(RFP) Board and Operations Policy Modernization

Response Deadline: June 19, 2026 at 4:00 PM

INTRODUCTION

Golden Community Resources Society is a charitable, not-for-profit organization serving our communities of Golden and surrounding areas since 1984. We are an umbrella society delivering a number of social service programs including licenced childcare, children and family programs, early years centre, employment services, seniors housing, Better at Homes program and seniors program connection, youth centre and youth programs, and police-based victim services. 

We are governed by a volunteer Board of Directors and supported by a dedicated staff team. More information is available at https://www.goldencommunityresources.ca/.

PROJECT OVERVIEW 

The Society is seeking to engage a qualified consultant to lead the redevelopment and modernization of its Board governance and operational policy framework. The project will include a comprehensive policy audit, gap analysis, and review of best practices to ensure alignment with current legislative requirements, organizational needs, and sector standards. 

The primary deliverables will be the development of:

• A Board Governance Policy Manual 
• An Operations Policy Manual

The Society is seeking a consultant with demonstrated expertise in board governance, organizational development, policy writing, and technical communication, as well as experience facilitating collaborative policy development processes.

SCOPE OF WORK 

The selected consultant will work with the Executive Director to review and update the organization’s Board governance and operational policies into a clear, practical, plain-language policy framework that is easy to understand, implement, and maintain.

The scope of work will include: 

• Reviewing existing Board and operational policies and related governance documents
• Conducting a policy audit, gap analysis, and best practice review
• Identifying outdated, duplicate, inconsistent, or missing policies 
• Consulting with key stakeholders, including Board and staff representatives, as required
• Providing recommendations to improve policy structure, clarity, consistency, and alignment with applicable legislation, sector best practices, and contractual obligations (where relevant)
• Drafting and revising policies in clear and accessible language
• Developing two distinct but integrated manuals: 
  • Board Governance Policy Manual
  • Operations Policy Manual
• Incorporating feedback from the Society through agreed-upon review stages
• Providing final editable electronic versions of all deliverables 

TIMELINE 

Submission deadline 

Submission deadline: Friday, June 19th at 4:00 pm

All proposals must be submitted electronically by email to:

Connie Barlow, Executive Director

cbarlow.gcrs@gmail.com

Proposal review

Receipt of submissions will be confirmed by email. GCRS may contact applicants for clarification or additional information. Short-listed applicants may be invited for an interview.

Consultant selection

Within 14 days of the submission deadline, the selected consultant(s) will be invited to a project kickoff meeting with the Executive Director and representative(s) of the Board of Directors.

Project timeline

July 1, 2026-September 30, 2026

Final deliverables

No later than October 15, 2026

PROPOSAL SUBMISSION REQUIREMENTS

Applicants are requested to include the following information in their submission:

• A brief overview of your firm or, in the case of independent consultants, your professional practice, including relevant services and areas of expertise
• Your proposed approach to delivering the scope of work
• Your understanding of the project scope, including any recommended refinements
• Examples of comparable projects of similar scope and complexity
• Examples of work completed for clients similar to Golden Community Resources Society (if applicable)
• Identification of anticipated information, access and support required from the Society (e.g., documents, meetings with Board or staff, stakeholder engagement requirements)
• A proposed project timeline and work-plan aligned with the scope of work and deliverables
• A description of key deliverables and project outputs
• A detailed fee proposal, including either a fixed fee or estimated range, with a breakdown of costs where possible

EVALUATION CRITERIA

Proposals will be evaluated out of 100 points based on the following criteria:

• Firm or individual profile — 5 points
• Experience and qualifications — 25 points
• Understanding of the project — 25 points
• Proposed approach and scope of work — 15 points
• Fees — 20 points
• References / previous clients and projects — 10 points

Total available points: 100

CONTACT

All inquiries and proposal submissions must be directed to:

Connie Barlow 
Executive Director
Golden Community Resources Society
cbarlow.gcrs@gmail.com