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RFP: Operations and Systems Audit and Implementation

REQUEST FOR PROPOSALS
Operations and Systems Audit and Implementation
Burnaby Board of Trade

Deadline to Submit: September 2, 2025

Overview

The Burnaby Board of Trade (BBOT) is seeking a qualified contractor or firm to conduct a comprehensive technology and systems audit, with an emphasis on enabling our small team (eight staff) to work more productively, adopt better tools, and build long-term capacity. This engagement will go beyond a diagnostic review to include practical recommendations, hands-on implementation support, and digital strategy guidance aligned with BBOT’s operations and strategic priorities.

About the BBOT

Established in 1910, the Burnaby Board of Trade is a non-profit, member-based organization and the city’s official economic development partner. With 1,100+ members, we deliver over 70 events annually, lead advocacy efforts, and support local businesses across industries.

Statement of Work

The selected contractor will:

  1. Conduct a Technology & Systems Audit
  • Inventory and assess all current digital tools (Microsoft 360, Growth Zone GRM, QBO, website, digital applications, etc.)
  • Map workflows and system integrations
  • Optimize membership acquisition and retention journeys
  • Identify redundancies, inefficiencies, or gaps in technology utilization
  • Evaluate data security, privacy compliance, and digital risk
  1. Deliver a Practical Recommendations Report
  • Prioritized, cost-sensitive tech recommendations
  • System integration or upgrade options
  • Opportunities for automation and workflow improvements
  • Cybersecurity and file management enhancements
  1. Provide a Phased Implementation Roadmap
  • Short-, medium-, and long-term actions
  • Budget estimates and resource needs
  • Guidance on change management and staff adoption
  1. Support Capacity-Building and Implementation

Proponents are invited to propose value-added services that could include:

  • Hands-on implementation of “quick wins” (e.g., better file structure, CRM clean-up, workflow automations)
  • Support in selecting and onboarding new tools or systems
  • Creation of simple SOPs (Standard Operating Procedures) or workflows
  • Staff training on underused or new platforms
  • Short-term fractional tech lead/project manager role to support roll-out

We are especially interested in working with someone who can not only assess but actively help us move forward with the tools, systems, and capacity we need to deliver our work better.

Timeline

  • Project start: October 2025
  • Audit and implementation roadmap report: November 28, 2025
  • Implementation start: December 1, 2025
  • (Timeline may be adjusted based on implementation needs)

Proposal Requirements

Please include:

  1. A brief company profile or consultant bio
  2. Relevant experience with non-profits, member-based orgs, or small teams
  3. Your approach and methodology for the audit
  4. Optional add-ons or value-added services you recommend
  5. Sample deliverables or tools/templates
  6. Timeline and availability
  7. Fee structure or pricing estimate

Submission Instructions

Submit proposals by email to:
admin@bbot.ca

 Subject Line: Audit RFP Submission – BBOT

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