Request for Quotation (RFQ) Short-Term Membership Data Migration Consultant

Airtable to EveryAction CRM Data Migration Consultancy

Submission deadline: 20th November

Expected assignment period: Approximately 2 - 4 weeks

Background

Together for Girls invites quotations from qualified consultants to migrate contact data from Airtable to EveryAction CRM.

The assignment will ensure that data is accurately transferred, correctly mapped and coded, and structured to support the organisation's relationship management, advocacy, engagement, fundraising and reporting needs, as applicable.

Scope of services

The consultant will be expected to undertake the following activities:

A. Data assessment and preparation

• Review the relevant Airtable bases, tables, fields and linked records (approximately 1000).
• Assess data quality, identify duplicates and inconsistencies, and recommend appropriate cleansing and migration scope.
• Prepare the agreed data for migration.

B. Data mapping and coding

• Review the existing EveryAction configuration, including fields, codes, classifications and tags.
• Develop a mapping between Airtable fields and the appropriate EveryAction fields and codes.
• Ensure coding rules are applied consistently and accurately, resolving ambiguities with the organisation before migration.
• Preserve relevant relationships between records and prevent unnecessary duplication.

C. Migration and quality assurance

• Develop a migration plan, including testing, security and contingency arrangements.
• Conduct a pilot migration and address identified issues.
• Execute the agreed migration using secure and auditable methods.
• Validate record completeness, field mapping, coding accuracy and record relationships.
• Reconcile source and destination records, document exceptions and support user acceptance testing.

D. Safeguarding, Data Protection and Confidentiality

The consultant must comply with the organisation’s safeguarding, data protection, confidentiality and information security policies, and all applicable legislation.

The consultant will be required to:

• Handle personal, sensitive and safeguarding-related information confidentially, accessing only data necessary for the assignment and using it exclusively for the agreed purposes of the migration.
• Follow the organisation’s safeguarding procedures and promptly report any safeguarding concerns or suspected data breaches.
• Use only approved systems and secure data transfer methods, maintaining appropriate access controls throughout the migration. Access must be limited to authorised individuals, with appropriate security measures, including encryption and multi-factor authentication where supported. The consultant may not transfer data to personal devices, unapproved third-party platforms or external storage without prior written authorisation.
• Complete background check, including any applicable criminal background screening and confidentiality or data processing agreements before accessing relevant data.
• Ensure that data is migrated with appropriate access restrictions and that temporary files are securely deleted or returned at the end of the assignment.
• Ensure that any proposed use of subcontractors or additional personnel is disclosed and approved in writing by TFG before they are granted access to organisational data. Ensure any approved subcontractors comply with equivalent requirements.
• Not use organisational data in any artificial intelligence (AI) tools, automated processing platforms or third-party services that have not been explicitly approved in writing by TFG. 

All organisational data and deliverables remain the property of Together for Girls and must not be retained or reused beyond the agreed purpose. Confidentiality obligations will continue beyond the completion or termination of the assignment.

E. Documentation and handover

• Provide data mapping and coding documentation, a data dictionary and migration and validation reports.
• Train relevant staff in maintaining data quality and using the agreed CRM structure.
• Provide post-migration support for an agreed period.
• Handle all data securely and in accordance with applicable data protection requirements and organisational policies.

Expected deliverables

The consultant will provide:

1. Data assessment and migration plan.
2. Data mapping and format alignment.
3. Completed migration and validation report, including record reconciliation and outstanding exceptions.
4. Documentation, data dictionary and staff handover/light training.
5. Post-migration support for an agreed period.

Required experience

Consultants should demonstrate:

• Proven experience in CRM data migration, preferably involving Airtable and EveryAction.
• Strong understanding of EveryAction's data structures, import processes, fields and coding systems.
• Experience in data cleansing, mapping, deduplication, record matching and quality assurance.
• Experience managing linked records, maintaining data integrity, and securely handling sensitive and confidential information.
• Knowledge of data protection and secure data handling.
• Strong documentation, communication and knowledge-transfer skills.

Experience working with charities, advocacy organisations, fundraising or supporter engagement data is desirable.

QUOTATION REQUIREMENTS - please do not submit a CV only

Interested consultants are invited to submit a quotation containing:

1. Technical proposal: Understanding of the assignment, proposed methodology and approach to data mapping, coding, migration and validation.
2. Relevant experience: Examples of comparable assignments, including experience with EveryAction or related CRM platforms.
3. Workplan: Proposed activities, timeline, estimated days and key milestones.
4. Financial proposal: Professional fee rate broken down by the 6 deliverables above and any additional costs, clearly itemised. All applicable taxes should be specified.
5. Post-migration support: Proposed duration and whether this is included in the quoted fee.
6. Consultant profile: Relevant qualifications, technical skills and references.

The quotation should identify any assumptions, exclusions, dependencies or additional costs that could affect delivery. We may seek clarification or invite shortlisted consultants to discuss their proposals.

Duration and working arrangements

The assignment is expected to take approximately 2 – 4  weeks. Starting in November if possible. The consultant will report to the Deputy Director, Development and work closely with relevant staff to agree the migration scope, approve coding decisions, test the results and sign off deliverables.

The final workplan and schedule will be agreed at inception.

Submission instructions

Please submit your quotation including the above requirements through the Bamboo portal by 20th November.  

Quotations should remain valid for 30 days from the submission deadline.

Together for Girls reserves the right to request clarification, negotiate the final scope and timeline, or decline any or all quotations in accordance with its procurement procedures. Together for Girls reserves the right to revise this ToR following discussions with the selected consultant.