Request for Proposals (RFP) Productivity Enhancement through Systems Modernization and Membership Development

Request for Proposals (RFP)
Productivity Enhancement through Systems Modernization and Membership Development

Cover Sheet
Issued by: Saint John Region Chamber of Commerce (SJRCC)
Posting Period: February 5 – February 19, 2026
Posting Locations: Constant Contact, Chamber Website, and Social Media Channels
Submission Format: Electronic submission (PDF)
Submission Deadline: February 19, 2026 at 4:00 PM AST
Submission Email: smerrifield@thechambersj.com
Email Subject Line: RFP – CRM Systems Modernization
Primary Contact: Shannon Merrifield, CEO
Mailing Address: 78 Prince William Street, Saint John, NB E2L 2B3
Phone: (506) 271-4744

Project Summary
SJRCC is seeking proposals from qualified Canadian vendors/contractors to research, recommend, and implement a fully integrated membership CRM platform (Glue Up or equivalent), including data migration, system integrations, staff training, member outreach, and post-launch support.

Project Timeline
Project Period: Q1 2026 – Q3 2026
Target Launch: Q2 2026

Table of Contents
1. RFP Overview
2. Organizational Background
3. Project Objectives
4. Scope of Work
5. Deliverables
6. Project Timeline
7. Budget
8. Eligibility Requirements
9. Proposal Submission Requirements
10. Procurement Conditions
11. Conflict of Interest
12. Submission Instructions

1. RFP Overview
The Saint John Region Chamber of Commerce (SJRCC) invites proposals from qualified Canadian vendors/contractors to support a systems modernization initiative focused on researching and migrating to a fully integrated membership CRM platform (Glue Up or equivalent). This public RFP is issued in accordance with principles of transparency, fairness, and value for money.

2. Organizational Background
The Saint John Region Chamber of Commerce is a not-for-profit organization with more than 200 years of service to the regional business community, supporting businesses through advocacy, networking, and economic leadership.

2.1 Contact Information
Shannon Merrifield, CEO
Saint John Region Chamber of Commerce
78 Prince William Street
Saint John, NB E2L 2B3
Phone: (506) 271-4744
Email: smerrifield@thechambersj.com

3. Project Objectives
The objectives of this project include:
• Fully manage the modernization process from start to completion, including value-add opportunities for staff and membership
• Improve data integrity, reporting, and analytics
• Enhance member onboarding, retention, and communications
• Increase organizational productivity and service scalability

4. Scope of Work
The successful proponent will be responsible for the following:
• Research and provide recommendation for CRM based on best practices and SJRCC current needs and requirements for automation, productivity, communication, and operational requirements
• Migration of existing data including updated information and cleaned-up datasets
• Work with Chamber staff to understand, identify, and build best practices to utilize CRM to increase profitability, automation, productivity, and enhance communication and user experience
• Secure contracts and implement CRM platform (Glue Up or equivalent)
• Data cleansing, validation, and customization
• Integration with QuickBooks, social media, and other Chamber integrations
• Staff training and documentation
• Member outreach and support
• Go-live and post-launch support

5. Deliverables
Deliverables are expected to include:
• Fully implemented CRM system
• Migrated and validated member database
• Staff training sessions and training materials
• Member outreach and support resources
• Integrated financial workflows
• Post-implementation support period
• Final project summary report

6. Project Timeline
The anticipated project timeline is Q1 2026 – Q3 2026, with system launch anticipated in Q2 2026.

7. Budget
Proponents are asked to submit detailed cost proposals, including a breakdown of all costs associated with the project.

8. Eligibility Requirements
To be eligible, proponents must meet the following requirements:
• Canadian-registered business
• Demonstrated experience implementing CRM systems and integrating with QuickBooks, WordPress, and social media platforms
• Experience with not-for-profit or membership-based organizations preferred
• Capacity to deliver within stated timelines

9. Proposal Submission Requirements
Proposals must include the following sections:
• Company/Contractor overview and qualifications
• Proposed approach and methodology
• Project timeline and work plan
• Detailed cost breakdown
• Key personnel
• References available upon request

10. Procurement Conditions
• The Chamber reserves the right to accept or reject any or all proposals
• Issuance of this RFP does not constitute a commitment to award a contract
• The Chamber may negotiate scope and pricing with the successful proponent
• All proposal preparation costs are the responsibility of the proponent
• All submissions will be treated as confidential

11. Conflict of Interest
Proponents must disclose any actual or perceived conflicts of interest.

12. Submission Instructions
Proposals must be submitted electronically in PDF format.