Request for Expressions of Interest
Registration & Membership System Transition Project
The Local Government Management Association of BC (LGMA) is a provincial non-profit, member-based association with over 1,200 members, with six regional chapters. Since 1919, the LGMA has supported excellence in local government through professional development and networking, providing high quality, practical training and resources, and opportunities for local government professionals to connect, exchange ideas, and share best practices.
This REI aligns with LGMA’s strategic priorities as outlined in the 2025–2030 Strategic Plan. Prospective consultants may wish to refer to the organizational goals and achievements presented in the 2025 Annual Report to inform their submission. As part of LGMA’s commitment to continuous improvement and member service excellence, we are initiating a multi-year project to transition to a comprehensive online registration and membership management system facilitating program enrollment, manual purchases, and membership renewals, fully integrated with accounting software to ensure efficient financial tracking and reporting. This system will support LGMA’s evolving operational needs and enhance member experience through improved functionality, integration, and accessibility.
Project Overview
LGMA is seeking expressions of interest from qualified information technologists and transformational systems consultants to lead the research, identification, and transition planning for the Association’s selection and adoption of a new registration and membership database system. This initiative will be a phased, multi-year project, beginning with a comprehensive needs assessment and culminating in the successful implementation of a new system.
Who We Are Looking For
LGMA is looking to work with a consultant or consulting team with:
- Demonstrated experience in IT systems analysis and implementation, particularly within membership-based non-profits or similar organizations.
- Understanding of the operational and strategic needs of professional associations.
- Strong principles of accessibility, equity, and user-centered design.
- Experience with supporting change management and inform member communication strategies throughout the transition.
- Demonstrated track record of previous projects, including:
- Needs assessments and engagement processes of invested parties.
- Evaluation and selection of membership or CRM systems.
- Development of implementation roadmaps, workflows, and/or transition plans.
- Data migration and integration with existing platforms.
- Post-implementation support and training.
Scope of Work
The consultant will be responsible for:
- Conducting a thorough needs assessment through engagement of invested parties and system analysis.
- Researching and evaluating potential database systems and vendors.
- Providing recommendations based on functionality, scalability, cost, and alignment with LGMA’s strategic goals.
- Supporting the procurement process, including drafting RFPs and evaluating proposals.
- Developing a transition roadmap, including timelines, risk mitigation strategies, and change management planning.
- Advising on data migration, integration with existing systems, and implementation of best practices.
Estimated Timeline of Work
- October – December 2026: Expressions of interest accepted.
- January 2027: Consultant selected; initial meetings with LGMA staff.
- February – June 2027: Needs assessment and member engagement.
- July – November 2027: Market research and system recommendations.
- January - March 2028: Procurement support and vendor selection.
- April – May 2028: Implementation planning and transition support.
- July – August 2028: Cutover and implementation.
- Sepember 2028 onward: Advisory support as needed.
Budget
Consultants are asked to identify anticipated expenses and provide a detailed budget proposal for the initial phases of this project, including needs assessment, research, and planning. The budget should include a breakdown of fees, estimated hours, and any additional costs such as travel, software, or subcontracting. LGMA will review proposed budgets in the context of project scope, value, and alignment with organizational priorities.
What to Include in Your Expression of Interest
Interested consultants are encouraged to submit a proposal including:
- A link to your professional website and/or a CV.
- At least 3 examples of past IT/system transition projects, preferably within non-profit or membership-based organizations.
- A high-level proposed workplan and project timeline.
- A detailed fee estimate, including a proposed budget noting any assumed costs.
How to Submit
Please upload your expression of interest by 4:00 p.m. (Pacific Time) on December 11, 2026 to our online filesharing platform using the following link: https://spaces.hightail.com/uplink/LGMA
If you have any questions or would like to discuss your anticipated budget, please reach out to Candace Witkowskyj, Executive Director, at c••••••••@••••.ca
Please note: The LGMA respects applicants’ professional relationships and will only contact references should the candidate be under serious consideration. LGMA will notify the applicant in advance of contacting their references.
