Technology Consultant

Request for Proposals (RFP): Technology Consulting

Issued by: Cunningham Township Supervisor’s Office (CTSO)
Issued on: Friday, August 8, 2025
Deadline for Submission: September 9, 2025
Project Timeline: November, 2025 – June 30, 2026 (FY26)

FULL RFP: http://tinyurl.com/CTSOtech25 

1. Overview

Cunningham Township Supervisor’s Office (CTSO) is seeking proposals from qualified technology consulting firms to assess, recommend, and support the implementation and integration of new and existing technology systems. The goal is to improve operational efficiency, stabilize our technology infrastructure, and enhance service delivery after a period of rapid organizational growth.

2. About CTSO

Cunningham Township is a local government office providing direct assistance and case management services to approximately 6,000 very low-income residents of Urbana and Champaign County each year. CTSO offers support in the areas of income assistance, rent, housing, food, utilities, and transportation.

We also provide a continuum of services to people experiencing homelessness, including:

• Street outreach
• Family shelter (8 units owned and operated by CTSO)
• Hotel shelter (15 units)
• Rapid rehousing (15 units)
• Supportive services

In the past eight years, CTSO has grown from 3 to 25 staff members, quadrupled its annual budget to $4.2 million (funded through a local tax levy and 10–12 grants at any given time), and expanded from one to four physical locations.

3. Summary of Need

CTSO is seeking a Technology Consultant to:

• Assess current technology systems and infrastructure
• Refine technology requirements based on staff and program needs
• Recommend scalable, cost-effective technology solutions
• Guide the integration and/or implementation of solutions focused, minimally, on key priorities.
• Support the customization and adoption of selected Phase I tools, or help source technical partners where needed

Key priorities to be accomplished in Phase I include:

• Case Management Software: Select and implement case management software compatible with Housing and Urban Development (HUD) Homeless Management Information System (HMIS) software, and allowing in-house customizations and additions. Champaign County currently uses Wellsky, which has usability issues, but other products are designed to coordinate with Wellsky.
• File Management: Migrate from a single-account Google Drive system to an enterprise-level Records Information Management (RIM) system with cloud features, fixity, integration with email, and features that support low staff burden with FOIA requests and locating files that are likely to be able to be scheduled for disposal. 
• Purchasing/Finance Integration: Develop a purchasing workflow process managing request through approval and purchasing; process compatible with both QuickBooks and (ideally) case management with the goal of tracking per client and per program spending in relation to grant totals.

The consultant will work closely with CTSO’s Supervisor and Technology Committee, which includes the Deputy Supervisor, Finance & Operations Director, Data and Grants Coordinator, and Administrative Associate III.

CTSO currently has a month to month contract with IT services, professional accountant, in-house Quickbooks expertise, and internal tech expertise (Supervisor was Vice-President at Pixo Tech from 2000-2014, Senior Admin Assistant operated online business).

4. Internal Progress to Date

• Created a technology assessment map of 31 current and desired tools.
• Conducted initial case management software comparison (Apricot and Client Track – need to assess Clarity Human Services, Wellsky and the few others).
• Drafted internal proposal to migrate from Google Workspace to Microsoft 365
• Creating file management map, built architecture, and initiation of clean-up process.
• Sent Grants and Data Coordinator to conference training on government records management.
• Completed a staff technology use and needs survey.
• Updated organizational chart and job descriptions for all positions.

Note: Documents available upon request. 
 

5. Scope of Work

The consultant is expected to:

1. Conduct a comprehensive review of existing systems (tools, data flow, file structure, security, etc.)
2. Facilitate stakeholder interviews or focus groups to gather technology needs and challenges
3. Propose a phased implementation roadmap.
4. Recommend technology solutions and vendors, with attention to cost, integration, and scalability
5. Support implementation* of priority systems through one of two ways:
   1. Implement, customize and provide ongoing support or
   2. Help identify an IT implementation partner.

*Implementation should include customization and integration, clear documentation, training staff on tech use (or refer key staff to needed trainings), advise on tech training requirements for positions, and provide training support (if needed)

6. Qualifications

We welcome proposals from individuals or firms with the following:

Required Experience

• Proven track record working with government and nonprofit organizations on technology strategy and implementation
• Experience with selection and implementation of case management systems, cloud file management, and other systems integration
• Familiarity with data security, HIPAA compliance, and user access controls
• Ability to design solutions that accommodate varying staff capacity and digital literacy

Desired Qualifications

• Experience working with public-sector or human services agencies
• Experience with HMIS or similar databases
• Experience integrating payment, Quickbooks, and Wordpress tools
• Experience with both Google and Microsoft 365 ecosystems
• Strong facilitation, communication, and documentation skills

7. Proposal Requirements

Please include the following in your proposal:

• A cover letter introducing your firm and interest in the project, include a description of your approach to the scope of work
• Timeline and availability for the period of performance
• Budget, including hourly rates and estimated total costs
• Qualifications and relevant experience (include bios or resumes for key personnel)
• At least two references from past clients
• Examples of similar work 

8. RFP Timeline and Process

• RFP Issued: Friday, August 8, 2025
• Deadline for Submission: Monday, September 9, 2025 at 5:00 PM CST (extensions available by request)
• Phone Interviews: late September
• Decision Notification: By October 1, 2025
• Project Start: early November (negotiable)

Please send proposals via email in one PDF to:
Maya Bauer, Special Projects Coordinator

Email: [email protected]
Subject Line: CTSO Technology RFP – [Your Organization Name]

NOTE: This RFP is not using a formal process and our technology team is open to answering questions during your proposal process. Questions should be directed prior to deadline to Maya Bauer, Special Projects Coordinator at [email protected]

9. Evaluation Criteria

Proposals will be evaluated based on the following:

• Demonstrated understanding of the project and its goals
• Relevant experience and qualifications
• Quality and clarity of proposed approach
• Cost-effectiveness
• Alignment with CTSO’s values and capacity

10. Commitment to Equity in Contracting

Cunningham Township Supervisor’s Office (CTSO) is committed to equity in all aspects of our work, including our contracting and vendor relationships. We strongly encourage proposals from consultants and organizations that are:

• Women-owned
• Black, Indigenous, and People of Color (BIPOC)-owned
• LGBTQIA+-owned
• Veteran-owned
• Union-affiliated or worker-owned
• Located in or with ties to Urbana-Champaign and the surrounding region

CTSO values lived experience, diverse leadership, and culturally responsive approaches. Please feel free to include any information in your proposal about how your team and approach reflect these priorities.