Consultant - Design, Development & Delivery of non-profit board training

REQUEST FOR PROPOSALS (RFP)

Association of Community Legal Clinics of Ontario (ACLCO)

Issue Date: November 24, 2025

Closing Date: December 13, 2025, 5:00 p.m. EST

Object: Design, Development, and Delivery of Board Training Modules and Online Sessions for Community Legal Clinics

Contact: Veronica Berrios Duran, Learning & Training Manager, ACLCO, veronica.berrios@aclco.clcj.ca

Overview

The Association of Community Legal Clinics of Ontario (ACLCO) invites proposals from qualified individuals, consultants, or firms to design, develop, and deliver accessible board training for Ontario’s non-profit community legal clinics. The project includes updating and refining existing self-study modules, creating new training modules with supporting materials, delivering provincial webinars, and providing tailored online training to individual clinic boards.

Background

There are 71 community legal clinics in Ontario. Clinics are independent, non-profit organizations, primarily funded by Legal Aid Ontario, that deliver poverty law services within their geographic catchment areas (which collectively cover the province) or to specific communities such as seniors, people with disabilities, or youth.

Poverty law focuses on areas that most affect low-income individuals, including income security, housing, human rights, and access to education and healthcare. Clinic services include legal advice and representation, public legal education, community development, and law reform.

Community legal clinics are governed by community-elected Boards of Directors, which are responsible for identifying the most pressing legal needs in their communities and ensuring services address those needs.

Boards are intentionally diverse, community-rooted, and made up of volunteer members who bring a wide range of perspectives and lived experiences. They include local residents familiar with the realities of poverty and inequality, individuals with direct experience of the legal issues clinics address, and representatives from marginalized groups such as seniors, racialized communities, persons with disabilities, Indigenous people, newcomers, refugees, and 2SLGBTQ+ individuals. Boards also include local service providers and professionals including lawyers and accountants, while ensuring community voices remain central to governance. (For more information: https://aclco.org)

Clinics are generally small organizations with between 4 and 30 staff. Most Executive Directors are lawyers, though not all. Clinics employ lawyers, paralegals, community development workers, social workers, organizers, administrative staff, and others.

With funding from the Law Foundation of Ontario, ACLCO is renewing its Board Training Program for the first time since 2019. The training must be practical, experiential, accessible, cost-effective, and consistent.This project will produce updated and new training content, provincial webinars, and tailored board-specific sessions.

Project Objective

The overall objective of this project is to renew ACLCO’s Board Training Program to ensure that all Ontario community legal clinic boards have access to practical, accessible, and consistent training.

The training must be experiential, interactive, and grounded in adult learning principles, emphasizing relevance, learner autonomy, and application to real-world board responsibilities. Training materials will draw on participants’ existing knowledge, incorporate participatory methods, and support skill development through scenario-based and problem-solving activities.

The consultant will be responsible for four key areas of work:

Update Existing Modules
Review and update seven (7) existing ACLCO self-study modules to ensure accuracy, currency, and alignment with adult learning principles. Updates must include “more resources” links, further reading, and self-assessment tasks.

Design New Modules and Webinars

Create three (3) new accessible, modular board-training units tailored to community legal clinics. These should be informed by ACLCO’s needs-assessment data (Board Training Survey – Fall 2025, Executive Director Survey – Fall 2025, and Board Debrief at the November 2025 AGM).

Each new module must include:

• Self-study materials
• Facilitation guides
• Printable tools
• Slide decks
• Self-study checks
• Take-away tasks
• Scenario-based and problem-solving exercises to promote experiential and participatory learning
• Deliver each new module through one (1) provincial webinar, for a total of three (3) webinars.

Board-Specific Online Training
Lead twenty-five (25) online training sessions with individual boards, tailored to their specific needs. Boards will be offered a range of options based on the topics covered by the ten modules, and select the content most relevant to them, with each session tailored to their needs to ensure concrete learning outcomes and practical outputs.

Provincial Dissemination Plan
Develop a plan to ensure the training materials are shared and used across the province on a long-term basis.

Scope of Work

Phase 1: Engagement & Discovery

• Meet with ACLCO and subject-matter experts.
• Review needs-assessment findings and conduct targeted follow-ups as needed.
• Define priority topics, learning goals, and accessibility requirements.
• Develop a dissemination plan in collaboration with ACLCO, using existing channels (e.g., websites, listservs) and additional strategies (e.g., webinars, short videos, train-the-trainer).

Phase 2: Development of Educational Materials

• Update and refine the seven (7) existing ACLCO modules to ensure accuracy, currency, and alignment with adult learning principles:
  • New Board Member Orientation
  • Board and Member Roles and Responsibilities
  • Board and Governance
  • Strategic Planning
  • ED Evaluation
  • Effective Board and Board Committee Meetings
  • Equity, Diversity, Inclusion & Belonging: Fundamentals for Clinic Board Members
• Design three (3) new accessible training modules in plain language, with visuals, self-study activities, and self-checks including companion materials such as facilitation guides, printable tools, slide decks, and take-away tasks. Scenario-based and problem-solving exercises to promote experiential and participatory learning
• Ensure all materials meet accessibility standards.

Phase 3: Delivery & Dissemination

• Design and deliver three (3) provincial webinar presentations, one for each new module.
• Lead twenty-five (25) tailored online training sessions with individual boards, tailored to each board’s needs and context, emphasizing practical application of skills, problem-solving, and peer-to-peer learning.
• Provide ACLCO with all final materials and implementation guidance with recommendations for ongoing use, updates, and sustainability.
• Most board meetings take place in the evening, so availability from 5:00–8:00 p.m. EST is required.

Phase 4: Evaluation

• Conduct ongoing evaluation throughout the project to make adjustments as needed.
• Provide a final evaluation report summarizing content, process, participant feedback, and recommendations for improvement.

Deliverables

1. Timeline

The successful proponent will provide the following:

1. Provincial Dissemination Plan: a written plan outlining how training materials will be shared and sustained across Ontario clinics.
2. Updated Modules: seven (7) revised self-study modules, each updated for accuracy, alignment, and accessibility, with refreshed resource links, further reading, and self-assessment tasks.
3. New Modules and Materials : three (3) new accessible training modules, each with:
   • Self-study content
   • Facilitation guide
   • Printable tools
   • Slide deck
   • Self-study checks
   • Take-away tasks
   • Scenario-based and problem-solving exercises to promote experiential and participatory learning
4. Provincial Webinars: three (3) webinar presentations (one per new module), delivered to clinic boards province-wide.
5. Board-Specific Training Sessions: twenty-five (25) online training meetings with individual boards, tailored to their needs, with clear learning outcomes and practical outputs.
6. Final Materials Package: all content and resources developed under this project, provided in accessible formats.
7. Evaluation Report: a brief final report summarizing the materials, delivery process, participant feedback, and recommendations for improvement.

• Project start: JANUARY 20, 2025
• Completion deadline: June 1, 2026
• Note: Most board meetings take place in the evening, so availability from 5:00–8:00 p.m. EST is required.

Budget

• Up to $70,000 CAD, inclusive of HST and all other applicable taxes.

Proposal Requirements

• Cover Letter
• Relevant experience with non-profit governance (experience with community legal clinics is an asset).
• Demonstrated understanding of the scope, accessibility approach, development process, delivery plan, and schedule management.
• Draft workplan/timeline
• Detailed description of the proposed approach to the deliverables.
• Itemized budget (design, development, delivery, and materials).
• Up to three (3) examples of relevant work/portfolios; recordings or slides from previous training webinars are encouraged.
• Two (2) references.

Evaluation Criteria

• Relevant experience with board training for small non-profits; clinic experience an asset.
• Quality and creativity of the technical proposal.
• Budget and cost efficiency.
• Quality of previous work/portfolio.

Submission Instructions

All proposals must be submitted electronically to:

• Veronica Berrios Duran, Learning and Training Manager, ACLCO
• Email: veronica.berrios@aclco.clcj.ca
• Subject Line: RFP – ACLCO Board Training

Late or incomplete submissions will not be considered. ACLCO reserves the right to request additional information and to accept or reject any or all proposals.

1. Additional Notes

• Proponents must collaborate with ACLCO throughout the project.
• ACLCO retains all rights to developed materials.
• All content must meet accessibility standards.

UPDATED: December 3, 2025

ACLCO - RFP Q&A Session

ACLCO will host a 20-minute online session to clarify questions on the RFP document and items not covered in the FAQ.

Date: Friday, December 5 | Time: 11:00 – 11:20 a.m.

Note: Only questions submitted in advance by Thursday, December 4 at noon will be addressed. Please review the RFP and FAQ before submitting your questions to veronica.berrios@aclco.clcj.ca

To register for the session please use the link below: https://events.teams.microsoft.com/event/d0a26ec5-d931-4bbb-b75d-0bc146134c9d@8817eca9-d372-4684-a14a-90537fa3ca84

REQUEST FOR PROPOSALS (RFP)

Association of Community Legal Clinics of Ontario (ACLCO)

Frequently Questioned Answers(FQA)

Issue Date: November 24, 2025

Closing Date: December 13, 2025, 5:00 p.m. EST

Object: Design, Development, and Delivery of Board Training Modules and Online Sessions for Community Legal Clinics RFP -

Q: Will any of the training sessions need to be conducted in French?

A: Conducting training sessions in French is not part of the core requirements outlined in the RFP

Q: Could a copy of the content for the seven existing modules be provided? A: Unfortunately, we are unableto provide a copy of the existingmodules at this time. However, a description of the modules and the titles of each module, has been included below.

These modules are part of a self-study series designed to help board members explore key concepts essential for fulfilling their roles. Each module is intended to take approximately 30 minutes to complete and serves as a valuable starting point for initiating discussions within the board or board committees.

The modules are designed for self-study and can be completed at any time.

They include key questions for discussion, particularly useful if multiple board members complete the modules as preparation. Some of the content has also been presented as live webinars, which were recorded. The recordings are available on-demand and provide an expanded view of the written material, with added participant engagement to help attendees apply their learning.

Please note that while each module takes approximately 30 minutes to complete, it also includes links to additional resources, which may require extra time.

Each module begins with an Information Sheet, which includes:

• An overview of the module
• Any suggested pre-requisites
• Learning goals
• Additional resources that maybe of interest

Here are the module titles:

• New Board Member Orientation
• Board and Member Roles and Responsibilities
• Board and Governance
• Strategic Planning
• ED Evaluation
• Effective Board and Board CommitteeMeetings
• Equity, Diversity, Inclusion& Belonging: Fundamentals for Clinic Board Members

Q: Of the existing modules,what percentage of revision do you think they require? Do they need a complete rewrite, or is it more of a 25-50%update?

A: The modules and linked materials require review to ensure they remain current. They were originally written with an evergreen perspective on key areas that boards need to understand, but they need expert review to ensure the content is up to date and reflects current principles of good board governance. It is unlikely that they will need a complete rewrite; rather, a revision of approximately 25-40%is more likely.

Q: What tool was used to createthe seven existingmodules (e.g., Rise, Storyline)? Are the source files available?

A: The modules were created using PowerPoint, Word, and PDF formats, and source files are available. The modules are available online through a website created specifically for the Board Training.

Q: Are the current modulesfully accessible accordingto AODA standards?

A: Most of the content is accessible; however, we expect a review of accessibility requirements, to be conducted as part of the RFP process

Q: What additional research or analysiswill be required to identifythe topics for the three new modules, does ACLCO already have a sense of the topics to be covered, and can applicants access the needs-assessment data in advance?

A: The needs-assessment processis still ongoing,and we expect to have the results, along with an internal analysis, finalized by mid-December. However, this timing will be after the closing date for the RFP, and unfortunately, we will not be able to share the details with applicants ahead of time.

Once the assessment results are available, ACLCO will have an outline of the prioritized topics for the new training modules. Please note that while these topics will be identified, some further analysis may still be required by the chosen applicant to refine and finalize the content.

Q: Are the three new modulesintended to be self-study, virtualsessions, or both?

A: As outlined in the RFP, the three new modules will include self-study materials, as well as one regionallive webinar for each module,for a total of three webinars. These webinars will also be recorded and made available for asynchronous access. For further details, please refer back to the RFP.

Q: What is the expected durationfor each new module?

A: The existing seven self-study modulesare designed to be completed in approximately 30 minutes. While applicants can use this timeframe as a

reference, we are open to considering alternative durations if you believe a different length would better suit the content or learning outcomes.

The live online webinars are expected to be approximately 75-90 minutes in duration and should incorporate a variety of adult learning techniques to enhance attendee engagement and foster active learning. These techniques will be aligned with best practices in experiential learning, ensuring that participants remain engaged and actively apply the content to their real-world board responsibilities.

Q: Will the vendor be responsible for delivering the three provincial webinar presentations and the 25 online sessions for individual boards? What are the expectations for these sessions?

A: Yes, the vendor will be expected to design and deliver three provincial webinars, one for each new module, as well as 25 online training sessions tailored to individual boards, as outlined in the RFP.

For the webinars, the vendor will present live sessions that present and complement the self-study modules, focusing on key topics to reinforce learning and provide practical applications.

For the 25 online sessions, the vendor will be responsible for delivering the 25 online training sessions. These sessions will be synchronous and tailored to the specific needs of individual boards. Boards will select topics from the ten available modules, ensuring the content is relevant to their priorities.

The vendor will customize each session to achieve concrete learning outcomes and practical results.

Q: Does ACLCO has in-house Subject Matter Experts?

A: We expect the consultant to serve as the SubjectMatter Expert for board training and non-profit governance. Relevant experience in these areas is a key requirement for this RFP.

That said, ACLCO has access to a network of experienced board members, executive directors, and clinic staff with extensive experience working with Boards. These individuals can provide valuable insights, advice, and inputs related to the RFP, as outlined in Phase 1: Engagement &Discovery, which includes meetings with ACLCO and subject-matter experts.

To clarify, the consultant is expected to be the primary SME, with support available from ACLCO’s network of experienced professionals as needed.

Q: What is the name of the LearningManagement System (LMS),if one is in use?

A: At this time, ACLCO does not have a formal Learning Management System (LMS), and there are no plans to implement one for this program.

However, we value any recommendations the consultant may have regarding LMS solutions or other strategies that could improve our learning and training programs. Such input could be helpful, particularly in relation to the dissemination plan mentioned in the RFP.

Please note that proposals should be developed with the understanding that no LMS will be available for the duration of this project. However, we do have a dedicated website to post board member learning materials on.

Q: Is it possible to present the proposal in advance to clarify questions with ACLCO?

A: Unfortunately, we are unableto accommodate presentations or meetings to discuss proposals in advance of the submission deadline. However, if you have any specific questions related to the RFP, we encourage you to submit

them in writing, and we will do our best to provide clear responses as part of the Q&A process.