April 8, 2025

Request for Proposals (RFP) – Data Expert for Nonprofit Database Transition

RFP Issue Date: April 4th, 2025
Proposal Due Date: April 20th, 2025

Introduction
The Ohio Environmental Council is seeking proposals from qualified data experts or firms to provide support in transitioning our current engagement and CRM database system to a new platform. The ideal candidate will assist with data cleanup, migration, and onboarding processes to ensure the successful integration of the new system into our operations. This transition is critical to enhance our efficiency and improve data management for our organization.

Organization Background
The Ohio Environmental Council’s mission is to protect the environment and health of all Ohio communities through legal and policy advocacy, decision-maker accountability, and civic engagement. We currently utilize Bonterra’s Salsa CRM and Engage and are transitioning to Benterra’s EveryAction platform. These tools support our donor data and management system, as well as our email and advocacy outreach programming. As we transition to a new system, we are seeking an expert who can guide us through the technical aspects of this migration while also ensuring that our data remains accurate and accessible.

Scope of Work
The selected data expert will be responsible for the following tasks:

• Phase 1: Data Cleanup:
  • Review and analyze existing data for quality and consistency.
  • Identify and correct data discrepancies or errors in preparation for migration.
  • Remove or merge duplicate records, standardize data fields, and ensure alignment with the new system’s requirements.
• Phase 2: Data Migration:
  • Plan and execute the migration of data from the old database to the new system.
  • Ensure the integrity of the data throughout the migration process.
  • Troubleshoot and resolve any migration issues or errors as they arise.
• Phase 3: System Onboarding and Training:
  • Support the onboarding process of staff and stakeholders to the new system.
  • Provide necessary training materials and sessions for end-users.
  • Create documentation on best practices for maintaining and using the new database.
• Phase 4: Ongoing Support:
  • Provide post-migration support to ensure smooth operation and address any emerging issues.
  • Assist in setting up automated workflows or reports within the new system as needed.

Deliverables
The selected data expert will be expected to deliver the following:

• A comprehensive data cleanup report outlining actions taken and improvements made to prepare data for transfer.
• A fully migrated database with clean, consistent data.
• Development of standard queries in new system
• Documentation and training materials for the new system
• A post-migration report with recommendations for continued data maintenance.
• Additional deliverables or metrics as necessary

Timeline
The anticipated timeline for this project is as follows:

• Proposal Submission Deadline: April 20th, 2025
• Contract Awarded: May 1st, 2025
• Project Start Date: May 5th, 2025 
• Data Cleanup and Migration Completion: July 15th
• EveryAction Onboarding and Final Review: July 30th

Proposal Requirements
Proposals must include the following:

• A brief overview of your qualifications and experience relevant to data cleanup, migration, and nonprofit systems.
• Examples of previous similar projects, including case studies or references.
• Proposed methodology for data cleanup, migration, and onboarding.
• Timeline and milestones for completing the project.
• Cost estimate, including a detailed breakdown of fees per phase, and any additional considerations.
• Any additional value-added services you can offer (e.g., ongoing support, post-migration audits).

Evaluation Criteria
Proposals will be evaluated based on the following criteria:

• Relevant experience and expertise in data migration and cleanup, particularly with nonprofit organizations
• Proposed approach and understanding of the project scope
• Cost-effectiveness and transparency in pricing
• Quality of previous work and references from past clients
• Ability to meet project deadlines and deliverables
• Experience with Salsa, Every Action or other Bonterra platforms

Submission Instructions
Please submit your proposal via email to Lainie Rini by April 20th at 11:59 PM. If possible, please include anticipated hours to complete each phase of work, alongside hourly rate. If you have any questions or require additional information, please contact Lainie Rini, Membership Engagement Manager, LRini@theOEC.org.

Confidentiality
All materials and information provided in this RFP process are confidential and should not be disclosed without prior consent from the Ohio Environmental Council.

Thank you for your interest in supporting OEC’s in this important transition.

The Ohio Environmental Council is committed to equitable treatment and opportunity in its relation with consultants and potential consultants. As such, we encourage proposal submissions from organizations and individuals who represent diverse communities.

To learn more about the Ohio Environmental Council, please visit: https://www.theoec.org.