public Information Responses to this RFQ become the property of TFPA, may be reproduced by TFPA, and may be subject to release by TFPA to any requestor as public information, or as otherwise may be required by statute or rule. Any information that you believe may be protected from disclosure should be clearly designated as such; such information may or may not be exempt from disclosure. Withdrawal of Response You may withdraw your response to this RFQ at any time by submitting a written withdrawal request, signed by an authorized representative. The withdrawal will be effective upon receipt. If you withdraw your response before the due date and time, you may submit another response at any time up to the RFQ closing date and time. Waivers and Releases TFPA does not waive any privileges, rights, defenses, remedies, or immunities available to it. By submitting a response, you release the General Manager, TFPA, and its employees and agents from any and all liability, claims, and lawsuits with respect to the information you have submitted as well as any information obtained by TFPA in connection with this RFQ. Section 4 Instructions for Response All Respondents should fill out all relevant sections in the forms provided as Appendix A, B, C and D. Only Respondents who received work from TFPA anytime from until date of RFQ should fill out Section E in Appendix A. The Respondent should summarize their answers to the questions in the forms provided. If additional space, documentation, or exhibits are desired/required the Respondent can refer to them in their summarized answers on the fillable PDF form and attach them to their response package. If filling out individual files of Appendix A, B, C, and D (provided for your convenience as separate forms online), these should be combined into 1 PDF. Any associated or referenced documents should also be packaged together with this one PDF. An appropriate cover page with Respondent branding can be attached to the front of the PDF package. Appendix C Ethics and Conflict of Interest Acknowledgement and Appendix D Non-Disclosure Agreement have signature spaces which must be signed by an authorized officer of the company with the power to bind the Respondent, or the Respondent. All of this should be submitted by 5:00 p.m. CST on 2/22/2017. Responses can be submitted by to RFP@twia.org. Responses will not be accepted after 5:00 p.m. CST on the final day of submission. Pg 7

9 Appendix A Certifications and Documented Projects These forms must be filled out and signed by a company officer empowered to bind the Respondent, or the Respondent. All Respondents should fill out relevant sections of Appendix, A, B, C, and D. Only Respondents who received work from TFPA anytime from 1/1/2015 until date of RFQ should fill out Section E in Appendix A. A. Firm Data, if relevant B. Primary Contact (Respondent or Firm Contact) Firm Name Address City State First Name Last Name Phone Number C. Change Management or Project Management Certifications Change Management Certification Project Management Certifications List Prosci Change Management List PMP, CAPM, or other Certification (or other project certifications & Certification) and valid dates valid dates D. Documented Program and/or Project Experience Project Name Project Description E. Previous Work at TFPA Year Project Name/Description 1/1/2014 to 12/31/2014 1/1/2015 to 12/31/2015 1/1/2016 to the date this RFQ was issued Pg 8

10 Appendix B Narrative of Experience and Professional Development If the Respondent was not contracted to receive and perform work for TFPA during the time period of 1/1/2015, until the date of this response, or has never been contracted for work with TFPA at all, the Respondent should prepare and submit a response to both of the topics within this section. All Respondents who are required to fill out this Appendix must summarize their response in the appropriate space below. If the Respondent desires to submit additional documentation or more comprehensive answers than space allows, they can attach such documentation to their response. 1. Provide a brief summary of the Respondent s experience performing Change Management function at the program-level for similar carriers and associations. Include a comprehensive narrative demonstrating the Respondent s understanding of the purpose and scope of managing a program in a change management role. Pg 9

11 2. What type of internal training and professional development, if any, has the Respondent received? Describe any advanced training provided in change management, program management, and project management. Pg 10

12 Appendix C Ethics and Conflicts of Interest Disclosure and Acknowledgement Please review this information carefully. You must review and acknowledge the following information as part of your RFQ submission: All TFPA vendors and contractors shall conduct their affairs in an ethical manner to avoid actual or perceived conflict between such personal interests and the interests of TFPA. Conflicts of interest may be considered to exist in instances where the actions or activities of an individual on behalf of TFPA also may result in improper personal gain or advantage to the individual or a family member, adverse effect upon TFPA's interests, and/or improper gain or advantage to a third party. Pursuant to Texas Insurance Code Section , TFPA shall not contract with a third party for the provision of goods or services in connection with the operation or business of the association, if the third party is to be directly or indirectly compensated from funds of the association, and is related to a member of the board of directors or employee of the association within a degree of relationship described by Section , Government Code. In other words, third parties employing or contracting with a relative of a TFPA employee or board member are not eligible to contract with TFPA. Section , Government Code means relationships within the third degree by consanguinity or within the second degree by affinity. Two individuals are related to each other by consanguinity if: (1) one is a descendant of the other; or (2) they share a common ancestor. An adopted child is considered to be a child of the adoptive parent for this purpose. Two individuals are related to each other by affinity if: (1) they are married to each other; or (2) the spouse of one of the individuals is related by consanguinity to the other individual. The ending of a marriage by divorce or the death of a spouse ends relationships by affinity created by that marriage unless a child of that marriage is living, in which case the marriage is considered to continue as long as a child of that marriage lives. Pg 11

13 An Officer or Employee is the starting point from which all degrees of relationship are calculated. Under the Degrees of Consanguinity, where Spouse is indicated, the relationship of the spouse is in the same degree as that of the person related by consanguinity, but the spouse is related only by affinity. Although the same statutory language does not exist for TFPA under Chapter 2211, these standards will be applied in any TFPA operations or procedures. A vendor or contractor who violates these standards is subject to termination of any contract with TFPA. In addition, a person who violates these requirements may be subject to any applicable civil or criminal penalty if the violation also constitutes a violation of any statute or rule. Please disclose the following: 1. any previous, current, or planned business or personal relationship between you and an employee or board member of TFPA; and/or 2. any business relationship or proposed transaction you have or had with the Associations in which you or a family member have or had a direct or indirect interest, and/or derived or may derive a benefit. Entity or Individual Name Nature of Relationship (Business, Personal) If you have additional information to disclose, please attach a separate sheet of paper to this document with that information. By my signature below, I state that I have reviewed Ethics and Conflicts of Interest. My signature below confirms my acknowledgement of the standards contained herein, including the prohibition against contracting with TFPA if I am, or any employee or contractor of my company is, related to a TFPA employee or board member to the third degree by consanguinity or within the second degree by affinity. It also constitutes my certification that I am not aware of any conflict or potential conflict that is not disclosed herein. Authorized Signature Printed Name & Title Date Entity Pg 12

14 Appendix D Mutual Non-Disclosure Agreement (NDA) This Mutual Non-Disclosure Agreement (the Agreement ) is made and entered into as of the last date signed below (the Effective Date ) by and between Texas FAIR Plan Association, an association of property insurers created pursuant to Chapter 2211 of the Texas Insurance Code, whose principal mailing address is 5700 South MoPac Expressway, Building E, Suite 530; Austin, TX (the "First Party") and (the Second Party ). WHEREAS the First Party and the Second Party (the Parties ) have an interest in participating in discussions wherein either party might share information with the other that the disclosing party considers to be proprietary and confidential to itself ( Confidential Information ) and WHEREAS the Parties agree that Confidential Information of a party might include, but not be limited to that party s: (1) business plans, methods, business information and practices; (2) personnel, customers, and suppliers; (3) inventions, processes, methods, products, patent applications, and other proprietary rights; (4) specifications, drawings, sketches, models, samples, tools, computer programs, technical information, or other related information; or (5) privileged information including, but not limited to any and all information, documents and materials entitled to protection as a matter of law ( Privileged Information ); and WHEREAS the Parties acknowledge that each has existing and significant interests and obligations in maintaining and protecting their Confidential Information. The Parties acknowledge that in order to undertake their duties and/or obligations as set forth in this Agreement, each may provide certain information, which may contain or include Confidential Information; the unauthorized disclosure of which could result in significant legal, financial, and other damage to the other; and WHEREAS, in order to protect and preserve the privilege attaching to and the confidentiality of the Confidential Information, as well as to limit access to such information to a strict need to know basis, the Parties require, as a condition of sharing or providing access to such Confidential Information, that the Parties enter into this Agreement and acknowledge and agree that they will be required to treat as strictly confidential and/or privileged any such information so provided, as well as the work product and conclusions of any assessments and evaluations or any recommendations relating thereto; and to also fully comply with applicable rules of law with respect thereto. Pg 13 NOW, THEREFORE, the Parties agree as follows: 1. Either party may disclose Confidential Information to the other party in confidence, provided that the disclosing party identifies such information as proprietary and confidential and/or privileged either by marking it, in the case of written materials, or, in the case of information that is disclosed orally or written materials that are not marked, by notifying the other party of the proprietary and confidential and/or privileged nature of the information. Such notification to be made orally, by or written correspondence, or via other means of communication as might be appropriate.

15 2. When informed of the proprietary and confidential and/or privileged nature of Confidential Information that has been disclosed by the other party, the receiving party ( Recipient ) shall refrain from disclosing such Confidential Information to any contractor or other third party without prior, written approval from the disclosing party and shall protect such Confidential Information from inadvertent disclosure to a third party using the same care and diligence that the Recipient uses to protect its own proprietary and confidential information, but in no case less than reasonable care. 3. The Recipient shall ensure that each of its employees, officers, directors, or agents who has access to Confidential Information disclosed under this Agreement is informed of its proprietary and confidential and/or privileged nature and is required to abide by the terms of this Agreement. The Recipient of Confidential Information disclosed under this Agreement shall promptly notify the disclosing party of any disclosure of such Confidential Information in violation of this Agreement or of any subpoena or other legal process requiring production or disclosure of said Confidential Information. Recipient will cooperate with the other party in every reasonable way to help regain possession of the Confidential Information and prevent its further unauthorized use. 4. All Confidential Information disclosed under this Agreement shall be and remain the property of the disclosing party and nothing contained in this Agreement shall be construed as granting or conferring any rights to such Confidential Information on the other party. The Recipient shall honor any request from the disclosing party to promptly return or destroy all copies of Confidential Information disclosed under this Agreement and all notes related to such Confidential Information. The Parties agree that the disclosing party will suffer irreparable injury if its Confidential Information is made public, released to a third party, or otherwise disclosed in breach of this Agreement and that the disclosing party shall be entitled to obtain injunctive relief against a threatened breach or continuation of any such breach and, in the event of such breach, an award of actual and exemplary damages from any court of competent jurisdiction. 5. The terms of this Agreement shall not be construed to limit either party s right to develop independently or acquire products without use of the other party s Confidential Information. The disclosing party acknowledges that the Recipient may currently or in the future be developing information internally, or receiving information from other parties, that is similar to the Confidential Information. Nothing in this Agreement will prohibit the Recipient from developing or having developed for it products, concepts, systems or techniques that are similar to or compete with the products, concepts, systems or techniques contemplated by or embodied in the Confidential Information provided that the Recipient does not violate any of its obligations under this Agreement in connection with such development. 6. Notwithstanding the above, the Parties agree that information shall not be deemed Confidential Information and the Recipient shall have no obligation to hold in confidence such information, where such information: (a) (b) (c) (d) (e) is already known to the Recipient, having been disclosed to the Recipient by a third party without such third party having an obligation of confidentiality to the disclosing party; or is or becomes publicly known through no wrongful act of the Recipient, its employees, officers, directors, or agents; or is independently developed by the Recipient without reference to any Confidential Information disclosed hereunder; or is approved for release (and only to the extent so approved) by the disclosing party; or is disclosed pursuant to the lawful requirement of a court or governmental agency or where required by operation of law. 7. Nothing in this Agreement shall be construed to constitute an agency, partnership, joint venture, or other similar relationship between the Parties. 8. Neither party will, without prior approval of the other party, make any public announcement of or otherwise disclose the existence or the terms of this Agreement. 9. This Agreement contains the entire agreement between the Parties and in no way creates an obligation for either party to disclose information to the other party or to enter into any other agreement 10. This Agreement shall remain in effect for a period of two (2) years from the Effective Date unless otherwise terminated by either party giving notice to the other of its desire to terminate this Agreement. The requirement to protect Confidential Information disclosed under this Agreement shall survive termination of this Agreement and shall be perpetual. Pg 14

16 11. This Agreement may be executed in counterparts, each of which shall be deemed to be an original, but all of which, taken together, shall constitute one and the same agreement. IN WITNESS WHEREOF: Second Party Texas FAIR Plan Assn Signature Date Signature Date Printed Name Printed Name Title Title Pg 15