Home > News & Events > European Union News > Change Management Contract - European Agency

Featured News

Change Management Contract - European Agency


Solna, Sweden, 25 September 2017

Short description:

To support ECDC in systematically applying the change management approach in key projects and other change initiatives. Change management assists project sponsors and teams in assessing, designing, communicating and implementing change programmes that focus on organisational transitions (major changes in structure, process and technology) and support individuals to adjust to new ways of working required to enable and sustain change.

3 types of services are envisaged:

  • services related to the development of an organisation-specific change management methodology,

  • change management-related services in support of key projects,

  • change management expert advice on request.

Description of the services and scope of the contract

This call for tender aims to put in place contractual arrangements for the provision of services, either on a quoted time and means or fixed price basis, as stated in the specific contracts or order forms, that will enable the Agency to acquire resources not employed directly by the Agency in the domain of the consulting and training services.

The successful contractor must be in a position to provide the services of at least two change management experts for each assignment, at least one of whom shall be a senior expert. The proposed experts would preferably have experience in public sector and/or international organisations.

The services need to be delivered with a high degree of quality, ensuring the due impartiality and confidentiality at all times. All services must be provided in English. Depending on each assignment, the role of the contractor's expert/s will be to lead the whole change management work stream, including planning and delivery, and/or to support the project teams in the background. The contractor will work in close collaboration with the internal change management team or a designated representative thereof.

Contract objectives and scope

Change management assists project sponsors and project teams in assessing, designing, communicating and implementing change programmes that focus on both the organisational transitions (major changes in structure, process and technology) and the support to individuals to adjust to new ways of working required to enable and sustain change.

The main objective of the framework contract will be to support ECDC in systematically applying the change management approach in key projects and other change initiatives. This should be achieved mainly through three sets of services:

1. Change management methodology. Support the ECDC Project Management Office with change management expertise to further develop/adjust the change management methodology to ECDC needs, in alignment with the existing project management methodology.

2. Change management on projects. On specific projects, assist ECDC in assessing, designing, communicating and implementing change programmes focusing on both the organisational and individual transitions (adjust to new ways of working):

  • Conduct assessments and provide recommendations, as input for the planning of change management activities at specific projects/initiatives level;

  • Support change sponsors (Heads of Units and ECDC Director), middle managers (Heads of Section, Heads of Disease programmemes and Group Leaders) and change management practitioners, in planning change management activities at individual project/initiative level;

  • Support change sponsors, middle managers and change management practitioners in implementing change management activities at specific projects/initiatives level;

  • After the implementation of the changes, assess their effectiveness, and whether related communication, coaching and training were adequate.

3. Change management expert advice on request, covering services such as:

  • Design of specific change management strategies, including communication and training plans;

  • Development of risk and readiness assessments and stakeholder analysis, organisational impact assessments, transition strategies and plans, training needs assessments and end-user training strategies;

  • Analysis and prioritisation of the organisational needs for change management, aligned with the whole portfolio of ongoing and foreseen changes (projects and other initiatives);

  • Coaching to management to reinforce their role as change sponsors;

  • Mentoring to the internal change management team; provision of targeted support when needed (e.g. in the use of specific tools, application of good practices, etc.);

  • Implementation of sensitive actions related (but not limited) to aspects such as resistance identification and management.

Description of the work/tasks

The envisaged change management services will be delivered through consulting, coaching and training activities.
ECDC will rely on the tenderer to provide appropriately skilled experts in change management for each individual assignment, equipped with suitable methods and tools to carry out their work.

The list of tasks expected to be performed by the change management experts includes (non-exhaustive):

  • Provide processes, templates and change management tools;

  • Carry out analyses, assessments;

  • Conduct interviews, surveys;

  • Prepare of planning documents;

  • Prepare and deliver workshops;

  • Prepare and deliver trainings;

  • Plan and deliver coaching activities;

  • Prepare and deliver presentations;

  • Compile and present reports (intermediate and final) and written recommendations;

  • Follow-up meetings;

  • Close and handover tasks;

  • Provide expert advice in oral or written format.

The tasks to be performed under each specific assignment will be defined in the respective request for services or order form.

Duration of the contract

ECDC wishes to conclude a contract for an initial period of 12 months renewable 3 times each time for a period of 12 months up to a maximum total duration of 48 months.

View the ECN Procurement Notice (This notice is visible only to ECN Executive and Expert Members: Please login to view).

Back to Featured News