RFP Management Services

Request for Proposal (RFP)

For Management Services Company

Issued by: The Chartered Governance Institute of Canada

Date Issued: August 22, 2025

Proposal Due Date: September 19, 2025

1. Introduction The purpose of this Request for Proposal (RFP) is to support The Chartered Governance Institute of Canada in identifying and selecting qualified organizations with the proven capacity and experience to deliver the services outlined herein efficiently and cost-effectively. Please note that the service requirements described in this RFP are subject to refinement or adjustment during the evaluation and negotiation process.

2. About The Chartered Governance Institute of Canada (“CGIC”) CGIC is the Canadian Division of the Chartered Governance Institute, a global professional body dedicated to governance and company secretarial practice. CGIC represent the interests of governance professionals in Canada and works to promote excellence in governance through education, advocacy, and professional development.

The organization serves a community of over 1,100 members across Canada, the United States, and the Caribbean. The organization is governed by a volunteer Board of Directors and strengthened by the commitment of approximately 30 dedicated volunteers who support its programs and operations.

The Chartered Governance Institute (CGI) is a global network dedicated to delivering certification programs for governance professionals. The Canadian division, CGI of Canada, offers two recognized certification programs designed to equip individuals for key roles such as company secretary, governance advisor, risk manager, compliance manager, and board director.

3. Scope of Services The Chartered Governance Institute of Canada (CGIC) is seeking a qualified management company to deliver a comprehensive suite of services, including association management, certification program administration, and marketing and communications support. The successful firm will be engaged under a three-year contract

3.1 Organizational Presence

• Provide CGIC with organizational presence, including telephone, email, and mailing address

• Manage day-to-day administration, including correspondence, telephone calls, and emails

3.2 Executive Services (Work in Conjunction with the Executive Director)

• Support the secretarial needs of the Executive Director

3.3 Financial Management

• Handle day-to-day cash flow management, including reviewing and managing payables and receivables

• Manage bank accounts and the credit card merchant account and monitor cash balances

• Record and code deposits and payments, and reconcile accounts
• Prepare monthly financial statements and the annual budget

according to the required timelines

• Prepare monthly Branch Fee reports according to the required timelines

• Communicate with the Auditor to support the preparation of annual audited statements

• Assist with compliance with Federal tax regulations, including completion and filing of all tax returns and forms

• Manage insurance policies
• Management of payroll for CGIC staff – payment of staff, managing

payroll remittances, etc.
• Maintenance of CGIC staff hours, plus maintaining records

3.4 Membership Management
• Manage all membership processes, including handling inquiries

from members, ensuring membership information is up to date and accurate, reviewing applications, and preparing membership and program certificates

• Prepare monthly membership reports according to the required timelines

• Prepare monthly Branch membership reports
• Maintain a public-facing website with job postings and information

about upcoming events
• Disseminate information about upcoming professional development

and networking events
• Manage logistics for online CPD webinars and host online member

events
• Identify and encourage Graduates to apply for Associateship and

Associates to apply for Fellowship within the Institute
• Coordinate the Special Entry process
• Manage the annual awards program
• Conduct surveys of current membership, prospective members, and

student members as required.

3.5 Program Management – (Working in conjunction with the Director of Education)

• Provide administration support for the International Qualifying Program  Process the financial and membership components of candidate

applications. The Director of Education will be responsible for reviewing candidate applications, shepherding candidates through the program and informing candidates of the outcome

 Produce/distribute certificates of completion

• Provide administrative support for the DEAP program  Process the financial and membership components of participant

applications. The Director of Education will be responsible for

shepherding participants through the DEAP program and determining participant outcomes

 Coordinate program and manage logistics for sessions held in Canada. The Director of Education will be responsible for logistics for all sessions held in the Caribbean

 Produce/distribute certificates of completion

These program administrative services include providing logistical administrative support to a third-party Director of Education to implement an International Qualifying Program (IQP) – two exam sessions annually – and a Director’s Education and Accreditation Program (DEAP) – approximately ten training sessions held in Canada or the Caribbean in any given year.

4. Proposal Requirements Interested parties should submit their proposal to include the following information:

Executive summary, company profile, team bios, service approach, pricing, references, and sample deliverables.

5. Proposal Evaluation Criteria Please refer to the attached scorecard for details

6. Timeline

Key Dates for RFP Submission and Selection Process

• RFP Release Date: August 22, 2025
• RFP Submission Deadline: September 19, 2025
• Board Selection of Successful Candidate: October 1, 2025

7. Submission Details All interested parties should submit their RFP proposal by email, marked in the Subject line “CGIC Management Services Application” to:

The Chair of the Executive Committee, Mr. Kim Chua Email: kschua60@gmail.com

All proposals must include the following information:

Contact name, title, email, and submission format.

8. General Terms and Conditions

CGIC reserves the right to reject any or all proposals, to waive any informalities or irregularities in the proposal process, and to accept the proposal deemed most advantageous to the organization. Submission of a proposal does not guarantee any contractual obligation on the part of CGIC.

All costs incurred in the preparation and submission of a proposal, including any travel or presentation expenses, shall be borne solely by the respondent and will not be reimbursed by CGIC under any circumstances.

The successful respondent will be expected to enter into a formal contract with CGIC. The contract will outline the scope of services, timelines, performance expectations, reporting requirements, and applicable terms and conditions. CGIC reserves the right to negotiate the final terms of the agreement to ensure alignment with organizational priorities and compliance with applicable policies.

Proposal Evaluation Scorecard Evaluation Criteria Weight (%)

Relevant experience 25

Approach and methodology 20

Cost and value 20

Qualifications of team 15

References and reputation 10

Responsiveness to RFP 10

• 1. Introduction
• 2. About The Chartered Governance Institute of Canada (“CGIC”)
• 3. Scope of Services
• 4. Proposal Requirements
• 5. Proposal Evaluation Criteria
• 6. Timeline
• 7. Submission Details
• 8. General Terms and Conditions
• Proposal Evaluation Scorecard