WORKING FROM HOME POST-COVID PLAN

Organization name: 
OCASI (Ontario Council of Agencies Serving Immigrants)
Deadline date: 
Tuesday, February 23, 2021 - 5:00pm
RFP status: 
Active

PURPOSE

OCASI is seeking proposals from qualified individual consultants or consulting firms to assist in the development of a comprehensive document outlining the risks, benefits and challenges associated with the various options available to OCASI in terms of working from home post COVID.

ABOUT THE ORGANIZATION

The Ontario Council of Agencies Serving Immigrants - OCASI is the provincial umbrella for immigrant and refugee serving organizations in Ontario. OCASI is a registered charity governed by a volunteer Board of Directors. Formed in 1978 to act as the collective voice for immigrant and refugee serving agencies, OCASI's membership is comprised of more than 200 autonomous community-based organizations across Ontario.

OCASI’s mission is to achieve equality, access and full participation for immigrants and refugees in every aspect of Canadian life.

SCOPE

The consultant shall, at minimum, accomplish the following:

Planning Activity and Final Deliverable

  1. Design a comprehensive actionable plan outlining the risk, benefits and challenges for each of the various options listed below for OCASI to consider post-COVID:
    1. All staff working from home permanently
    2. Hybrid model – all staff working part of the time in the office / part of the time at home
    3. Opt in / Opt out – staff may opt to work from home permanently / work in the office permanently
    4. All staff working in the office – staff to complete form to request working from home for specific project / short term circumstances
  2. Develop recommendations for implementation of each option, including the alignment of the strategy with the following:
    1. Financial implications – funding issue, potentially reducing current office space
    2. Legal obligations – providing staff with equipment to work from home, stipend
    3. HR implications – managing remote staff, measuring performance
    4. Organizational resources – culture, systems, policies, procedures
    5. Physical resources – lease for office space at 110 Eglinton Avenue West ending 2023
    6. Best practices – what are other organizations doing
  3. Present findings and final report to OCASI Leadership team

Consultation and Research

It is anticipated that these tasks will be accomplished through a combination of activities, such as:

  • Focus groups, interviews, one-on-one calls, and/or any other method that will be useful in receiving input from leadership team and staff
  • Research best practices / what other organizations are doing
  • Research and create new options for OCASI to consider

The consultant will have knowledge and experience in:

  • Non-profit trends and current issues as well as knowledge of non-profits
  • Research methodology
  • HR organizational development consultant experience
  • Public consultation (virtual)
  • Working with multiple stakeholders
  • Understanding of equity and access issues and demonstrated ability to integrate in-depth knowledge of equity, access, and anti-racism into all aspects of the work

ANTICIPATED PROCESS FOR PLAN DEVELOPMENT

OCASI seeks the consultant’s recommendations regarding the best process to develop an actionable plan outlining the risks, benefits and challenges for each of the options.  This plan should include:

  • An Executive Summary of the main findings, including key recommendations numbered and priority ranked
  • A comprehensive, detailed plan for each option that identifies:
  1. Best practices
  2. Benefits
  3. Challenges
  4. Risks
  5. Legal obligations

Supplementary information should include:

  • Communications strategies
  • Key values that incorporate an anti-racist lens process to assist direction and decision making
  • A detailed planning process model complete with key milestones and timelines
  • Information on how to manage and measure remote workers’ performance
  • A review of the current status of the Council’s organization, including existing plans, policies, financial status, long-term goals and other relevant, related research deemed necessary
  • An analysis of the external environment that will impact the organization in the near future

PROPOSAL REQUIREMENTS

Proposals must include the following:

General Information

The consultant understands that the scope of work requested may be conducted by a single consultant, a consultant firm, or by a partnership of consultants. The proposal should provide the name, title, address, telephone number and email address for each person engaged in scope activities. Further, if a consultant group or partnership of consultants is proposed, the proposal should indicate who will serve as the lead person for the purposes of this RFP and the engagement, and how much time the lead person will dedicate to the project.

Consultant Qualifications

To accomplish the scope requested, the consultant will need to possess the following qualifications:

  • Experience at successfully developing comprehensive plans
  • Strong facilitation skills
  • Strong organizational development skills
  • Knowledge of strengths-based planning approaches
  • Experience at creating a safe environment for, and soliciting input from staff
  • Experience at gathering and utilizing data to inform the planning process
  • Experience in conducting virtual meetings and consultations

Work Plan

The proposal should contain suggested categories and description of the activities to be conducted by the consultant in order to complete the requested scope of work, including:

  • The specific activities to be conducted for each stage
  • A timeline for the activities at each stage
  • Milestones and deliverables tied to those activities
  • A detailed budget for each stage, along with a proposed payment schedule tied to project milestones and/or deliverables. Overall budget should not exceed ten thousand dollars ($10,000)

References

The proposal should include three references of individuals who can speak to their experience with the consultant in conducting projects of similar scope. Information regarding each reference should include the individual’s name, address, telephone number, and email address.

PROPOSAL REVIEW CRITERIA

The proposals will be reviewed and evaluated based on the following:

  1. Qualifications (30 points)
  • The consultant has the qualifications needed to successfully complete the scope of work
  • The consultant has prior experience working on similar projects
  • The Consultant has extensive working knowledge of the immigrant and refugee sector issues and about Council
  1. Scope of Proposal (30 points)
  • The proposal demonstrates an understanding of the project objectives and desired results
  • The proposal illustrates an approach to the scope of work that will likely lead to the successful development of an actionable plan
  • The proposal includes an appropriate process to interact with staff
  1. Work Plan (20 points)
  • The proposal adequately details project activities and milestones or deliverables associated with each stage of the scope of work
  • The proposal includes a detailed timeline for each stage and the work can be completed within the project timeline
  1. Budget (20 points)
  • The proposal includes a detailed budget for each stage of the scope of work
  • Proposed costs are reasonable and the schedule of payments corresponds appropriately with tasks, milestones or deliverables

OCASI reserves the right to ask clarifications from shortlisted consultants and will not provide feedback

about unsuccessful proposals.

 

PROPOSAL SUBMISSION

Proposals must be submitted electronically by email addressed to Elaine Takata, HR Manager at etakata@ocasi.org.

All attachments must be in PDF, WORD or EXCEL file format.