BROWARD EDUCATION FOUNDATION REQUEST FOR PROPOSALS FUNDRAISING CONSULTANT SERVICES July 5th, 2018
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1 BROWARD EDUCATION FOUNDATION REQUEST FOR PROPOSALS FUNDRAISING CONSULTANT SERVICES July 5th, 2018 The Broward Education Foundation (BEF) Board of Directors plans to engage in a capital campaign to raise funds to provide for capital needs, endowment and program support Foundation intends to raise needed funds through professional fundraising. The Board of Directors seeks the assistance of an organization or individual who has a proven track record in the ability to develop campaign planning studies and conduct successful capital campaigns. ORGANIZATIONAL BACKGROUND The Broward Education Foundation was established in 1983 to serve as the Direct Support Organization of Broward County Public Schools (BCPS) under Florida Statutes I While BEF raises dollars in support of student achievement, is an independent 501(c)3 organization and not directly under the control of BCPS. BCPS is the 6 th largest school district in the nation. It is the mission of the Broward Education Foundation mission to mobilize the extended community to increase advocacy and raise dollars in support of student achievement. We envision an engaged community, supporting Broward County Public Schools, where students achieve their highest potential. Through our community involvement and fundraising, the Foundation provides support for: 1. Fostering innovative teaching practices that spark student creativity and critical thinking 2. Equipping students and teachers in low income areas with much needed school supplies 3. Supporting District program and initiatives that accelerate student achievement 4. Holding and administering funds for District programs, private donors, and community organizations 5. Facilitating and promoting school-business partnerships to improve student performance Since our inception, the Foundation has provided $3.2M in teacher support, $13M in donated school supplies and $12M in scholarships to the students of the Broward County Public Schools.
2 PURPOSE AND SCOPE The Broward Education Foundation is requesting submissions from fundraising consultants interested in managing a multiyear capital campaign to raise funds needed to finance capital needs for our educational materials resource center, establish an endowment and to expand our essential programs. The purpose of this Request for Proposals is to retain a fundraising consultant who will: Phase 1 - Conduct a Campaign Planning Study Assist in the development of a campaign case study Work with the Board of Directors to identify key prospects and communications groups Conduct interviews with key prospects Conduct interviews with key communications groups Determine realistic campaign goals Phase 2 Develop a Campaign Plan Develop a capital campaign plan and calendar maximizing the dollars to be invested in the Foundation s programs Assist in developing collateral materials and use of social networking opportunities Train Board members, volunteers, and staff on their role in the campaign Assist in the development of a volunteer Campaign Steering Committee Phase 3 Execute/Manage the Campaign Manage campaign prospect identification and evaluation Assist in the refinement of campaign materials Oversee prospect calls and follow-ups assisted by volunteers Promote donor stewardship and cultivation Work with the Steering Committee to identify potential campaign events Develop donor tracking and assist with donor recognition Work with the Board Marketing Committee on the management of public information and the development and implementation of a campaign marketing plan RFP SCHEDULE RFP Issuance July 5, 2018 Conference Call to Answer Questions July 19, 2018 Responses Due August 10, 2018 Consultant Interviews August 24, 2018 Short List September 11, 2018 Selection of Consultant September 21, 2018
3 CAMPAIGN SCHEDULE The Foundation expects to conclude the campaign in 18 to 24 months. Proposer is to supply detailed schedule of milestones to start, conduct, and complete the campaign. PROPOSAL FORMAT AND REQUIREMENTS Respondents must furnish one original and ten copies of their proposal in a package labeled Proposal for Fundraising Consultant Services. Please limit proposal to 20 pages (not including staff resumes). Pricing and pricing terms should be provided in a separate, sealed envelope marked Prices and Pricing Terms inside the proposal package. It is required that the scope of services be detailed by phase and activities and prices for individual items be provided. Please address the following areas in your proposal: Description of the Firm: Structure, areas of expertise, time in business, number of employees and other data that helps to characterize the firm, addresses of the main office and the office that will manage the project Experience: Provide a brief description of your company s experience and qualifications. In addition, briefly describe five recent projects executed by the firm to demonstrate experience relevant to the proposal. For each project listed, provide the name, address, and a contact name of the client s representative who can be contacted regarding your performance. Include the name of the lead firm in cases where you worked in partnership or in an auxiliary capacity. Personnel: Provide professional resumes for the key people to be assigned. Include those of consultants and describe their relevant experience. Describe proposed responsibilities of key people. Identify the person who would be the primary contact point for the client. Provide an organizational chart of the project team. Provide a narrative description of how the firm proposes to execute the project. Descriptions of experience with similar projects that demonstrate effective work are welcome, as are brochures that would help evaluate your firm. Submit a statement on why you believe your firm is best qualified to carry out the project. Applicants must respond to the questions in the order presented and may provide additional supporting documentation pertinent to clarification of the proposal. All responses to this Request for Proposal should address the following issues: 1. How long have you been in business and how many capital campaign planning studies have you completed? 2. Have you completed a campaign planning study for a public Foundation and if so, which one(s)? 3. How familiar are you or your firm with the Broward County demographic? Describe any work you have done with an organization with a similar demographic in the past. 4. What is the success rate of projects/organizations for which you have done capital campaigns?
4 5. What time frame would be required for a campaign planning study to be completed? 6. Please provide at least three references from non profit or municipal clients. 7. Please provide any vendor relationships you are proposing as part of this proposal. 8. Please provide a project plan from start through completion. 9. Please discuss in your response how your campaign planning study would address the following: o The Foundation s real and perceived strengths and weaknesses in fundraising o The community s perception of the Foundation o Identification of the Foundation s allies and who might oppose a campaign. o Identification of leaders in the fundraising effort, both within the Foundation and in the wider community. o Identification of major donors/prospects and their interests. o Identification of the amount that can be reasonably raised. o Identification of other purposes served by the campaign study findings report. o Other major fundraising campaigns are launching that might compete for the same donors. o Possible alternatives for raising funds o An articulation of the role Foundation Board members and staff would take in the study and in a campaign. o Identification of the training required to fill leadership positions and committee selections. o Advice on the appropriate timeframe for both the campaign planning study and the fundraising itself. o Identification of any and all costs associated with implementing and managing the capital campaign. CONSULTANT SELECTION Proposals will be evaluated and scored by members of the Foundation s Finance and Development Committees based on the following criteria: Proposers qualifications and demonstrated experience of individuals assigned to the campaign (35%) Proposer s ability to achieve successful campaign results as evidenced by campaign project plan and metrics; Proposer s demonstrated knowledge of the Broward County community and the potential for philanthropic giving to education organizations; the campaign strategy s fit with the Foundation s values and operations (35%) Pricing (30%) Proposal reviewers may or may not choose to conduct telephone, online or in person interviews. Following proposal scoring, a short list will be created and the top ranked firms or individuals, including the staff to be assigned to this campaign, will be expected to travel to Ft. Lauderdale at its/his/hers expense for an interview. Upon selection of a finalist, the Foundation Board will enter into contract negotiations. If these negotiations fail, the Board will proceed with contract negotiations with the firm scoring second, and so on. Unsuccessful respondents will be notified.
5 RFP RESPONSES Questions regarding this RFP will be answered on the July 19th conference call and written answers may be provided if necessary for clarification. Responses to the RFP must be received by 5pm on August 10th, 2018 and should be addressed to The Broward Education Foundation, Attn: Christina Fischer, Broward Education Foundation Board Chair, 600 SE Third Avenue, Ft. Lauderdale, FL ADDITIONAL INFORMATION & CONDITIONS This RFP process does not commit the Broward Education Foundation to award a contract or to pay any costs incurred in preparation of proposals responding to the RFP. The Foundation reserves the right to reject any or all proposals and re-advertise. All proposals become the property of the Broward Education Foundation. Proposals submitted are subject to the provisions of Florida s Sunshine Law. EQUAL EMPLOYMENT OPPORTUNITY Successful contract bidders must comply with provisions of all applicable federal law, Title VI and Title VII of the Civil Rights Act of Any subcontracting by the successful bidder subjects the subcontracting firm(s) to the same provisions of the federal law. TERMINATION This contract may be terminated by BEF if it is determined that contractor is in default of the contract through lack of performance. Payment will be made for services received up through the date of termination. Prior to termination, contractor will be given an opportunity to remedy the lack of performance. Contract termination will be enforced if lack of performance, as deemed by BEF, is not remedied within a reasonable period of time.
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