IT Infrastructure Architecture & Implementation

1. Organization Background

Mosaic Youth Theatre of Detroit is an award-winning organization that empowers young people through high-quality arts experiences and professional development. Through performance, education, and mentorship, Mosaic builds confidence, creativity, and community while amplifying youth voice. Mosaic’s mission is to create pathways to equity and opportunity through arts experiences that engage, transform, and inspire youth and communities.

2. Project Purpose

Mosaic Youth Theatre of Detroit is seeking an experienced IT consulting firm or technology services company to assess, design, strengthen, and implement an organizational technology infrastructure that is secure, sustainable, scalable, and manageable by a small nonprofit organization.

Mosaic currently operates with limited internal IT capacity. The selected consultant will therefore be responsible for both strategic technology architecture and practical implementation, with an emphasis on creating systems that can be maintained by non-technical staff after the project is complete.

The goal of this engagement is not simply to introduce new technology, but to create a cohesive and documented technology environment that improves security, organization, data integrity, collaboration, and long-term sustainability.

All project work, implementation, documentation, training, and handover must be completed no later than December 31, 2026.

3. Scope of Services

The project will be completed in three primary phases.

Phase 1: Assessment, Architecture & Design

The consultant will conduct an assessment of Mosaic’s existing technology environment and develop a recommended future-state infrastructure.

Activities may include:

Evaluate Mosaic’s existing software, hardware, accounts, file storage, communications systems, and technology workflows, with consideration for Mosaic’s Mac-based environment.Assess how organizational information currently moves between systems, including communications, files, data, CRM, finance, and other core systems.Identify duplication, inefficiencies, security risks, access issues, and opportunities for integration.Develop a current-state logical topology documenting Mosaic’s existing communications, files, data, accounts, and major technology systems.Develop a proposed future-state logical topology that reflects recommended systems, relationships, permissions, security controls, and information flows.Design an appropriate cloud file storage structure, including:o Folder and organizational structure

o User groups

o Access and permission levels

o Administrative controls

o Security protections

o Backup and recovery considerations

Evaluate and recommend appropriate platforms and tools based on Mosaic’s organizational needs, budget, existing technology environment, and long-term sustainability.Develop recommendations for integrating or streamlining key organizational systems.Present recommendations to Mosaic for review and approval before proceeding to implementation.Phase 1 Deliverables

The consultant will provide:

1. Current-State Technology Assessment

2. Current-State Logical Topology

3. Future-State IT Infrastructure Architecture

4. Future-State Logical Topology Diagram

5. Cloud File Storage & Permissions Architecture

6. Technology Platform/Tool Recommendations

7. Security and Access Recommendations

8. Written Architecture and Systems Documentation

The consultant will incorporate reasonable feedback from Mosaic into the final approved architecture before proceeding to implementation.

Phase 2: Implementation & Migration

Following Mosaic’s approval of the proposed architecture, the consultant will implement the agreed-upon infrastructure and systems.

Activities may include:

Provision and configure the selected nonprofit cloud environment/tenant.Establish or coordinate appropriate relationships with long-term IT maintenance or managed-service providers, as needed.Configure organizational users, groups, permissions, and administrative structures.Organize and securely migrate legacy files into the approved cloud storage structure.Review and migrate, as appropriate, organizational domain/DNS configurations and user accounts.Establish appropriate account ownership and administrative access so Mosaic retains organizational control of its technology environment.Implement organization-wide Multi-Factor Authentication (MFA).Establish appropriate device-security baselines.Configure security settings and access controls consistent with the approved architecture.Support or lead transitions to approved replacement systems where necessary.Test systems and user access following implementation.Identify and resolve significant migration or implementation issues.Coordinate with existing or external technology vendors where necessary.Phase 2 Deliverables

The consultant will provide:

1. Configured cloud technology environment

2. Completed file and data migration

3. Configured user accounts, groups, and permissions

4. Domain/DNS and account configuration

5. Organization-wide MFA implementation

6. Device-security baseline

7. Implemented security and access controls

8. System testing and implementation documentation

9. Updated final infrastructure diagram reflecting the implemented environment

Phase 3: Documentation, Training & Handover

A primary goal of this engagement is to ensure that Mosaic can maintain and manage the resulting technology environment after the consulting engagement ends.

Activities may include:

Develop clear written procedures for routine technology administration.Create short, role-specific video tutorials, generally under three minutes each, addressing common employee and administrative tasks.Develop procedures for onboarding and offboarding users.Document user management, permissions, account administration, file management, security practices, and other recurring administrative functions.Provide training to designated Mosaic staff.Identify responsibilities that should remain with Mosaic staff versus an external IT provider.Provide recommendations for ongoing technology maintenance and support.Phase 3 Deliverables

The consultant will provide:

1. Administrative Handover Document

2. Written IT Administration Procedures

3. Employee Onboarding/Offboarding Procedures

4. Security and Access Management Procedures

5. Library of Short Training Videos

6. Final Systems and Infrastructure Documentation

7. Recommendations for Ongoing IT Maintenance

8. Two weeks of post-launch technical support

4. Core Project Outcomes

At the conclusion of the engagement, Mosaic expects to have:

A clearly documented understanding of its technology environment.A cohesive and scalable IT infrastructure.An organized and appropriately secured cloud file environment.Clearly defined user roles, groups, and permissions.Organization-wide MFA.Appropriate device-security standards.Securely organized and migrated legacy files and accounts.Reduced duplication and unnecessary manual processes.Clear documentation of systems and workflows.Systems that can be administered by appropriately trained non-technical staff.A sustainable process for onboarding and offboarding employees.A clear plan for ongoing IT maintenance and support.A trained internal point of contact and/or identified external IT support structure.5. Estimated Level of Effort & Project Schedule

Mosaic anticipates a project period of approximately three months, beginning in September 2026.

All project work, implementation, documentation, training, and handover must be completed no later than December 31, 2026.

The December 31, 2026 deadline is a firm project requirement. Respondents should propose a project schedule that demonstrates how all phases and deliverables can be completed within this timeframe, including adequate time for Mosaic review, decision-making, testing, training, and final handover.

Mosaic anticipates that this engagement will require a significant level of professional services over the four-month project period. The estimated level of effort is provided for planning purposes only and is not intended to prescribe the consultant's staffing model, methodology, or number of hours. Respondents should propose the level of effort they believe is necessary to successfully complete the scope and deliverables by December 31, 2026.

Proposed Level of Effort: Estimated hours, staffing/team structure, and allocation of effort across project phases.

6. Consultant Qualifications

Mosaic is seeking a consulting firm with demonstrated experience in:

IT infrastructure architecture and implementation.Cloud-based technology environments.Systems integration and organizational technology workflows.Data management, security, and access controls.System migrations and technology transitions.Supporting small organizations and/or nonprofit organizations.Developing technology environments that can be maintained by non-technical staff.Translating technical systems and concepts into clear, accessible documentation and training.Experience with nonprofit technology environments, including platforms such as CRM systems, QuickBooks, Google Workspace, Microsoft 365, and similar organizational systems, is preferred.

7. Consultant Approach

Respondents should describe their proposed approach to the engagement, including:

How they will assess Mosaic’s current environment.Their approach to developing the future-state architecture.How they will evaluate and recommend technology platforms.Their approach to migration and implementation.Their approach to data security and organizational access.How they will minimize disruption to Mosaic’s ongoing operations.Their approach to documentation and knowledge transfer.How they will ensure that systems remain manageable by a small nonprofit with limited internal IT capacity.How they will provide post-launch support.How they will structure the project to ensure completion of all required deliverables by December 31, 2026.Mosaic is particularly interested in an approach that balances security and technical best practices with usability, affordability, and long-term sustainability for a small nonprofit organization.

8. Proposal Requirements

Interested firms should submit a brief proposal including:

1. Firm Overview

o Brief description of the firm and relevant experience.

2. Relevant Experience

o Examples of comparable IT infrastructure, migration, or systems-integration projects.

o Experience with nonprofit or similarly sized organizations.

3. Proposed Approach

o Description of how the firm would approach the three project phases.

4. Project Team

o Identification of the individual(s) who would be responsible for the engagement and their relevant qualifications.

5. Timeline

o Proposed project schedule, including anticipated start date, major milestones, dependencies, and confirmation that all project deliverables can be completed no later than December 31, 2026.

6. Deliverables

o Confirmation that the proposed approach will address the deliverables identified in this Scope of Work.

7. Fees

o Proposed project fee or fee structure.

o Identification of any anticipated additional costs, software, licensing, migration, or third-party expenses.

o Payment schedule tied to project milestones or deliverables.

8. References

o At least two references for comparable projects, preferably involving small organizations or nonprofits.

9. Budget & Payment

Mosaic anticipates a project budget based on the scope and level of effort described above. Respondents should provide a total project cost and proposed payment schedule rather than an hourly rate alone.

If the firm proposes an hourly or time-and-materials structure, the proposal should identify the anticipated total hours, hourly rates, and a not-to-exceed project amount.

Any work outside the approved Scope of Work must receive written approval from Mosaic before additional fees are incurred.

10. Project Management & Communication

The selected consultant will work primarily with Mosaic’s Deputy Director and will coordinate with other staff as necessary to assess systems, implement changes, test functionality, and conduct training.

The consultant will provide regular project updates and promptly communicate any significant risks, delays, scope changes, security concerns, or issues requiring Mosaic’s decision or approval.

Because the project has a firm December 31, 2026 completion deadline, the consultant is expected to identify potential schedule risks promptly and work collaboratively with Mosaic to address them.

11. Ownership & Access

All organizational data, files, accounts, domains, documentation, diagrams, procedures, training materials, and other work products created or configured as part of this engagement shall remain accessible to and under the organizational control of Mosaic Youth Theatre of Detroit.

The consultant shall not establish systems in which Mosaic is dependent upon the consultant for continued access to its own organizational data, accounts, domains, or administrative credentials.

At project completion, the consultant will provide Mosaic with the information and administrative access necessary for Mosaic and/or its future IT provider to maintain the implemented environment.

12. Success Criteria

The engagement will be considered substantially complete when the agreed-upon infrastructure has been implemented, required data and accounts have been migrated or otherwise addressed, security controls have been established, documentation and training materials have been delivered, and Mosaic has received the administrative access and knowledge necessary to operate and maintain the resulting environment.

All required project deliverables must be completed and handed over to Mosaic no later than December 31, 2026.

Any material exceptions or outstanding issues will be documented and agreed upon by Mosaic and the consultant as part of the final project handover.

Work Location: Hybrid remote in Detroit, MI 48207