Job Description

Issue Date:

December 19, 2025

Closing Date:

January 11, 2026

1. Introduction

The Ontario HIV Treatment Network (OHTN) is seeking transition and program management consulting support to migrate and stabilize two testing programs. Proposals are invited from established consulting firms with demonstrated experience delivering comparable, multi-stream transitions and the capacity to provide a dedicated project team, appropriate subject-matter expertise (including privacy), and clear quality assurance and risk-management practices. The selected Consultant will work with the Client to complete a requirements and current-state assessment, document key risks and dependencies, and develop a detailed transition/program plan outlining the project charter, milestones, roles and responsibilities (including a RACI), and a knowledge-transfer approach. To ensure continuity and compliance, the Consultant will draft and/or refine data-sharing agreements and related supporting materials for distribution sites aligned with applicable privacy requirements, and will prepare a transition plan and handover package for program stewardship components (including the website, inventory workflows, and storage/logistics processes). Throughout the engagement, the Consultant will provide periodic status updates and final deliverables to support continuity of access, quality, and measurable outcomes aligned with funder expectations and community needs.

2. Background

The Ontario HIV Treatment Network (OHTN), established in 1998, is a nonprofit organization with a mission to improve the health and lives of people living with and at risk of HIV by using data and evidence to drive change. We work with three main types of partners -- 1) testing programs and clinics; 2) AIDS service and other community-based organizations; and 3) policy and system leaders within and beyond the health sector - to support the implementation of the provincial HIV strategy, priorities, and directions.

3. Project Objectives

The Consultant will work with the OHTN's project designate and operational teams, distribution sites, community partners, and relevant vendors to:

1. Migrate and stabilize two testing programs while maintaining continuity of access, service quality, and reliable supply to distribution sites.

2. Establish clear transition governance and stewardship through documented roles, responsibilities, processes, and a complete handover package.

3. Strengthen data governance and privacy compliance by implementing PHIPA/PIPEDA-aligned data-sharing documentation, controls, and reporting standards.

4. Enable sustainable operations post-transition through knowledge transfer, site readiness supports, and practical tools for monitoring performance and continuous improvement.

These objectives are intended to provide general context and do not represent a commitment to scope, sequencing, or deliverables, which may be refined at OHTN's discretion.

4. Scope of Work & Key Deliverables

The consultant will be responsible for the following core functions:

4.1 Transition Planning & Knowledge Transfer

Conduct a requirements and current-state assessment for both programs, documenting process maps, data flows, SOPs, risks, dependencies, and key requirements.

Develop a comprehensive Transition Plan, including charter, milestones, RACI, risk/issue log, communications outline, and training/knowledge-transfer approach.

Prepare a concise Transition Resourcing Advisory Note outlining recommended transition/backfill supports required to sustain operations during and after hand-off (for the Client to action as appropriate).

4.2 Monitoring and Implementation Framework

Draft and/or refine Data Sharing Agreement (DSA) templates and supporting materials for distribution sites, aligned with PHIPA, PIPEDA, and the Client's privacy policies.

Develop a Data Governance Framework defining data dictionaries, minimum data sets, data quality checks, and reporting cadences.

Produce a Data Handling & Controls Guide outlining recommended approaches for secure data transfer, retention, and access controls.

4.3 Website, Inventory & Logistics Transition

Develop a Website Transition Plan and Completion Checklist addressing domain/hosting, content, analytics, accessibility, and continuity of user journeys (including AODA-aligned recommendations).

Document and stabilize inventory and logistics workflows (e.g., ordering portal, pick/pack/ship, kit serialization/lot tracking, stock thresholds, reorder points), including recommendations for optimization.

Prepare a Procurement & Contracting Strategy Note for inventory and quality control, including when competitive bids or single-source approaches may be appropriate given timelines and constraints.

Produce a Vendor Pricing & Negotiation Brief outlining benchmarks, negotiation levers, and recommended approaches for discussions with suppliers/providers.

Develop a Logistics Oversight Framework describing recommended SLAs/KPIs (e.g., fill rate, stock-out rate, lead time, returns), QA procedures, and vendor performance routines to support reliable supply to 60+ sites.

4.4 Stakeholder & Site Engagement

Develop a Stakeholder & Site Engagement Plan for distribution sites (e.g., AIDS Service Organizations, clinics, community partners) and suppliers/vendors.

Design and facilitate site huddles, technical assistance sessions, and change-readiness activities, including agendas and summary notes.

Develop a Training & Knowledge Mobilization Package (e.g., slide decks, brief guides, reference tools) to support site readiness.

Produce a Communications Toolkit including stakeholder communications, FAQs, and escalation pathways for use by the Client's teams.

Participate in periodic status discussions to align on deliverables and emerging risks.

4.5 Delivery, Reporting & Evaluation

Develop a Project Reporting Toolkit, including templates for status reports and executive dashboards tracking scope, schedule, budget (as provided by the Client), quality, and change control.

Develop a Performance Measurement & Evaluation Framework defining KPIs, data sources, reporting frequency, and roles.

Provide periodic written status updates and/or dashboard outputs summarizing progress, risks, decisions required, and recommended actions.

Produce a Post-Implementation Review & Lessons-Learned Report with practical recommendations for ongoing improvement and integration into the Client's SOPs/PMO playbooks.

4.6 Key Deliverables

Requirements & current-state assessment package (processes, data flows, SOPs, risks/dependencies)

Comprehensive Transition Plan (charter, milestones, RACI, comms, risk/issue log, KT/training approach)

Transition Resourcing Advisory Note

DSA templates and supporting materials (PHIPA/PIPEDA-aligned)

Data Governance Framework (data dictionary, minimum datasets, quality checks, reporting cadence)

Data Handling & Controls Guide

Website Transition Plan & Completion Checklist (AODA-aligned recommendations)

Inventory/logistics workflow documentation + stabilization/optimization recommendations

Procurement & Contracting Strategy Note

Vendor Pricing & Negotiation Brief

Logistics Oversight Framework (SLAs/KPIs, QA, performance routines)

Stakeholder & Site Engagement Plan

Training & Knowledge Mobilization Package

Communications Toolkit (FAQs, templates, escalation pathways)

Project Reporting Toolkit (status report + dashboard templates)

Performance Measurement & Evaluation Framework

Post-Implementation Review & Lessons-Learned Report

5. Consultant Qualifications

The successful consultant or consulting team should possess:

Minimum 7-10 years of experience in health, public health, or health-systems operations, including lead responsibility for complex program transitions/migrations in multi-site or community-based settings.

Demonstrated experience supporting community-based testing, screening, or diagnostic programs (e.g., STBBI, sexual health, harm reduction, or similar).

The consultant must demonstrate sufficient organizational capacity to support concurrent workstreams, including coverage for key personnel to ensure continuity in the event of illness, leave, or competing client demands.

Post-secondary education in Public Health, Health/Public Administration, Epidemiology, Supply Chain/Operations, or a related discipline; graduate degree (MPH/MHA/MSc/MBA with health focus) considered an asset.

Experience in at least two of the following areas:

program/service transition and stabilization PHIPA/PIPEDA-aligned data governance and DSAs inventory/logistics workflows for clinical or community programs community-based testing/screening initiatives
Strong project/program management capability (PMP/PRINCE2/Agile as an asset).

Experience with equity-informed, community-based, or stigma-aware communications (asset).

Familiarity with community-based organizations serving priority populations (asset).

The consultant must carry professional liability insurance at a level commensurate with complex health-sector consulting engagements and must not have been subject to material findings of professional misconduct in the past five (5) years.

The consultant must demonstrate direct experience drafting or operationalizing PHIPA- and/or PIPEDA-aligned data-sharing agreements for health or public-health programs, including experience addressing data flows across multiple community or clinical partners.

The consultant must describe their formal project governance, quality assurance, and risk-management methodologies, including how issues, change control, and escalation are managed across complex engagements.

OHTN may consider equivalent combinations of experience, qualifications, and organizational capacity, as determined in its sole discretion.

6. Timeline

The anticipated project timeline is

12 months

, beginning on February 1, 2026, and may be adjusted at OHTN's discretion. The timeline does not represent a minimum commitment of duration and may be shortened, extended, paused, or terminated at OHTN's discretion.

7. Proposal Requirements

Interested consultants must submit a proposal that includes:

1. Cover Letter

2. Profile of the Consultant/Team

3.

Relevant Experience

4. Proposed Approach & Methodology

5. Detailed Work Plan & Timeline

6. Budget Breakdown

7. Names and Roles of Project Personnel

8. Three References

9.

Sample Deliverables

(optional but encouraged)

8. Evaluation Criteria

Proposals will be evaluated using the following indicative criteria, as interpreted and applied by OHTN in its discretion:

Evaluation Area

Understanding of the Engagement and Alignment with OHTN's Needs 30%

Relevant Experience and Organizational Capacity 25%

Proposed Approach, Methodology, and Work Plan 20%

Project Team and Resourcing Model 15%

Budget and Overall Value 10%

9. Terms and Conditions

a. OHTN reserves the right to accept or reject any proposal.

b. All materials created as part of this project by the successful candidate will become the property of OHTN.

c. Consultants must adhere to confidentiality and privacy requirements.

d. The lowest-cost proposal will not necessarily be selected.

e. OHTN reserves the right to seek clarification from any proponent, to negotiate terms with one or more proponents, or to discontinue negotiations at any time without obligation to enter into an agreement.

f. Any scores, rankings, or comparative assessments are used as evaluation tools only and are not binding, and no rights or entitlements arise from their application.

g. OHTN reserves the right to cancel, amend, suspend, or re-issue this RFP at any time without liability.

h. No contractual relationship shall arise unless and until a written agreement is executed by OHTN.

10. Submission Instructions

All proposals must be submitted electronically in PDF format to:

Subject Line: Consultant - Community-Based Testing Program Migration

Email:

consulting@ohtn.on.ca

Deadline: January 11, 2026, at 5:00 pm ET

Late submissions will not be accepted.

Job Type: Full-time

Pay: $120.00-$130.00 per hour

Expected hours: 35 per week

Work Location: Hybrid remote in Toronto, ON M4T 1X3