RFP: Change Management Consultant

REQUEST FOR PROPOSALS (RFP)

Development and Implementation of a Change Management Strategy

Africans in Partnership Against AIDS (APAA)

Issue Date: Thursday, February 19th, 2026

Proposal Deadline: Monday, March 23rd, 2026

Project Duration: April 2026 – October 2026 (6 months)

Introduction

Africans in Partnership Against AIDS (APAA) is seeking qualified consultants or consulting firms to lead a structured and equity-centered change management process during a period of organizational transition.

APAA is entering a phase that includes leadership transition, program growth, and operational realignment. This engagement will support the organization in navigating change in a way that prioritizes staff engagement, union alignment, equity, and long-term sustainability.

About Africans in Partnership Against AIDS (APAA)

Africans in Partnership Against AIDS is a nonprofit organization committed to advancing community health, equity, and social well-being.

APAA operates within a unionized environment and delivers culturally responsive programs and services across Toronto. The organization is grounded in equity, anti-racism, and community partnership. Purpose of the RFP

APAA is seeking a consulting partner to:

• Design and execute a structured, people-centered change management process
• Assess organizational readiness and capacity for change
• Support leadership in implementing sustainable operational and cultural shifts
• Align change strategies within a unionized nonprofit environment
• Strengthen staff engagement and organizational resilience

The consultant will produce a clear, actionable change management strategy and implementation roadmap.

Scope of Work

The successful proponent will be responsible for the following:

Project Planning & Management

• Develop a detailed project plan with milestones, timelines, and deliverables
• Maintain regular check-ins with APAA’s leadership team
• Provide clear governance and reporting structures throughout the engagement

Organizational Readiness Assessment

• Assess organizational readiness for change
• Identify risks, barriers, and opportunities related to implementation
• Analyze leadership capacity, systems alignment, and operational readiness
• Provide a summary of findings and recommendations

Change Strategy Development

• Develop a comprehensive change management strategy and roadmap
• Align strategy with unionized workplace considerations and applicable collective agreements
• Identify short-, medium-, and long-term priorities
• Provide tools and resources to support change adoption

Engagement & Facilitation

• Facilitate staff and stakeholder engagement sessions
• Support leadership in change communications
• Develop a communication and engagement framework
• Provide workshop facilitation and/or focus groups as required

Sustainability Planning

• Provide recommendations for long-term sustainability
• Outline structures to support continued adaptation and organizational growth

Deliverables

The consultant will provide:

• Detailed project workplan
• Change readiness assessment summary
• Comprehensive change management strategy and implementation plan
• Communication and engagement framework
• Facilitation of workshops and/or focus groups
• Final report with recommendations and next steps

Project Timeline

The anticipated project timeline is six (6) months, commencing April 2026 and concluding October 2026.

Key Milestones:

• Contract Start Date – April 2026
• Organizational Readiness Assessment – May 2026
• Draft Change Strategy – July 2026
• Engagement & Facilitation Phase – July–September 2026
• Final Report & Recommendations – October 2026

(APAA reserves the right to adjust timelines as needed.)

Proposal Requirements

Proposals must include:

Consultant Profile & Qualifications

• Overview of the firm and team members
• Experience in nonprofit change management
• Experience working in unionized environments
• Equity-informed and trauma-aware practice
• Proven facilitation and stakeholder engagement experience

Approach & Methodology

• Proposed methodology for readiness assessment and strategy development
• Engagement approach (including equity and inclusion principles)
• Project management structure
• Detailed work plan and timeline

Budget

• Total project cost (inclusive of all fees and expenses)
• Breakdown by activity or phase
• Hourly rates of staff

References

• Two to three (2–3) client references from similar projects

Evaluation Criteria

Proposals will be evaluated based on:

• Relevant experience & expertise 30%
• Understanding of scope and organizational context 25%
• Quality and clarity of methodology 25%
• Budget value and cost-effectiveness 10%
• References 10%

Terms & Conditions

No Obligation to Award

Issuance of this RFP does not constitute a commitment by APAA to award a contract. APAA reserves the right to accept or reject any proposal, in whole or in part, and to cancel, amend, or reissue this RFP at any time without obligation.

Proposal Validity

Proposals must remain valid for a minimum of ninety (90) days from the submission deadline.

Confidentiality

All proposals will be treated as confidential and used solely for evaluation and selection purposes. Proposals may be shared with APAA staff, board members, and evaluation committee members as required. Disclosure may occur where required by law.

Conflict of Interest

Proponents must disclose any actual, potential, or perceived conflicts of interest. APAA reserves the right to disqualify a proposal or terminate an agreement where a conflict is identified.

Unionized Workplace

APAA operates within a unionized environment. Proponents must demonstrate the ability to work respectfully and effectively within a unionized nonprofit workplace and in alignment with applicable collective agreements.

Equity, Accessibility, and Inclusion

APAA is committed to equity, anti-racism, and accessibility. Proponents must demonstrate culturally responsive engagement practices and accessible deliverables.

Cost of Proposal Preparation

All costs incurred in preparing and submitting a proposal are the sole responsibility of the proponent.

Governing Law

This RFP and any subsequent agreement shall be governed by the laws of the Province of Ontario and the laws of Canada applicable therein.

Submission Instructions

Proposals must be submitted electronically to:

Fabian Fletcher, Director of Programs & Services

Email: executiveassistant@apaa.ca

Subject Line: RFP – Change Management Consultant Proposal