Request for Proposal (RFP) Salesforce System Enhancement & Optimization

Umoja Community Education Foundation

About The Position

UCEF is seeking proposals from a qualified Salesforce consulting firm or independent consultant to upgrade and improve its existing Salesforce environment. We currently use Salesforce as core infrastructure supporting program operations, reporting, and data management across the organization, and we are ready to invest in making the system more automated, better organized by department, and cleaner at the data level. This engagement is intentionally scoped to be a strong fit for a small firm or single person consultant with deep, hands-on Salesforce configuration and development experience. We are looking for a partner who can move efficiently, communicate clearly with non-technical staff, and leave us with well-documented, maintainable systems. The work is organized into four primary objectives: 1. Build out automations and task assignments — reduce manual work and route tasks/records to the right people automatically. 2. Build out applications for department-specific use — give individual teams tailored tools, views, and access. 3. Clean up contact automation — resolve data quality issues and stabilize the automation tied to contact records. 4. Build executive and operational dashboards — give leadership a consistent, current view of performance across human resources, technology, performance management, communications, facilities, compliance, contracts, and agencywide initiatives. About Umoja Umoja, (a Kiswahili word meaning unity) is a community and critical resource dedicated to enhancing the cultural and educational experiences of African American and other students. We believe that when the voices and histories of students are deliberately and intentionally recognized, the opportunity for self-efficacy emerges and a foundation is formed for academic success. Umoja actively serves and promotes student success for all students through a curriculum and pedagogy responsive to the legacy of the African and African American Diasporas. Salesforce underpins much of how we track program data, generate reports, and support decision-making across our teams, including a Research & Evaluation function that relies heavily on accurate, scalable data systems.

Requirements

Salesforce Administrator certification (required); Platform Developer I certification strongly preferred.
Hands-on experience with Salesforce back-end configuration and development, including objects, fields, relationships, validation rules, and automation (Flows, and Apex where appropriate).
Experience designing custom applications and configuring user permissions, profiles, and roles.
Demonstrated experience with data cleaning, deduplication, and data-integrity work at scale.
Strong knowledge of database concepts (relational data models, normalization, data integrity).
Ability to translate operational needs into technical solutions and to communicate clearly with non-technical stakeholders.
Experience delivering scoped projects on time and within budget as a small firm or independent consultant.
Demonstrated experience designing and building executive-level dashboards and KPI reporting in Salesforce, including custom report types, dynamic dashboards, and dashboard subscriptions; experience with Tableau or CRM Analytics is a plus.
Overview of your firm or consulting practice, including years of Salesforce experience and relevant certifications.
Relevant experience — 2–3 examples or brief case studies of comparable work (automation, custom app builds, and/or data cleanup), ideally in a mission driven or education context.
Proposed approach and methodology for each of the four workstreams.
Dashboard approach — how you would approach Workstream 4, including your recommended source strategy for dashboard data that does not currently reside in Salesforce, and at least one example of comparable dashboard or KPI reporting work.
Project plan and timeline, including key milestones.
Team/staffing — who will perform the work and their qualifications (a single consultant is fully acceptable).
Cost proposal (see Section 9).
References — at least two client references for comparable engagements.
Assumptions and dependencies — anything you need from us to succeed (access, staff time, decisions, etc.).

Nice To Haves

Experience in the nonprofit or higher-education sector, and/or with Nonprofit Cloud / NPSP, if applicable.
Familiarity with SQL or related data tools.

Responsibilities

Assess current automation (Flows, Process Builder, Workflow Rules, Apex) and identify gaps, redundancies, and any deprecated tooling.
Design and build automated task assignment and record routing — for example, assigning tasks or records to the appropriate staff member based on program, region, role, or other criteria.
Build notification, reminder, and follow-up automations to reduce manual tracking.
Create or refine validation rules and approval processes as needed.
Consolidate and migrate legacy or deprecated automation (e.g., Workflow Rules, Process Builder) into a scalable, Flow-based architecture.
Document all automation logic and decision points.
Work with each participating team (e.g., Research & Evaluation, program operations, and other departments) to gather requirements.
Design and build custom Lightning apps, objects, record types, page layouts, and tabs tailored to each department's workflow.
Configure permission sets, profiles, and role-based access so each department sees the data and tools relevant to it.
Build department-specific reports and dashboards to support each team's reporting needs.
Ensure applications are scalable, maintainable, and consistent with organizational data standards.
Audit the contact data model and all existing contact-related automation.
Perform data cleaning, deduplication, standardization, and integrity checks across contact records.
Repair or rebuild contact automation, including duplicate/matching rules, data entry validation, and any flows that create or update contacts.
Establish clear data standards and lightweight governance for contact data going forward.
Document standards so internal staff can maintain data quality after the engagement.
Design, build, test, and document eight executive and operational dashboards, together with the reports, objects, fields, and data-capture processes needed to populate them.
Propose a source strategy for dashboard data not currently maintained in Salesforce, noting where a recommendation carries additional licensing, integration, or ongoing maintenance cost.