REQUEST FOR PROPOSAL (RFP) -Salesforce Professional Services
Access Alliance Multicultural Health and Community Services kindly requests you to submit your Proposal for Salesforce Professional Services. Please be guided by the forms and requirements enclosed in this request in preparing your Proposal.
Response Deadline:
Your Proposal must be expressed in English, and valid for a minimum period of 90 days.
How to respond
To respond, the Services Providers should use this Response Form that Access Alliance provides and submit the proposal on or before Monday, January 16, 2023 and via email to the address below:
Fei Tang, CommunicationsATaccessalliance.ca and include a carbon copy (cc to) ftangATaccessalliance.ca
Key Timeline
| Request For Proposal Issued | December 12, 2022 |
| Requests for clarification, or background information | by January 6th 2023, 5 pm |
| Responses to all questions will be sent back to interested parties | by January 10, 2023, 5 pm |
| Response Deadline | on or before Monday, January 16, 2023 |
| Target project start date | Feb 13, 2023 |
| Target project completion date | March 31, 2023 |
| The Latest completion date of the project | April 14, 2023 |
Services proposed shall be reviewed and evaluated based on completeness and compliance of the Proposal and responsiveness with the requirements of the RFP and the annex documents providing details of Access Alliance requirements.
The Proposal that complies with all of the requirements, meets all the evaluation criteria and offers the best value for money shall be selected and awarded the contract.
Please be advised that Access Alliance is not bound to accept any Proposal, nor award a contract or Purchase Order, nor be responsible for any costs associated with a Service Providers’ preparation and submission of a Proposal, regardless of the outcome or the manner of conducting the selection process.
ABOUT ACCESS ALLIANCE
Access Alliance Multicultural Health and Community Services works to provide health with dignity for the immigrants, refugees, and their communities that are disadvantaged by system inequity. We do this by facilitating access to services and addressing systemic inequities. We are a city-wide organization and have the mandate to work with the most disadvantaged and marginalized newcomers, immigrants, and refugees in Toronto. Our model of health and well-being is interdisciplinary, collaborative and client-centred.
BACKGROUND AND SCOPE OF WORK
Access Alliance Volunteer Department engages with about 250 active volunteers on an ongoing basis. The department has more than a thousand volunteers on the contact list. Although many of them do not actively volunteer with us, we wish to stay in touch with them and may engage them in future and/or other capacities. The information on these volunteers is currently dispersed in different online systems and data sheets. In the case of a large number of volunteers on-boarded before 2020, little record is kept, if any, of the interaction with them (e.g., supervision relationships, performance records, volunteer hours). The department needs to streamline volunteer information and service interaction with them through the CRM System Salesforce and define a standard process for how they are recruited, trained, deployed, evaluated, and recognized.
Access Alliance Resource Development department seeks to build relationships with a wide range of institutional and individual donors/funders. While institutional funders’ and funding information is currently kept in Salesforce, the individual donation information is largely retained in CanadaHelps. Although donations are received through various avenues, CanadaHelps is the main channel. We have over 400 donor contacts of various degrees of detail stored in various datasheets. The goal is to integrate the existing data and the coming ones in Salesforce and establish a system that allows seamless data transmission between CanadaHelps and NPSP, or a Salesforce add-on product that can replace CanadaHelps
The scope of work includes implementing and configuring the Salesforce CRM system for Access Alliance donors and volunteer management functions so that our constituents’ contact information, interaction records, and engagement communications can be managed seamlessly within the CRM ecosystem.
Key stakeholders at Access Alliance include the volunteer department, the resource development personnel, managers who supervise funded projects, ED, and the finance department.
Access Alliance has 10 NPSP licenses for perpetuity and may obtain additional licenses as needed.
DELIVERABLES
Deliverable 1: Configuration of Volunteer for Salesforce (V4S) for Volunteer Department
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- Setup of V4S (Customizing/optimizing fields & objects, layouts, shifts and automations).
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- Volunteer application to Salesforce Lead integration – Web to Lead
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- Guide the integration and migration processes of the existing data.
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- Integration of workstreams from Salesforce with collaboration and messaging tools such as Teams and/or Slack.
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- Customize the volunteer interface so that the following functions can be realized:
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- Volunteer can update their contact information from their profile page and the system allows real-time sync of the data
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- Customize the shift calendar with filters of qualificationsVolunteers can only sign up for shifts they are qualified
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- Automation for shift sign-up, confirmation and waitlist.
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- Co-develop a training manual for volunteers with our V4S admin person.
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- Detailed documentation.
Deliverable 2: Configuration of Donor and Funder database in NPSP for Resource Development
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- Solution for real-time sync of CanadaHelps data with the NPSP
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- Customizing/optimizing fields & objects, layouts, workflow, engagement plan, and automations
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- Guide the data migration
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- Integration with Mailchimp or other listserv mailers
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- Co-develop a training manual for system users with our NPSP admin person.
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- Detailed documentation.
QUALIFICATIONS
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- Demonstrated expertise in the implementation of Salesforce systems used by multiple business units at a medium size nonprofit organization.
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- Expertise in Integration of Salesforce systems with tools such as Teams, Slack, Mailchimp and Outlook.
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- Expertise in configuring NPSP & V4SExpertise in training clients on Salesforce in combination with project management and collaboration systems.
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- Hands-on experience in testing and troubleshooting integration and configuration issues.
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- Expertise in configuring end-to-end partner management using a CRM system.
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- Works well in a multicultural team and has a strong work ethic; strives to deliver high-quality, error-free deliverables.
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- A good understanding of the needs, limitations, and barriers facing small to medium size charities.
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- Demonstrated ability in delivering similar projects on time and on budget.
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- Practical and flexible approaches to post-project service packages.
CRITERIA FOR CONTRACT AWARD
Technical Proposal (70%)
☒ Expertise of the company with V4S and NPSP 40%
☒ Relevant experience with similar nonprofit organizations as shown in the reference 20%
☒ Qualification of Key Personnel 10%
Financial Proposal (30%)
To be computed as a ratio of the Proposal’s offer to the lowest price among the proposals received by Access Alliance.
LOCATION OF WORK:
To comply with our funding requirement, the service provider should be based in Ontario, Canada. However, all work can be conducted online via video conferencing. No travel and onsite meetings are required unless it’s desired by the service provider.