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Request for Services--Integration Lead and Project Manager, New Heights Community Health Centres and York Community Services Integration

Toronto, Ontario
Deadline May 3, 2010

Background

The Boards of Directors for York Community Services and New Heights Community Health Centres jointly conducted an in-depth assessment that led to a recommendation to their Corporate Memberships that the two organizations legally merge. These recommendations were made after it was determined that a merger would produce the following mutual benefits:

  • Improve and increase services delivered to the community;
  • Generate efficiencies and opportunities to strengthen organizational capacity; and
  • Gain a stronger voice in the provision of health and social services for marginalized populations in Toronto’s West End.

The Corporate Members of each organization will make decision about the merger at a meeting in late April, 2010. The Toronto Central LHIN Board of Directors is also planning to review a submission about the merger at their meeting on April 21, 2010. The LHIN Board will determine at this meeting whether or not to object to the merger.

Pending the Corporate Member and LHIN decisions, the merger process would commence in Spring/Summer of 2010 with an aim to have the organizations legally merge by Fall 2010.

YCS and New Heights would have a total budget of over $16 million with a blend of LHIN, provincial and grant funding. Total staffing would be approximately 160 FTE’s. There would be 5 physical locations, of which 4 would be full service sites offering a range of primary care and community programs.

Context for Assignment

An Integration Support Office (ISO) is being set-up to lead and support the integration activities related to the merger. This office will facilitate and guide integration activities over the next 5-12 months and will focus on the immediate strategy to realize the three main integration benefits outlined above.

Services Required

An external consultant is required to fill the role of Integration Lead and Project Manager from May, 2010 to September, 2010 (five months total), with a possibility for extension.

The responsibilities of this role will include:

Integration Leadership

  • Provide a leadership role in the integration support office to support the realization of integration benefits and management of risks.
  • Provide advice and support to the senior leadership team and Board of Directors on integration activities.
  • Work with the senior leadership team and the ED to develop an operational workplan to work towards the realization of integration benefits.
  • Ensure continuity of process by making decisions on issues as they arise, in consultation with the CEO or the senior leadership team, where appropriate.
  • Ensure the approach to post merger integration is aligned with the framework and integration guiding values (attached).

Project Management

  • Develop and monitor/update consolidated project plan to ensure the realization of integration benefits and management of merger risks.
  • Track progress against project plan; including requesting and updating weekly status reports and issues management log.
  • Integrate status reports to flag any discrepancies, gaps or overlaps.
  • Provide direction and oversight to project consultants and staff involved in ISO.
  • Ensure that projects are delivered on time and on budget, assist in the development of the ISO budget, and ensure management of budget.

Support to Staff Integration Steering Committee and Teams –

  • Provide leadership and support to Joint Integration Teams and the Steering Committee; including ensuring the development of workplans, timelines, agendas, meeting notes, tracking follow-up items, and communication of project updates and information.
  • Participate in all Joint Integration Team meetings to provide overall leadership in process, to minimize gaps and duplication, to manage risk, to ensure knowledge transfer across teams, and to provide direction and information when required.

Stakeholder Communications and Engagement –

  • Identify communication and engagement needs of various stakeholders, particularly those internal to the organization.
  • Develop and support the implementation of internal and external communications plans and engagement activities.

General –

  • Provide oversight, direction and assistance to the staff of the ISO.
  • Complete other merger activities as determined by the CEO.
  • Provide regular updates and information to the CEO.

Provide advice and guidance to the leadership team on integration activities.

Submission Information

The successful candidate will be expected to work mostly on-site at either of the New Heights and YCS main offices on a full-time (five days/week) basis between May and September, 2010. The role is funded for a maximum of $50,000. The successful candidate will be provided with the technology that is required for the role (e.g., computer, phone, etc.).

In the response, please include a per diem rate, a CV, and three references. Please detail previous experience managing staff and consultants in a complex project management environment.

Submissions are due Monday May 3rd, 2010, at 12pm and work is expected to commence as soon as possible. The organizations have used firms for similar work but there are no current incumbents. Questions received by April 26th will be answered by April 28th. Any or the lowest bid will not necessarily be accepted. Responses can be submitted via email. The selection will be based on submission or interview may be scheduled at client’s option.