Hubspot Systems Strategy, Optimization & Implementation Services

Request for Proposal (RFP) 

Introduction 

Elemental Impact is seeking proposals from qualified consultants to support a multi-phase engagement focused on redesigning and optimizing our HubSpot platform.

Elemental Impact is a nonprofit investor with 17 years of experience advancing innovative technologies with deep environmental and local impact. Elemental is supported by 40 funders and its portfolio includes 160 companies that have catalyzed $11.8B in additional funding and created more than 18,100 jobs. Elemental works to address market failures for first-of-a-kind and early commercial projects by providing catalytic capital and specialized expertise—from policy engagement to workforce development. 

The selected consultant will serve as a strategic advisor to assess and improve CRM architecture, workflows, governance, and integrations to strengthen operational efficiency, cross-functional coordination, and long-term scalability.

Elemental Impact has internal HubSpot leads who know our systems and workflows well. The selected consultant will partner closely with these leads throughout discovery, recommendations, and any approved implementation work. Internal leads will provide organizational context, operational insight, and support prioritization of recommendations.

This engagement is intentionally structured in two phases: an initial discovery and recommendations phase, followed by an optional implementation and enablement phase.

Scope of Work

Phase I: Accelerated Discovery, Audit & Recommendations

The first phase of the engagement will focus on rapidly understanding Elemental Impact’s current HubSpot environment and developing a prioritized roadmap for improvement. The consultant will work closely with Elemental Impact’s internal HubSpot leads, who will provide system context, help surface known issues and constraints, and participate in reviewing the practicality of proposed recommendations.

During this phase, the consultant will:

• Review HubSpot architecture, objects, properties, pipelines, permissions, ownership structures, reporting, and key integrations

• Assess current data hygiene, data governance, duplication issues, and operational workflows

• Identify workflow inefficiencies, manual processes, and opportunities for simplification and automation

• Evaluate the current HubSpot and Splash integration, including event workflows, field mapping, segmentation, attendance tracking, and post-event follow-up

Phase I Deliverables

Phase I will culminate in a recommendations package that includes:

• Brief current-state assessment of Hubspot workflows and governance 

• Recommended implementation steps and estimated implementation hours

• Documentation and training recommendations

Phase II: Implementation & Enablement (Optional)

Following completion of Phase I, Elemental Impact may engage the consultant to implement selected recommendations based on organizational priorities, available budget, and internal capacity.

Phase II work may include implementation of any of the recommendations made in Phase I, including but not limited to:

• Implementing approved HubSpot architecture, workflow, automation, property, and governance changes

• Building custom objects

• Updating teams, permissions, ownership structures, and access settings

• Supporting event systems and Splash integration improvements

• Developing SOPs, governance documentation, and training materials

• Supporting data cleanup and governance initiatives

• Configuring automations and reporting improvements

Key Areas of Responsibility

Proposals should address experience and capabilities in the following areas:

• CRM architecture & systems strategy: Review and optimize HubSpot architecture, including objects, properties, pipelines, automations, permissions, ownership structures, and governance practices to improve scalability and operational efficiency

• Workflow optimization: Assess and improve workflows, identify opportunities to simplify processes, reduce manual work, and improve reporting and visibility

• Data governance & quality: Develop recommendations for improving CRM data hygiene, standardization, ownership, duplication management, and long-term governance practices

• Integration management: Evaluate and optimize HubSpot integrations, particularly the current Splash integration, including event registration workflows, field mapping, segmentation, attendance tracking, and reporting. 

• Cross-functional collaboration: Partner closely with leads across teams to understand operational needs, system pain points, and current workflows and translate those insights into practical systems improvements

• Implementation support: Support implementation of approved recommendations, including workflow builds, data cleanup, automation configuration, reporting improvements, permissions updates, and system optimization

 

Proposal Requirements (please submit your proposal in the cover letter section of the application) 

 1. Organizational Background & Relevant Experience

• A brief overview of your organization and consulting practice.

• Relevant HubSpot consulting experience.

• Experience supporting complex or cross-functional HubSpot environments.

• Experience supporting nonprofit organizations or mission-driven organizations using HubSpot beyond traditional sales functions.

• Experience conducting CRM audits, workflow assessments, and systems optimization initiatives.

• Examples of similar projects or sample deliverables, if available.

2. Approach & Methodology

• Your proposed approach to Phase I discovery, audit, and recommendations.

• How you would evaluate CRM architecture, workflows, governance, data quality, and integrations.

3. Qualifications

Please include information on key personnel who would support this engagement, including:

• Relevant HubSpot expertise and certifications.

• CRM systems strategy and administration experience.

• Experience with nonprofit or mission-driven organizations.

• Experience with Splash integrations, event systems, or marketing and event operations workflows, if applicable.

• Familiarity with AI-enabled CRM workflows, automation tools, and operational AI use cases, if applicable.

• Experience supporting distributed CRM ownership models and cross-functional operational teams, if applicable.

4. Project Management & Timeline

• Expected timeline for Phase I.

• Assumptions regarding stakeholder participation and availability.

• Any other assumptions or exclusions.

5. Pricing

• Fixed-fee pricing for Phase I discovery, audit, and recommendations.

• Proposed hourly rates and pricing structure for Phase II implementation support.

• Any additional fees or expenses that may apply.

 

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

1. Relevant Experience & Expertise

• Experience managing, optimizing, or consulting on HubSpot CRM environments.

• Experience supporting nonprofit or mission-driven organizations using HubSpot beyond traditional sales functions.

• Experience designing scalable HubSpot processes across multiple teams or business functions.

• Experience translating strategic recommendations into practical implementation plans and operational improvements

• Excellent communication and facilitation skills, including experience leading stakeholder interviews, working sessions, and training sessions

2. Approach & Methodology

• Quality and comprehensiveness of the proposed discovery, assessment, and recommendation process.

• Ability to translate strategic recommendations into practical implementation plans and operational improvements.

3. Qualifications

• HubSpot certifications or related CRM/system administration certifications.

• Strength of communication, facilitation, stakeholder interview, working session, and training experience.

• Experience supporting distributed CRM ownership models and cross-functional operational teams.

• Preferred: Familiarity with AI-enabled CRM workflows, automation tools, and operational AI use cases.

• Preferred: Experience with Splash integrations, event systems, or marketing/event operations workflows.

4. Project Management

• Effectiveness of the proposed engagement and communication approach.

• Ability to collaborate across teams and manage complex stakeholder environments.

5. Pricing

• Cost-effectiveness and transparency of pricing.

• Alignment of proposed effort with project objectives and scope.

Expected Project Timeline

• Phase 1 of the consultant engagement is expected to take 4-6 weeks.

• Following Phase 1, there may be an opportunity to continue into a second phase of implementation and enablement support based on organizational priorities and project needs. We expect this phase would last approximately 2-3 months.

 

Submission Instructions

Please submit your proposal by July 10th as your cover letter. Proposals received after the deadline will not be considered.