Operations Consultant - Request for Proposals

Introduction & Background

Cedar Lane Unitarian Universalist Congregation (“Cedar Lane”) invites qualified consultants to submit proposals to lead a coordinated, multi-phase operational transformation initiative.  This effort is designed to modernize core administrative systems — positioning the congregation for sustainable growth, improved member engagement, and increased operational efficiency.

This initiative will address long-standing system gaps and introduce integrated, forward-looking solutions that enable revenue growth, as well as meaningful cost and time savings.

Cedar Lane is a large and growing  liberal religious institution located in Bethesda, Maryland.  With more than 600 members, a staff of over 15, multiple program areas, and a $1.4M budget, Cedar Lane seeks to modernize and streamline our operational infrastructure to better meet the needs of various stakeholders.  

Problem Statement

Cedar Lane’s operational systems currently span a quarter-century gap in modernization.  This gap creates ongoing challenges, including staff inefficiencies due to paper-based processes; congregant frustration due to outdated and/or non intuitive systems; limited ability to support remote work; missed revenue opportunities; and a lack of integrated data and reporting capabilities

Cedar Lane has identified the following critical issues to be addressed.  

• Desktop-based accounting system and paper filing; manual timesheets requiring in-person approval; lack of a functional invoicing and payment system (note: does not include donations)

• Antiquated phone system lacking remote access and texting

• Underutilization of the multi-function Realm church management system

• No coordinated integration of AI into workflows

• Limited data reporting and visualization capabilities

These challenges collectively limit Cedar Lane’s ability to grow, serve its community, and operate effectively in a modern environment.

Project Overview

Cedar Lane seeks an Operations Consultant with strong project management skills to lead six coordinated “mini-projects.”  Together, these initiatives will modernize and streamline administrative functions, enabling fully remote and flexible operations; reducing administrative burden and staff time; improve congregant engagement; establish data systems for strategic decision-making; and increase capacity for revenue-generating activities.

The Operations Consultant will provide strategic leadership and project management; research, recommend and coordinate vendors; provide hands-on technical support, identifying and meeting training needs through internal or external means; ensure stakeholders are fully prepared to utilize new systems, processes, and technologies; and document new systems and processes to help ensure long-term usage.  

The Operations Consultant must ensure coordination across all systems and stakeholders in order to prevent duplication of effort, ensure integration and interoperability, preserve institutional knowledge and required records; promote shared ownership and continuity, and build trust and adoption among staff and congregants.  

The Operations Consultant will report to Cedar Lane’s Executive Director, who is responsible for all administrative areas addressed in this RFP.  

“Mini-projects” Scope of Work

1 - Accounting, Timesheet & Payroll, and Invoicing Transformation

Timeline:  May - July 2026 (~12 weeks, with key changes made by mid-June)

• Migrate from desktop QuickBooks to QuickBooks Online

• Implement automated timesheet collection and payroll integration

• Enable invoicing and online payment processing

• Streamline bookkeeping processes, enabling all functions to be online

Expected Outcomes:

• Reduced bookkeeping hours

• Streamlined, digital payroll, invoicing, and recordkeeping

• Improved financial transparency and accessibility

2 - Enhanced Use of Realm (Church Management System)

Timeline:  September - December 2026 (~12 weeks)

• Implement and optimize key modules (Pathways, Volunteer, Groups)

• Train staff and volunteers

• Configure workflows and engagement pathways

Expected Outcomes:

• Improved member engagement and onboarding

• Centralized data on member interests and skills

• Enhanced communication and coordination

3 - Migration to Digital Phone System

Timeline: July – August 2026 (~30 days)

• Evaluate and implement a cloud-based phone system with remote access and text messaging

• Improve caller navigation

Expected Outcomes:

• Increased accessibility for staff and members

• Improved communication efficiency

4 - Building Management System Evaluation

Timeline: October - November 2026 (~8 weeks)

• Research and evaluate building management software options, assessing integration with HVAC, security, and additional systems

• Provide recommendations and implementation roadmap

Expected Outcomes:

• Improved service to renters and congregants

• Energy and cost savings through automation

• Enhanced building security and efficiency

5 - AI Integration into Operations

Timeline:  September - December 2026 (~12 weeks)

• Identify and implement practical AI use cases, including:

  • Email and communication drafting

  • Event planning support

  • Volunteer coordination

  • Document and policy creation

  • Data cleanup and management

Expected Outcomes:

• Reduced administrative workload

• Increased consistency and quality of communications

• Improved data accuracy

6 - Data Collection, Reporting & Visualization

Timeline:  October - November 2026 (~8 weeks)

• Design and implement data collection systems

• Develop dashboards and reporting tools

• Train staff on data collection

Expected Outcomes:

• Data-informed decision-making

• Improved program planning and evaluation

Desired Qualifications

The ideal consultant will have:

• At least five years experience providing operational project management, with some familiarity with nonprofit and/or religious organizations

• Experience advising and leading teams of 10+ individuals of different function

• Expertise in systems modernization and streamlining; ability to re-imagine workflows for a digital environment

• Familiarity with tools such as QuickBooks Online and CRM/ChMS platforms; knowledge of AI applications in administrative workflows; and knowledge of data visualization  

• Strong project management skills; ability to work within a budget and on a timeline, and move projects forward in a busy environment

• Strong stakeholder engagement and relationship building skills that bring people (staff, congregants, etc.) along in the change process

• Communication skills to effectively update the Board of Trustees, ministry and administrative staff on project status

RFP Responses

Anticipated contract term May 2026 - December 2026 with a total time commitment of 200 hours during that period.  Weekly and monthly hours are expected to fluctuate based on mini-project priorities.

Respondents are encouraged to learn more about Cedar Lane at www.cedarlane.org.  

To respond to this RFP, please submit:

1. A resume and/or capability statement outlining qualifications, experience, and results.

2. A cover letter outlining why you/your firm is an excellent fit for the work described and Cedar Lane.

3. Please ensure that your materials speak to your qualifications and experience with each mini-project.

4. Compensation requirements.

5. Optional: Your reactions and suggestions on timeline and task requirements.

Responses can be made to Cedar Lane’s Executive Director at  jmorley@cedarlane.org no later than Thursday, May 14, 2026.  Responses will be reviewed on a rolling basis and respondents are encouraged to submit materials early.