Request for Proposals – Consultant for Documentation of Operational Procedures

October 19, 2023

Introduction

BridgeWay Family Centre (BridgeWay) invites proposals from qualified consultants to review our documented standard operating procedures and to create/develop procedures for undocumented procedures to enhance functionality and efficiency. We invite qualified consultants with knowledge and experience in social services/family service organizations to submit proposals for this project.

Background Information

BridgeWay Family Centre, (BridgeWay) is a family resource agency, whose main objectives are to support and strengthen all families who have children from the prenatal period to 6 years of age, by providing an early foundation for lifelong learning and success.

At-risk (low-income, newcomer, family violence, lone-parenting) pregnant teens and women are given support to achieve healthy birth weights for their babies, and are provided with accesses to resources (e.g. food, vitamins), education and links to other supports in the community. BridgeWay also offers Postpartum Mood Disorder peer support groups for men and women.

Universal and targeted (low-income) early years programs provide the opportunity for adults and children to participate together, address child development concerns, develop school readiness skills (e.g self-regulation) and increase parent confidence.

Community partners provide on-site consultations and services to allow access to an array of services at one local centre. BridgeWay operates free programs at 40 locations throughout Brampton and Mississauga, and has been in operation for almost 40 years.

Purpose

BridgeWay Family Centre has had a tremendous increase in locations and staff, and currently has limited written Standard Operating Procedures (SOP) and/or policies. This project will require the consultant to identify and create all required SOPs, that meet all current regulatory standards and requirements.

Scope of Work

1. Review the existing operational procedures at BridgeWay.
2. Conduct interviews and gather relevant information from staff members.
3. Design and develop a comprehensive template for documenting operational procedures that is usable and easy to follow.
4. Document and streamline the organization’s procedures. (Est. 50 new procedures)
5. Provide recommendations for improvements or enhancements, if necessary.

Deliverables

1. Reviewing existing operational procedures and conducting interviews.
2. Designing and developing a user-friendly template for documenting operational procedures.
3. Documenting and streamlining procedures.
4. Providing a final comprehensive set of documented operational procedures for BridgeWayFamily Centre.

Timeline

The proposed timeline for the project is as follows:

• Proposal submission deadline: November 3, 2023
• Consultant selection: November 10th, 2023
• Project kickoff: November 15th, 2023
• Revised SOP submission (draft): April 1, 2024
• Revised SOP submission (final): April 29, 2024

Budget

The anticipated budget for the consultant’s scope of work for this project is $20,000.

Proposal Submission Guidelines

Interested consultants are requested to submit the following information as part of their proposal:

• Brief cover letter.
• Overview of the Consultant including full legal name, address, telephone and emailcontact information, company profile (if applicable) and relevant experience andqualifications.
• Details with evidence of previous work related to consulting on SOPs, preferablyin the non-profit, social services/family services sector
• The proposed methodology and approach for the project
• A proposed work plan and timeline for the project.
• A budget estimate, including a breakdown of costs for each phase of the project.
• Two references

Submission Instructions

Proposals must be received via email to: [email protected]

All proposals MUST be received PRIOR to: November 3, 2023 at 12 p.m. (noon) EST

Resumes submitted without a project proposal and costing will not be considered.

All information and files required to complete this project will become property ofBridgeWay Family Centre

Questions regarding proposal expectations are welcome. Questions and proposals can be sent to [email protected].