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REQUEST FOR PROPOSALS (RFP) 

Relocation Support Coordinator Consultant Services 





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Organizational Overview 

Fred Victor is a multi-service agency that has been serving people experiencing 

homelessness and poverty in Toronto for over 130 years. We operate a wide range of 

programs including shelters, housing, health services, employment support, and 

community outreach. Our mission is to improve the health, income and housing 

stability of people experiencing poverty and homelessness. 

Project Overview 

Fred Victor is seeking a consultant to coordinate multi-site relocation activities from 
initiation through post -move stabilization. This project plays a critical role in 
supporting operational excellence by enhancing spatial accommodation to 
facilitate service delivery. The co nsultant will act as the central point of 
coordination between internal departments, external vendors and contractors to 
ensure the seamless transition of staff, assets, equipment, and services from one 
location to another with minimal disruption to operations. 

Project Objectives 

The Relocation Support Coordinator will: 

• Support the planning and execution of the various components of the Project. 

• Provide project coordination and administrative support for office relocation 

and workplace transition activities. 

• Support procurement activities involved in this project. 

• Lead stakeholder engagement, communications, and information -sharing 

activities. 

• Coordinate move -readiness, occupancy -readiness, and transition planning 

activities. 

• Support the development of a budget for the project and track expenses with 

Finance Team. 

• Support project governance, reporting, and documentation requirements. 

• Support post -move stabilization, issue resolution, and project close -out 

activities. 

• Help minimize operational disruptions and support service continuity 

throughout the transition process. 

Scope of Services 

The Relocation Support Coordinator will provide coordination and administrative 

support for Fred Victor Space Transition and Consolidation Project . Working under 



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the direction of the Vice President, Programs &amp; Services, the consultant will support 

the planning, coordination, implementation, and close -out of multiple office relocation 

and workplace transition activities. 

Deliverables 

Category Deliverables 
Project Coordination &amp; Administration Work with the Project T eam to develop R egular 

Status Reports, Relocation Work pla ns. 
 

Stakeholder Engagement &amp; 
Communications 

Coll aborate with FV Communication in the 
preparation of communication materials, notices, 
FAQs, and presentations . Schedule and 
coordinate walk -throughs . Track stakeholder 
inquiries and follow-up actions . 
 

Move Readiness &amp; Transition Support Track completion of readiness activities and 
outstanding issues. Support occupancy planning 
and workstation assignments. 

Procurement Support Work with Pr ocurement Manager on procurement 
tracking, RFP coordination, vendor coordination , 
procurement documentation, contract tracking, 
and procurement status reporting. 
 

Move Logistics Support Coordinate movers, vendors, contractors, and 
internal stakeholders. Coordinate furniture 
disassembly and assembly, packing, labelling, and 
asset tracking activities. 

Post -Move &amp; Close -Out Support Track a nd coordinate resolution of post move 
issues and deficiencies. Support Stakeholder 
feedback collection lesson learned activities. 
Assist in the pr eparation of project close -out 
documentation and final reporting. 

Required Qualifications 

• 3-5 years relevant experience 

• Workplace relocation experience 

• Strong communication and stakeholder management 

• Vendor coordination experience 

• PMP or CAPM are considered assets 

• Experience in the Non-profit sector is an asset 

• Experience using Microsoft Projects or any other project management software 



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Proposal Submission Requirements 

• Consultant profile 

• Methodology 

• Resume 

• Three references 

• Cost proposal 

Anticipated Assignment Term 

• Estimated Start Date: October 13 th, 2026 

• Estimated End Date: October 13 th, 2027 

• Anticipated Duration: 12 months 

• Flexible Hours with Evenings and weekends as required 

Evaluation Criteria 

Criteria Weight 
Relevant Experience 30% 
Understanding 20% 
Methodology 20% 
Non-Profit Experience 10% 
Qualifications 10% 
Cost 10% 

Submission 

Submit proposals (no more than 5 pages) by October 3 rd, 2026, to 

<a href="mailto:dphillips@fredvictor.org" target="_blank">dphillips@fredvictor.org</a> . 

Darion Phillips 
Senior Manager Policy and Special 
Projects 
Fred Victor 



<a href="mailto:dphillips@fredvictor.org" target="_blank">mailto:dphillips@fredvictor.org</a>

Request for Proposals-Relocation Support Coordinator- Consultancy Services