I. Introduction

Zeta Phi Beta Sorority, Incorporated is seeking a certified Salesforce partner to serve as a strategic consultant, developer, and technical support resource. This partner will support the stabilization and transformation of our Salesforce environment. The partnership will begin with immediate security and storage initiatives, with a path to long-term system architecture improvements aligned to our organizational mission, compliance requirements, and member-experience goals.

II. Project Scope

Our current CRM is built on a customized Salesforce platform powered by Fonteva, supporting membership management, financial processing for dues and chapter assessments, and member service delivery. Modernization efforts are focused on optimizing the Salesforce Experience Cloud environment, strengthening system integrations and identity management, and enhancing external data connectivity to ensure scalability, compliance, and an improved member engagement experience.

Zeta Phi Beta Sorority, Incorporated seeks an all-in-one partnership with a vendor capable of providing strategic consulting, development, security, and long-term support services. Our goal is to engage a partner who can not only address immediate needs but also evolve with us over time as new priorities emerge, ensuring continuity, efficiency, and trusted expertise across all phases of our digital transformation.

Phase 1 – Immediate Needs

• 1. Storage Optimization & Cost Reduction
  Immediately address current storage overages by implementing integrations with preferably SharePoint or other recommended external storage systems based on efficiency, cost-effectiveness, and integration quality.
• 2. Security & Compliance
  • Review and strengthen Multi-Factor Authentication (MFA) across user types (internal staff and Experience Cloud users).
  • Assist with PCI compliance alignment across portals and external systems.
  • Provide policy guidance and technical implementation support for system hardening.
• 3. Data Governance & Archiving
  • Develop an archiving strategy for inactive records and historical data.
  • Review and provide recommendations on data retention and access policies and assist with policy implementation.
  • Implement solutions that improve audit readiness, reduce clutter, and ensure compliance.

III. Partner Responsibilities

• Initiate engagement immediately upon selection to address urgent Phase 1 needs.
• Prioritize immediate remediation of storage overages by assessing the current environment and recommending a storage optimization solution.
• Assess and strengthen Multi-Factor Authentication (MFA) implementation across applicable user groups.
• Conduct compliance and security posture review, including risk areas related to PCI, and internal data policies.
• Deliver an action plan for Phase 1 within 30 days, covering storage reduction, MFA enforcement, and compliance remediation.
• Provide documentation and staff training focused on Phase 1 deliverables.

Policy enforcement will remain the responsibility of Zeta Phi Beta Sorority, Incorporated.

IV. Strategic Expansion Priorities

Following the successful completion of Phase 1, Zeta Phi Beta Sorority, Incorporated will continue to strengthen its digital infrastructure in alignment with organizational priorities.

Key focus areas for future phases include:

• Membership lifecycle automation (membership intake, renewals, transfers, etc.)
• Experience Cloud restructure for chapter, state, and regional leadership portals
• Cross-system integrations (Microsoft 365, Kajabi, LMS platforms, payment gateways, SSO with identity management)
• Advanced analytics dashboards using Power BI or other recommended tools
• Fulfillment and inventory tracking for membership materials and chapter distributions
• Service hour tracking and programmatic measurement
• Fundraising/event management solutions

This role will help to conduct feasibility studies for future phases to create a detailed scope of work for each focus area which will be developed collaboratively based on organizational priorities, resource readiness, and phased implementation goals.

V. Evaluation Criteria – Development, Consulting, and Support

Proposals will be evaluated based on the following weighted criteria:

• Experience developing in Fonteva Membership Management and the Salesforce Platform, including Lightning Experience and Experience Cloud
• Expertise in data integration, external storage, and compliance (MFA, PCI, etc.)
• Demonstrated consulting capability: architecture, strategy, and policy advising
• Cost structure, including hourly rates, flexibility, and transparency
• Support capacity: responsiveness, documentation, and long-term availability

VI. Submission Requirements

Please include the following in your proposal:

• Company profile and certifications
• Examples of relevant Lightning experience/Experience Cloud, Fonteva, and/or storage integration projects
• Detailed pricing structure, including:
  • Hourly rates for relevant roles or services (e.g., developer, architect, consultant)
  • Initial estimates or pricing ranges for Phase 1, with the understanding that final pricing may be refined after full discovery or scope alignment
  • Any retainer options for ongoing support, including available models and terms
• Proposal Format: Submit proposals in PDF format only.
• Proposals must include all requested sections and information outlined in the Submission Requirements.
• Proposals that do not comply with the format and content guidelines may be disqualified from consideration.

VII. Projected Timeline

• Proposal Submission Deadline: June 25, 2025 (5PM ET)
• Contract Slated to Begin: June 30, 2025

Proposals should be submitted to: digitalstrategies@zphibhq.org

Zeta Phi Beta Sorority, Incorporated reserves the right to engage a vendor prior to the posted deadline if an ideal fit is identified based on our immediate needs.