Request for Proposal

CRM System Assessment and Strategic Planning Services

Release date: September 4, 2026

Questions due: September 13, 2026

Proposals due: October 4, 2026

Submit proposals to: Griffin B. Todd – [email protected]

1. Purpose

The Rural Community Assistance Partnership (RCAP) is seeking proposals from qualified consulting firms to assess RCAP’s current data collection system (DCS) and related technology ecosystem. The engagement is intended to help RCAP understand major concerns with the current environment, consider available modernization options, and identify an appropriate path forward.

This request is for assessment and strategic planning services. It is not simply a solicitation to implement or replace the system with a CRM.

2. Organizational and Project Background

RCAP is a national nonprofit network that supports rural communities through technical assistance, training, and capacity-building programs. RCAP currently operates an in-house custom system known as DCS, which supports six regional nonprofits and RCAP. Between 400 and 500 active user accounts exist as of the posting of this.

RCAP is seeking an independent review of the current DCS technology ecosystem. Areas of concern include resiliency, aging components, scalability, audit logging, permissions, reporting that may require SQL expertise, and the lack of integration between DCS and Unanet, which RCAP uses for time tracking and financial management.

The assessment should help RCAP determine whether its best path is to modernize or optimize existing applications, pursue a replacement platform, use a hybrid approach, or take another recommended course of action.

3. Scope of Services

Respondents should propose an approach that addresses the following work. RCAP welcomes reasonable refinements that preserve the purpose of the engagement.

A. Planning and Initiation

Review mutually agreed-upon organizational literature, project documentation, the RCAP DCS, and other relevant background materials.
Prepare for and conduct an initial meeting with RCAP’s core project team.
Confirm project goals, schedule, communication practices, known constraints, budget considerations, and expectations for the final deliverable.

B. Discovery

Conduct stakeholder discovery meetings with representatives from relevant functional areas. Respondents should state the number and format of meetings included in the proposed fee.
Review program goals, functional responsibilities, business processes, system uses and known issues.
Discuss systems and applications used for data management outside the DCS.
Identify processes that may be made more efficient through modernization.
Consider functional and nonfunctional needs, including integration, performance, security, permissions, reporting, auditability, and user experience.
Document perceived strengths and weaknesses of the current technology ecosystem.

C. Analysis, Reporting, and Next Steps

Analyze information gathered through discovery and any additional research the consultant considers necessary.
Prepare a concise System Summary or comparable assessment deliverable that identifies critical findings, major concerns, modernization options, and high-level recommendations.
Conduct a virtual meeting with the core project team and other stakeholders, as appropriate, to review the deliverable, answer questions, and discuss the recommended path forward.

4. Required Deliverables

Project kickoff and confirmed work plan.
Stakeholder discovery meetings and related preparation.
Written System Summary, assessment report, or comparable document that outlines critical findings and recommended next steps.
Virtual presentation and discussion of findings with RCAP, or comparable deliverable.

The specific format and level of detail for the written deliverable will be finalized with the selected consultant during project initiation.

5. Proposal Content

Proposals should provide enough information for RCAP to understand and compare each respondent’s qualifications, approach, schedule, and cost. At a minimum, include:

A brief overview of the firm and its relevant experience.
A description of the proposed approach, including the anticipated number and format of discovery meetings.
A description of the proposed written deliverable and final presentation.
An estimated project schedule, including any assumptions about RCAP staff availability.
A fixed-fee cost proposal, with any taxes, travel, administrative expenses, direct expenses, or optional services clearly identified.
The proposed project lead or delivery model, along with relevant qualifications. RCAP does not require a particular staffing structure.
Examples, references, or brief descriptions of comparable work, if available.
Any assumptions, exclusions, or requested changes to this scope.
Optional Value-Added Services (Not Included in Proposal Price): Respondents may identify any additional services or value-added options that could enhance the long-term success of this project. Any such services must be presented separately from the proposed scope of work and clearly identified as optional and not included in the base proposal.

6. Desired Qualifications

Experience conducting CRM, enterprise system, or technology ecosystem assessments.
Experience working with nonprofit organizations, associations, networks, or similarly structured organizations.
Experience facilitating stakeholder discovery and translating findings into practical recommendations.
Knowledge of CRM modernization, custom business applications, integrations, data management, reporting, security, permissions, and governance.
Ability to provide vendor-neutral recommendations based on RCAP’s needs.

These qualifications are intended to help RCAP evaluate overall fit. They are not minimum pass/fail requirements unless expressly stated.

7. Evaluation

RCAP intends to evaluate proposals using the following criteria. RCAP may consider clarifications, interviews, references, and negotiations as part of its review.

Criterion	Weight
Relevant experience with comparable assessment work	30%
Approach and methodology	25%
Experience with nonprofit or similarly structured organizations	20%
Qualifications and delivery model	15%
Cost and overall value	10%

RCAP will evaluate the substance of each proposal. A respondent will not be excluded solely because its proposal uses different headings, terminology, staffing arrangements, or deliverable names, provided the proposed work substantially addresses the requested scope.

8. Anticipated Procurement Schedule

Milestone	Date
RFP issued	9/4/2026
Questions due	9/13/2026
Responses to questions issued	9/18/2026
Proposals due	10/4/2026
Interviews or clarification, if needed	10/9/2026
Selection and notice	TBD October
Desired project start	TBD

9. Questions and Submission Instructions

Questions regarding this RFP should be submitted electronically to:

Griffin Todd
Data & IT Manager
[email protected]

Proposals should be submitted electronically in PDF format to the same contact by the proposal due date listed above. Respondents are responsible for confirming receipt.

10. General Conditions

RCAP may amend, suspend, or cancel this RFP at any time.
RCAP may request clarification or additional information from any respondent.
RCAP may negotiate scope, schedule, deliverables, and price with one or more respondents.
RCAP may accept or reject any proposal, in whole or in part, and shall select based on the responsible offeror whose proposal is most advantageous to considering price, qualifications, and other factors.
Respondents are responsible for their own costs in preparing and submitting a proposal.
Respondents must submit a professional indemnity/liability insurance COI as a condition of contract award.
Any engagement will be subject to mutually acceptable contract terms and an executed agreement or statement of work.
Information provided by RCAP for proposal preparation or project delivery must be handled in accordance with applicable confidentiality and data protection requirements.
*Amendment
- Respondents must be organizations with a primary place of business in the United States. RCAP will only consider proposals submitted by U.S.-based entities. Proposals submitted by organizations based outside the United States will not be evaluated.

Appendix A: Optional Response Summary

Respondents may use the following summary to help RCAP compare proposals. Use of this format is optional.

Item	Respondent Summary
Firm name
Primary contact
Proposed project lead / delivery model
Discovery meetings included
Written deliverable
Estimated schedule
Fixed fee
Additional or excluded expenses
Optional services
Key assumptions or exceptions

Appendix B: Consolidated Questions and RCAP Responses