Hubspot Systems Strategy, Optimization & Implementation Services

About this role

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:

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

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

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

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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:

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Brief current-state assessment of Hubspot workflows and governance

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Recommended implementation steps and estimated implementation hours

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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:

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

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Building custom objects

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Updating teams, permissions, ownership structures, and access settings

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Supporting event systems and Splash integration improvements

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Developing SOPs, governance documentation, and training materials

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Supporting data cleanup and governance initiatives

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Configuring automations and reporting improvements

Key Areas of Responsibility

Proposals should address experience and capabilities in the following areas:

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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

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

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

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