Consulting Services: Finance Software Search and Implementation

Consulting Services for Finance Software Search and Implementation

Request for Proposal (RFP)

1. Introduction

Family Services of Greater Vancouver (FSGV) is seeking a qualified consultant or consulting firm to conduct a search and implementation of Finance software. The purpose of this engagement is to identify requirements, conduct a search, and support with implementation.

2. Background Information

FSGV is a social service agency operating primarily in the Metro Vancouver area, with some programs spanning the province. Serving thousands of individuals each year across more than 35 programs, the agency employs 180+ permanent employees and 300+ part-time and casual staff. Staff work from eight offices across the Lower Mainland, as well as in the community.

In 2025-26, FSGV conducted a systems, cybersecurity, and process audit. The resulting report, alongside analysis from its managed IT service, was foundational in setting the direction of a longterm technology plan.

The Finance, HR, Payroll, and Benefits systems require a new software solution as current solutions are legacy software or desktop applications that are nearing end-of-life support. Whether a new system is an ERP, HRIS, HRMS, or some combination of complementary solutions, FSGV is seeking efficiencies in our processes and a more user-friendly experience for all staff.

We are seeking a Finance solution first in response to recent difficulties with the current software and server environment. As such, this search and implementation project is on an accelerated timeline, estimated to begin January 2027 and conclude by July 2027, subject to a realistic implementation plan and successful testing. The Finance team includes four core staff with interdependencies from other functional departments.

The Finance software is the first phase of technology modernization at FSGV, and as such, the selected solution should support future integration with HR, Payroll, and Benefits—whether through one platform or compatible systems.

3. Engagement Boundaries

This RFP is for consulting services to support Finance software selection and implementation; it is not a request to supply software licences. Finance is the initial implementation priority. HR, Payroll, and Benefits are future integration considerations, rather than full implementations within this engagement.

4. Scope of Work

The consultant will be responsible for the following:

a. Collaborating with key stakeholders

Discovery sessions and ongoing collaboration with key stakeholders to determine requirements across Finance and related departments. The Finance discovery will include Agency and Foundation accounting and consolidated financial statements, program and funder-level reporting, fund restriction, deferred revenue, surplus tracking, budgeting, forecasting, cost allocation and management. Additionally, the initial discovery should assess integrations with payroll (current and future state), banking, payment processes, and other relevant systems.

Key deliverables: a prioritized requirements register

b. Leading the search

Upon developing the core requirements, lead the search for potential software solutions, booking demos and conducting follow-up to help FSGV make an informed software selection.

Key deliverables: a software shortlist with rationale; a selection recommendation with implementation and ongoing cost estimates; identification of possible implementation conflicts (between current and proposed state)

c. Supporting the implementation

Working with key stakeholders and the software vendor, support the implementation, testing, and go-live readiness of the new system. Launch the new system upon proof of readiness. Act as a liaison with the software vendor to support end user training and documentation.

Key deliverables: an implementation plan with responsibilities, dependencies, and risks

5. Consultant Qualifications

Proposals should demonstrate the following qualifications:

• Proven experience with Finance software selection and implementation
• Familiarity with software solutions that are suitable for the Canadian social service sector
• Expertise in charitable sector needs related to complex funder reporting, multiple funding entities, restricted contributions, budgeting requirements, and CRA guidelines
• Strong communication and stakeholder engagement skills
• References from at least three similar projects

6. Proposal Requirements

Interested consultants should include the following in their proposal:

• Overview of firm (or individual), service offerings, and bio(s) of key personnel
• Detailed approach and methodology, including an estimate of FSGV staff engagement required; distinguish work the consultant will perform directly from work to be performed by FSGV, its managed IT service, or the selected software vendor
• Proposed milestones within FSGV's January-July 2027 timeline
• Fee structure and budget breakdown, including estimated hours for each phase of the scope of work, hourly rates, and optional services
• Relevant project examples
• Client references

Independence and conflicts of interest: Proponents must disclose software reseller or implementation partnerships, referral fees, commissions, and other financial or commercial interests relevant to this engagement.

7. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

Category

Criteria

Weight (out of 100)

Cost Proposal

Overall cost-effectiveness, transparency, and alignment with budget

25

Project/Change Management

Clear approach to project management and stakeholder engagement

20

Expertise

Demonstrated experience in Finance (ERP or similar) software implementation

20

Fit with Organization

Case studies or past work with similar non-profits or missiondriven orgs. Cultural fit, communication style, understanding of non-profit context

20

References

Feedback from prior clients (ideally nonprofits or in similar sectors).

10

Team (or Individual) Qualifications

Skills, certifications (e.g., CISA, PMP), and roles of key personnel.

5

8. Timeline

• RFP Release Date: November 9, 2026
• Deadline for Questions: November 16, 2026 (see section 10 for contact information)
• Proposal Submission Deadline: November 25, 2026
• Proposal Presentation to FSGV (short-listed only): November 30-December 3, 2026
• Consultant Selection: December 7, 2026
• Project Kickoff: January 2027
• Project Duration: January July 2027

9. Additional Information

All submitted materials will become the property of Family Services of Greater Vancouver (FSGV). FSGV reserves the right to accept or reject any or all proposals without obligation or liability to any vendor. Proposal submission does not guarantee contract award. FSGV reserves the right to negotiate the final agreement with the selected consultant.

10. Submission Instructions

Please submit your proposal in PDF format via email to:

Ariane Fleischmann

Director, Communications & Advocacy [email protected]

Proposals must be received no later than November 25, 2026. Late submissions will not be considered.

Thank you for your interest in working with Family Services of Greater Vancouver. We look forward to reviewing your proposal.