Request for Proposal – AI Driven Solutions

Invitation

Pathstone Mental Health is seeking the services of seeking proposals from qualified vendors to support the implementation of AI-driven solutions and change management across our organization. The goal is to automate reporting, enhance staff and leadership AI literacy.

Vendors with appropriate expertise are invited to submit a proposal outlining their capability, their experience and their approach to this engagement.

Interested and qualified firms are invited to submit proposals which will be accepted until 4:30pm on January 12, 2026.  Proposals should be sent electronically to:

• Erin Clayton
• Director of Quality Assurance, Research, and Planning
• Pathstone Mental Health
• 1338 Fourth Avenue, St. Catharines, ON  L2S 0G1
• eclayton@Pathstone.ca

 Any proposal received after this date and time, may, at the sole discretion of Pathstone, be returned or set aside without consideration.

Questions for comments regarding this RFP must be received electronically by Pathstone, no later than 4:00 pm, January 2, 2026. Questions are to be emailed to Erin Clayton, Director of Quality Assurance, Research, and Planning at eclayton@Pathstone.ca .

Background Information

Our organization is undergoing significant transitions. We face challenges with manual data handling, redundant workflows, and varying levels of AI literacy among staff.  

Requested RFP – Description

Pathstone Mental Health is seeking a vendor with demonstrated experience in AI implementation, change management, and training in nonprofit or healthcare settings. A proven track record in developing AI governance frameworks and policies. A curriculum and ability to deliver hands-on training and ongoing support. 

Objectives 

The selected vendor will be expected to: 

• Automate performance reporting and data flows  
• Build AI literacy and practical skills across ~150 staff. 
• Support in using AI for grant writing, donor research, and impact reporting. 
• Develop and implement an organization-wide AI use policy and governance framework. 

Scope of Work 

Proposals should address one or more of the following tracks: 

Track 1: Leadership & Operations AI Roadmap + Reporting Automation 

Track 2: Staff AI Literacy & Enablement 

Track 3: Foundation AI Capacity Building 

Deliverables 

• Actionable AI roadmap and governance model. 
• Automated reporting and performance management workflows. 
• AI literacy training sessions and materials. 
• AI use policy and governance documentation. 
• AI playbook and custom assistant configuration. 
• Succession-ready documentation for key systems and processes. 

Measures of Success 

Proposals should include quantitative and qualitative metrics for success, such as: 

• Reduction in manual reporting and review time. 
• Adoption rates of AI tools among staff and leadership. 
• Improved efficiencies 
• Documented cost savings  
• Staff and leadership confidence in AI use and governance.  

Current Organization

Pathstone Mental Health is the Lead Agency for Children’s Mental Health in the Niagara Region. Pathstone is a multi-site multi-service Agency which operates clinical and residential care. The agency employees 115 full time staff and approximately 25 relief staff. The Board of Directors consists of a maximum of 12 members appointed through a Board recruitment and selection process.

Term of Agreement

• All fees should be fixed and value-based, exclusive of third-party software or license costs. 
• Payment schedule: 25% on acceptance, 25% at 90 days, 50% upon completion.  
• Vendors must provide timely access to relevant systems and data and collaborate with internal teams. 
• Quality guarantees and cancellation terms should be clearly stated. 

Data to be submitted with Proposals

The proposal should be concise, well organized and demonstrate the responder’s qualifications and experience applicable to the request.  Responders will be evaluated based on the information submitted. Proposals submitted in response to this RFP shall be in the following order including a table of contents for easy reference.

Transmittal Letter: The proposal shall be transmitted with a cover letter describing the vendor’s interest and commitment to the request.  The letter shall include the name, title, address, telephone number and email of the individual to whom correspondence and other contacts should be directed during the auditor selection process.  The person authorized by the vendor to negotiate an agreement with Pathstone shall sign the cover letter.

Executive Summary – Include an overview of the entire Proposal

• Company Information
• Company Experience
• Response to Scope of Services
• Fee Proposal

Proposal Evaluation

The final selection will be based on a full and detailed proposal including costs.  The following criteria will be used to evaluate each proposal:

• Overall approach to providing the requested services
• Clarity of presentation respecting methodology, deliverables and scope
• Demonstrated understanding of the organization and the objectives of this proposal
• Qualifications
• Experience in similar projects
• Satisfactory references
• Overall and component fees

General Terms & Conditions

1. Reservations – the RFP does not commit Pathstone to an agreement to reimburse any costs incurred in the preparation of Proposal pursuant to this RFP, or to procure an agreement for work.  An agreement is not a guarantee for any minimum amount of services to be performed by the consultants or availability of work for all companies on the list.
2. Records – All proposals submitted in response to this RFP become the property of Pathstone.
3. Right to Cancel – Pathstone reserves the right to cancel this RFP, in part or in its entirety. If Pathstone cancels or revises the RFP, Pathstone will notify all firms by email.
4. Decision – the decisions of Pathstone Mental Health’s evaluation team and the Pathstone Foundation’s evaluation team is binding and final.
5. Additional Information – Pathstone reserves the right to request additional information and/or clarification from any or all respondents to this RFP.