Request for Proposals Salesforce Consultant

RFP Salesforce Consultant – On-Call, Project-Based Services

1. Introduction

Commonwealth Corporation (CommCorp), a quasi-public workforce development agency under the Executive Office of Labor and Workforce Development (EOLWD) of Massachusetts, is issuing this Request for Proposals (RFP) to identify qualified Salesforce Consultants for on-call and/or project-based services. This engagement is intended to supplement the work of CommCorp’s internal Salesforce Administrator and ensure access to advanced expertise for technical projects, platform customizations, and systems integrations that fall outside the administrator’s day-to-day scope.

This is an open and ongoing procurement process that will result in the establishment of a pool of pre-qualified consultants. Applications will be accepted and reviewed on a rolling basis. Qualified applicants will be placed on a pre-approved vendor list. Throughout the contract term, they may be assigned specific projects with clearly defined scopes of work.

 

2. Background

CommCorp leverages Salesforce as its primary system of record and operations platform. While the internal Salesforce Administrator oversees daily maintenance, user support, and general configuration, there is a need for on-demand access to specialized consulting services to support:

·      Complex automation and development

·      Third-party system integrations

·      Strategic solution architecture

·      Feature enablement and process optimization

·      Developing portals and apps (Communities)

·      User experience (UX) design, interface optimization, and design input for new or reimagined digital workflows and platforms that require thoughtful setup

The ideal consultant will function as an extension of CommCorp’s innovation and operations teams—collaborating closely with internal stakeholders, delivering results in a hybrid environment, and ensuring high-quality documentation and knowledge transfer. Consultants with expertise in UX and design thinking are especially encouraged to apply, as projects may require both technical implementation and user-centered design support. We aim to cultivate long-term partnerships with consultants who not only bring technical expertise but also demonstrate the ability to engage in rapid prototyping, adaptive, feedback-driven collaboration, and thoughtful UX and interface design. We understand this level of engagement evolves over time, and we’re looking to build toward that kind of responsive relationship.

 

3. Areas of Work & Project Examples 

a)   On-Call Support Services

Consulting services will be requested on an on-call, as-needed basis and may include, but are not limited to:

Configuration & Custom Development

·      Build or enhance custom objects, fields, validation rules, and approval processes

·      Develop Apex classes, Lightning components, triggers, and Visualforce pages where appropriate

Integration Management

·      Support integration efforts using platforms such as Celigo, FormTitan (our form-building platform), NetSuite, DocuSign, and HRIS systems

·      Troubleshoot and optimize API calls, middleware performance, and data syncing

Automation & Process Design

·      Create Flows and scheduled actions to streamline grant management and business processes

·      Build automation logic that supports grants management and cross-team workflows

Strategic Guidance & Architecture

·      Provide best-practice recommendations on Salesforce scalability, sustainability, and system performance

·      Collaborate with CommCorp’s internal stakeholders to ensure architectural alignment

·      Possess proficiency in data analytics and business intelligence

·      Support upstream design and process mapping needs where required, including developing architectural “blueprints” and collaborating with internal stakeholders to co-create early-stage prototypes and iterative design solutions.

Training, Support & Documentation

·      Provide user training or technical documentation as needed

·      Document all customizations and integration steps for future reference and in-house continuity

·      Deliver documentation in formats aligned with internal team practices, including “scribe-style” documentation when applicable

b)   Discrete Projects

In addition to on-call services, CommCorp anticipates a range of discrete, project-based engagements that require advanced expertise in Salesforce design, development, and integration. These projects extend beyond routine support and will often involve strategic collaboration across departments, user-centered design, technical implementation, and knowledge transfer.

These efforts aim to address evolving program needs, improve user experience, and optimize cross-platform functionality. Work may span a few weeks to several months. Some examples of potential priority projects may include—but are not limited to— (presented in no specific order/order of importance):

I. Platform Transitions and Custom Interfaces

Transition of Participant Data from Apricot to Salesforce:
 CommCorp is undertaking a phased initiative to retire Apricot as a participant data system and transition data collection for multiple programs—including Workforce Competitiveness Trust Fund (WCTF), Career Technical Initiative (CTI), and Re-Entry Workforce Development Demonstration Grants (RWDDP)—into Salesforce. Consultant support may include:

·      Collaborating with the Research, Data & Evaluation team to understand current data structure and reporting needs

·      Designing and implementing user-friendly external interfaces (e.g., Experience Cloud portals or Communities) for grantee data entry

·      Developing custom objects, page layouts, and apps tailored to program needs

·      Building ad-hoc and scheduled reporting tools for both internal and external stakeholders

·      Formatting and importing legacy data from Apricot exports

·      Supporting user testing (UAT), training material creation, and rollout for multiple user groups

·      Troubleshooting during implementation to ensure continuity and adoption

II. YouthWorks Hub Enhancements

The YouthWorks Hub is a central tool for YouthWorks program administration and youth participant tracking. Several enhancements have been identified for FY26 and beyond, which may include:

·      Adding a global “Search This List” lightning component to partner portal pages

·      Creating automated prompts and reports to flag missing critical data fields (e.g., SSN) during profile conversions

·      Introducing a standalone filter mechanism for Program Year (PY) and Cycle, allowing users to view data relevant to specific funding periods

·      Designing an automated data integration between the YouthWorks Hub and the LMS system (currently a manual CSV process due to custom object structures)

·      Exploring the addition of case management features (e.g., comment threads, notes, tagging) to support grantees with multiple internal users

·      Supporting deduplication logic and tools to streamline duplicate contact records and improve data integrity

III. Cross-Departmental Integration Projects

Finance Department:

·      Providing technical expertise between the business and the developer to integrate our NetSuite and Paycor instances.

·      Be able to identify instances when further development of systems is needed to complete field mapping between systems.

Considerations

Where appropriate, our internal Salesforce Administrator will handle lower-complexity requests related to object configuration, minor field updates, or report creation. Consultants will be engaged where advanced architecture, external user interface design, cross-system integration, or custom development is required. Consultants may be expected to support multiple phases of each project:

·      Requirements gathering & discovery

·      Solution design and documentation

·      Technical development and testing

·      UAT coordination and deployment

·      User training and knowledge transfer

Each discrete project will be scoped individually to pre-qualified vendors based on relevant expertise and availability. CommCorp reserves the right to seek project cost estimates from multiple qualified vendors from the list prior to entering into a service contract.

 

4. Contract Term

Open Application Period:
CommCorp will accept applications under this RFP for a period of up to two (2) years from the initial posting date. Applications will be reviewed on a rolling basis, and qualified vendors will be added to a pre-approved consultant pool eligible for future projects and assignments.

Contract Duration for Approved Vendors:
Upon selection, vendors may be awarded a Master Services Agreement (MSA) with an initial contract term of up to three (3) years. CommCorp may, at its discretion and contingent upon performance and funding, offer renewal options for one or more additional years, not to exceed a total engagement period of seven (7) years.

CommCorp reserves the right to terminate any vendor agreement at any time, with or without cause, by providing written notice. This includes termination due to changes in funding availability, strategic direction, or contractor performance that, while not constituting a breach, no longer meets the organization’s needs.

Anticipated Timeline After Application Review:

• Review and Evaluation: Approximately 2-3 weeks
• Contract Finalization: 1–2 weeks
• Earliest Possible Addition to Pre-Qualified Vendor Pool: As early as 2 weeks following application review and acceptance

Estimated Workload:
Work will be procured on an as-needed basis, and no minimum number of hours is guaranteed. Consultant engagement levels may vary depending on internal resource capacity, programmatic initiatives, and the complexity of systems projects. Typical use cases include both day-to-day support and large-scale, project-based work.

CommCorp reserves the right to issue contracts to one or more approved consultants based on expertise, availability, and project alignment.

 

5. Minimum Qualifications

Proposers must demonstrate:

• Minimum of 2 years of Salesforce consulting experience
• Salesforce Administrator or Advanced Administrator, Sales Cloud Consultant, Platform App Builder, and at least one Salesforce Architect certification required (Application Architect, System Architect, or Technical Architect). Optional certifications include Service Cloud Consultant and Salesforce Certified Nonprofit Cloud Consultant.
• Proven experience in nonprofit, public, or quasi-public sectors
• Familiarity with Celigo or other iPaaS tools, and integration work across multi-app environments
• Ability to collaborate with in-house administrators and teams using hybrid work tools

6. Proposal Submission Requirements

Proposals must include the following components:

1.      Cover Letter – Summary of interest and relevant experience

2.     Company Overview or consultant bio/resume

3.     Experience & Qualifications – Summary of related projects, Salesforce expertise, and client references

4.     Project Approach – Description of how services will be delivered, managed, and documented

5.     Pricing Structure – Hourly rates, project pricing, retainer options (if any), and nonprofit/government rates

6.     Availability – Typical response time and turnaround

7.     References – Contact information for at least two (2) relevant clients

8.    Diversity, Equity, Inclusion & Belonging (DEIB) Commitment – Summary of your DEIB strategy and leadership accountability; aggregate leadership/board representation and improvement actions; and Diverse Supplier Certification documentation as a minority-, women-, veteran-owned business, or other diversity-related designations recognized by state or federal agencies

 

7. Submission Instructions

·      Application Window: Applications are reviewed on a rolling basis; this posting may remain open for up to two (2) years from the initial posting date.

·      How to Submit: Complete the online application at Salesforce Consultant RFP Application. Email submissions are not accepted.

·      Questions: Submit a question(s) at Salesforce Consultant RFP Question Submission Form. We aim to respond within 2 business days.

 

8. Evaluation Criteria

CommCorp will evaluate proposals using a combination of qualitative and quantitative criteria to determine vendor alignment with the organization’s values, needs, and technical priorities. The following areas will be considered in the evaluation process:

1.      Relevant Experience & Track Record

a.     Demonstrated success with similar projects involving Salesforce configuration, platform transitions, and cross-system integrations

b.     Experience working with quasi-public or nonprofit clients, particularly in workforce development or grant-funded environments

c.     Clarity and quality of reference responses, including client satisfaction and longevity of partnerships

d.     Examples of past projects that reflect a strong understanding of customization, user experience, and scalable architecture

 

2.    Certifications & Technical Expertise

a.     Minimum of four Salesforce certifications: Administrator, Sales Cloud Consultant, Platform App Builder, and at least one Architect-level certification (e.g., Data Architecture, Integration Architecture)

b.     Additional credentials or skills related to platform design, UX consulting, system integration, or process automation

c.     Fluency in relevant tools/platforms such as NetSuite (via Breadwinner), FormTitan, DocuSign, Celigo, and LMS integrations

 

3.    Proposed Service Delivery Approach

a.     Availability and responsiveness to on-call and project-based task orders

b.     Clarity of delivery model, including communication protocols, project tracking, documentation practices, and stakeholder engagement

c.     Demonstrated ability to tailor solutions to varying levels of internal Salesforce fluency (e.g., technical vs. non-technical stakeholders)

 

4.    Staff Development, Collaboration & Culture Fit

a.     Evidence of commitment to internal capacity-building through knowledge transfer, mentoring, or training

b.     Ability to function as a collaborative thought partner and extension of the internal Innovation, Operations, and Program teams

c.     Communication style and interpersonal approach as reflected in interviews, references, and proposal narrative

 

5.    Commitment to Diversity, Equity, Inclusion & Belonging (DEIB)

a.     CommCorp strongly encourages participation from minority-, women-, and veteran-owned businesses, as well as firms that reflect and support diverse and inclusive practices in their structure, staffing, and approach.

b.     Proposers should highlight specific actions, strategies, and measurable outcomes their business has implemented to demonstrate a sustained commitment to DEIB. This may include recruitment and retention practices, supplier diversity policies, training programs, community engagement initiatives, or internal culture-building efforts.

 

6.    Pricing, Transparency & Contract Terms

a.     Reasonableness and competitiveness of proposed hourly or project-based rates

b.     Transparency in pricing structure, including any surcharges, retainer minimums, or limits on support availability

c.     Willingness to align with CommCorp’s contract terms, invoicing practices, and reporting expectations

CommCorp reserves the right to request interviews, conduct reference checks, seek clarifying information, and negotiate final terms prior to making an award. Vendors who demonstrate a balanced combination of technical excellence, strategic thinking, collaborative spirit, price alignment, and a clear commitment to diversity, equity, inclusion, and belonging (DEIB) will be prioritized in the selection process.

 

9. Additional Notes

• This RFP does not commit CommCorp to award a contract or pay any costs incurred in the preparation of a proposal.
• All materials submitted become the property of CommCorp and are subject to Massachusetts public records law.
• As a leader in workforce development, CommCorp is committed to Diversity, Equity, Inclusion, and Belonging (DEIB) and strives to center these values in all aspects of our work—including procurement. We recognize that qualified individuals and firms, particularly those led by women or Black, Indigenous, and other people of color, may self-select out of opportunities if they do not meet 100% of stated qualifications. We encourage all those who believe they bring the relevant skills, experience, and perspective to thrive in this work to submit a proposal.
• Consultants selected through this process will be added to a prequalified vendor list and will be required to sign CommCorp’s standard contract agreement upon acceptance. Individual project scopes will be issued under this agreement—a new standard contract agreement will not be required for each engagement.
• Depending on the nature of the work and access to sensitive information, selected consultants may also be required to complete a CORI (Criminal Offender Record Information) background check.