Request for Proposal Philanthropy Development Consulting

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1 Request for Proposal Philanthropy Development Consulting Pima Community College Foundation 4905 E. Broadway Blvd. Tucson, AZ T: Contact Name: Rachel Schaming, President 1

2 Purpose The purpose for this Request for Proposal (RFP) is to evaluate philanthropy development consulting services that will provide custom solutions to the Pima Community College Foundation as it begins a new Services Agreement with Pima Community College. Vendor selected will be evaluated on: the demonstrated ability to deliver services/products on time and within budget; an understanding of the needs of the College and the Foundation; the demonstrated knowledge of the College and the Foundation; proximity to the College, Pima County based consultants will be given a preference. Consultants must demonstrate an understanding of the solution required based on the written responses as well as subsequent in-person interviews. Background Incorporated in 1977, the Pima Community College Foundation (PCCF) is the nonprofit (501c3) support organization for Pima Community College. Since its inception, PCCF has enjoyed modest, yet consistent, success in raising philanthropic contributions for College priorities, most notably student scholarships. Over the years, PCCF s Endowment Fund has grown to nearly $6 million. Total assets exceed $8 million. In the past 5 years, the Foundation has awarded $4.5 million in scholarships. The Foundation is on track to award $800k in FY Increasing financial demands have spurred PCCF to seek increased levels of philanthropic funding for College programs, new Centers of Excellence and capital expenses in addition to continued scholarships. Virtually all governmental support has been suspended to community colleges. The Foundation believes: Vision: Learning is affordable and accessible to all Mission: The Foundation will develop resources to provide learning opportunities at Pima Community College In October 2017, the Foundation entered into a new Services Agreement with the College. This agreement more clearly defines the respective roles of the College and Foundation in fundraising, gift development and other philanthropic endeavors. The Foundation will provide consultancy services to the College as stipulated in the Services Agreement. (A copy of the Services Agreement is attached to the RFP.) Over the past year, the Foundation successfully completed an in-depth analysis of all endowments, scholarships and programs. In addition, the Foundation Board has added five new board members with deep experience in fundraising. The Foundation is in the process of integrating all donor information into new software that will maximize our donor stewardship and cultivation, financial management and prospect generation. 2

3 The Foundation will soon launch a new website. Major features of the website are to provide ease in donor giving. Using drop down menus, the prospective donor can easily identify the department or program they wish to support. Key constituents of the Foundation are donors, students, community members, College administrators, the College Board of Governors and community organizations. The Foundation is currently staffed with a President, Operations Manager and Executive Assistant. Within a few months, the Foundation plans to add two major gifts officers. Services to be Provided The two components to the RFP. 1) Facilitation of a one-day Retreat and 2) Six months of development consultation as described below: 1. Facilitation of a one-day Retreat in March with the PCC Foundation Board and the College Executive Leadership Team including Chancellor Lambert o The Retreat will cover the fundraising cycle Components of Fundraising: Case for support Needs Assessment Goals for Fundraising Prospects Leadership / Volunteers Public Relations / Marketing Staff Budget o Clarify role definitions EX: What is the Board of Director s role in fundraising, what is the role of College administrators, what is the Foundation President s and staff role in fundraising o Identify key fundraising strategies for FY17-18 and into FY o Create an action plan with accountabilities, deliverables, responsibilities and key financial targets o Alignment and consensus of the Foundation Board to the action plan o Foundation metrics o Provide facilitation of a participatory event, this is not to be a seminar o Communications plan with specific actions and schedule 2. Six-month consulting services o Recommend and assist in establishing the following: Major gifts Programs Corporate and College Relations Programs Annual Giving Programs Special Events 3

4 Planned Giving Programs Matching Gifts Programs Internal Gifting Programs Grant Requests Donor Stewardship Programs Staff metrics Measurement of the Foundation and consultant s success Communications plan o Identify early wins in fundraising o Participate in donor outreach o Conduct fundraising based on agreed upon targets o Recommend best practices with social media Evaluation Criteria The Pima Community College Foundation is looking for one company to provide all the services listed above. Following receipt and review of the proposals by a Foundation committee, selected firm(s) may be invited to an interview at Pima Community College Foundation offices to make an on-site presentation of their proposed solutions. The decision to interview the respondents will be at the Pima Community College Foundation s sole discretion based on evaluation of each respondent s proposal. The final decision is the sole decision of Pima Community College Foundation. The respondents will have no appeal rights or procedures guaranteed to them. The selected firm will be given an opportunity to present their proposal in detail. Pima Community College Foundation committee members tasked with this project will attend the presentation. The successful firm will be chosen through a qualitative review of these factors. The following criteria will be used to evaluate proposals received: 1. Companies should possess knowledge, expertise and experience in the planning, project management and execution of the services requested 2. Experience and past performance with a nonprofit entity 3. Capability of delivering proposed solutions 4. Cost of services provided 5. Demonstrated understanding of the needs of the College and the Foundation and the alignment of the proposal to these needs 6. Preference will be given to Pima County AZ consulting firms Proposal Preparation and Submission Requirements The proposal shall clearly address all of the information requested herein. The written proposal will weigh heavily in the evaluation process, information submitted must be complete. The firm chosen must provide a convincing case that the vendor can perform high quality work within schedule and budget constraints. Proposals need to be thorough yet concise. Proposals are to be prepared at your own expense. 4

5 The proposal shall be sent to the official contact listed below, to be received no later than Friday, January 4, 2018 at 4 PM MST. NOTE: The Foundation recognizes the very tight deadline in submitting RFP s. Contact Name: Rachel Schaming, President Company Name: Pima Community College Foundation Address: P. O. Box Tucson, AZ E. Broadway Blvd. Tucson, AZ or Any questions regarding this RFP must be submitted by to at Pima Community College Foundation by 4 PM MST, December 29, All questions will be answered promptly. Proposal Subject Headings and Sequence The proposal shall be organized in the following way with the subject headings and sequence indicated: 1. Introduction 2. Experience and Past Performance 3. Organization and Staffing 4. Proposed Solution(s) Based on Description of Services 5. References minimum of three 6. Fee Pricing, Hourly Rates or Project Fee plus Other Fees Selection Process Schedule The schedule of the selection process is as follows: December 14, 2017 Release and posting of the RFP December 29, Vendor questions (if any) due January 5, RFP responses due January 12, Invitation to selected firms to attend a meeting for presentation of your proposal to the Foundation RFP Selection Committee January 19, 2018 Notification of the Selection Committee decision February 1, 2018 Contract starts Cost of Preparing RFP Response All costs associated with responding to this RFP are the sole responsibility of the responding company. 5

6 Additional Information Submitted responses to this RFP become the property of Pima Community College Foundation. Your company reserves the right to use any and all ideas included in any response without incurring any obligations to the Pima Community College Foundation or committing to procurement of the proposed services. 6

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