General Description Sonoma State University Request for Proposal No. 3201101 Sonoma State University invites qualified firms to submit a proposal in response to this Request for Proposal (RFP), to provide fundraising and development consultant services to Sonoma State University (University) in all aspects of fundraising and development for the Donald and Maureen Green Music Center (GMC) as detailed in this RFP. RFP Issue Date: February 20, 2012 Proposals Due Date and Time: March 15, 2012 at 2:00 p.m Proposals Submittal Location: Sonoma State University Salazar Hall 2 nd Floor, Room 2051 Financial Services, Contracts and Procurement Office 1801 E. Cotati Ave Rohnert Park, CA 94928 Sealed proposals must be received by the Contract & Procurement Office no later than the date, time and location stated in this RFP and according to RFP Section 4.3.Submission of Proposals. Sonoma State University assumes no responsibility for delay in delivery of the proposal to the designated delivery location by the United State Postal Service, by University Mail Services, or by any other means. Submittal of responses by fax or other electronic means is not acceptable. RFP Contents Section 1: Introduction Section 2: Scope of Services Section 3: Procurement Schedule Section 4: Proposal Instructions & Format Section 5: Selection Criteria, Evaluation & Award Section 6: Terms and Conditions Appendix A: CSU General Provisions for Services Acquisitions Clarifications Regarding the RFP You may direct any questions or clarification requests regarding this RFP in writing to: Jenifer Crist, Purchasing Manager Sonoma State University, Contracts and Procurement 1801 E. Cotati Avenue, Rohnert Park, CA 94928 Email: jenifer.crist@sonoma.edu Clarifications or RFP addenda, if used during the competitive solicitation, will be distributed in writing to all participating firms by the Contracts and Procurement Office. All participating firms are responsible to acknowledge receipt of any RFP addenda or clarifications issued. 1 of 10
Section 1-Introduction 1.1 Sonoma State University Sonoma State University (University) is one of 23 campuses of the California State University (CSU), located approximately 45 miles north of San Francisco in Sonoma wine country, adjacent to the City of Rohnert Park. The campus has an enrollment of approximately 8,200 students, primarily from various areas throughout the State of California. The University focuses its curriculum on the liberal arts and sciences, and also offers selected professional programs at both the undergraduate and graduate levels. 1.2 Donald and Maureen Green Music Center Destined to become one of the most sought-after music and arts venues in the world, the GMC is comprised of a world-class concert hall, recital hall, music education wing, hospitality center and fine dining space (Prelude). This multi-use complex is focused on creating the highest quality music education experience for our students and the community. Its centerpiece is the 1,400 seat Joan and Sanford I. Weill Hall, designed to replicate the outstanding acoustics and intimacy of Seiji Ozawa Hall at Tanglewood in the Berkshire Mountains of Massachusetts. The state-of-theart music education wing features soundproof practice rooms, music classrooms, and acoustically designed jazz and orchestral rehearsal rooms. Schroeder s Recital Hall, an intimate 250-seat venue, is inspired by the soaring spaces of European churches and will offer space for choral, organ, chamber and jazz concerts as well as community performances, and lectures. To date, most fundraising efforts have focused on major donors in the North Bay region, mainly in Sonoma County. Sonoma State University has now shifted its focus towards expanding the fundraising campaign to potential donors in San Francisco, Marin, the entire Bay Area and nationally. The acoustically sound Weill Hall and soon to be completed Bowl (with outdoor seating capacity for 10,000 people), will provide multitudes of opportunities for both individual and corporate donors. As the capital campaign winds down, new prospective donors may be interested in underwriting performances (or seasons), naming opportunities within the hall, or annual contributions towards the continuing operation of the Green Music Center. Section 2-Statement of Work The firm shall provide services to Sonoma State University in various fundraising and development activities as outlined in the following scope of services: 2.1 Campaign Firm will yield recommendations and support regarding establishing a long range fundraising strategy and building internal capacity to support the anticipated annual campaign, as well as provide guidance on how to complete the existing capital campaign. Firm will work closely with key leadership throughout the duration of the campaign as University manages and supports all fundraising activities including, but not limited to: Developing an action plan for completing the campaign Creating an internal infrastructure to support the successful completion of the plan Developing all additional campaign fundraising materials 2 of 10
Assisting with organization and execution of briefings and other cultivation activities Providing staffing support at donor events and the Opening Weekend Developing prospective donor pool Assisting with soliciting prospective donors, as necessary Staffing the GMC Executive Team in University campaign activities and stewardship Identifying, recruiting, training and organizing a team of volunteer fundraisers Providing guidance and support to Sonoma State University Development Staff Providing Board of Advisors with regular progress reports and recommendations Assisting with raising funds to complete East Bowl (approximately $10M) Assisting with raising funds to complete Schroeder's Recital Hall (approximately $6M) Assisting with raising funds for necessary Operations/Annual Support (approximately $3M per year) 2.2 Naming Opportunities Firm will work closely with key leadership to develop naming or underwriting opportunities via the following areas: Corporate Sponsorships Individual Sponsorships Sampling of remaining naming opportunities for spaces at the GMC: o Outdoor Performance Bowl o Music Education Wing o Hospitality Center o Wedding Lawn o The Gallery o Recital Hall Lobby & Stage o Ticket Center o Weill Hall Seating o Various Suites and Rooms Sampling of presenting or performance naming opportunities at the GMC: o General Presenting Season o Summer Season o Summer Music Festival o Individual Performances (at Weill Hall or Bowl ) While it is preferred that one firm be selected to provide the entire scope of work, the University reserves the right to award individual components to separate firms as deemed in the best interest of the University. 2.3 Minimum Requirements Include: A. A commitment to Sonoma State University for the term of the Agreement. B. Firm shall be registered with the Registry of Charitable Trusts, Attorney General. http://justice.doj.ca.gov/cfr/cfr.asp C. A proven record of experience documenting success rate with other campaigns. 3 of 10
D. A proposal which outlines the plan for achieving the fundraising goals described in Section 2 Scope of Services. E. A cost proposal with a fixed fee total cost stated as a lump sum amount for the work including all proposed services and related expenses in their entirety. No reimbursable expenses will be allowed. 2.4 Desirable Considerations: Experience providing fundraising services of similar scope to performing arts centers and institutions of higher education, specifically within the California State University or University of California systems. Section 3-Procurement Schedule Important dates and milestones relating to this procurement are: RFP Issue Date: February 20, 2012 RFP Issue Date: Tuesday, January 17, 2012 Questions Submittal Deadline: March 6, 2012 by end of business 4:30 p.m. Proposal Due Date and Time: Tuesday, January 31, 2012; 3:00 p.m. PDT Proposal Due Date and Time: March 15, 2012 at 2:00 p.m. Proposal Submittal Location: Proposal Submittal Location: Sonoma State University Sonoma State University Contracts and Procurement Contracts and Procurement Salazar Hall, 2 nd Salazar Floor Hall, 2 nd Floor 1801 E. Cotati Ave, 1801 Rohnert E. Cotati Park, Ave, CA Rohnert 94928 Park, CA 94928 Evaluation Evaluation Complete: Complete: Monday, February March 20, 9, 2012 Issue Intent Issue to Intent Award: to Tuesday, Award: February March 21, 10, 2012 2012 Contract Contract Services Begin: Services Wednesday, Begin: March February 30, 2012 29, 2012 All schedule dates after the Proposal Due Date are subject to change without prior notification to the respondents. Section 4-Proposal Instructions and Format 4.1 Instructions to Proposers Qualified firms are invited to submit a proposal to Sonoma State University, in response to this RFP, for providing fundraising and development consulting services, utilizing the following format and order. One (1) original signed proposal and four (4) complete copies should be submitted. Each set must include a Table of Contents and organized with dividers between each alpha and numbering system as detailed in Section 4.2-Proposal Format. 4 of 10
4.2 Proposal Format A) A Letter of Proposal Summary should include an introduction about the responding firm. Please include the name, address, and telephone number of the person to be contacted as well as an expression of the firm s ability and desire to meet the requirements of this RFP. The letter should be signed by an officer of the firm who is authorized to execute contracts on its behalf. B) Scope of Work - Detailed Service Plan 1. Provide an executive summary which describes the services that will be provided and how the firm will address the needs, objectives and requirements outlined in Section 2- Scope of Services. 2. This response should include a detailed description of the approach or plan to be used. The detailed plan shall focus on the methodology used for management and execution of the required services. The plan should demonstrate an overall understanding of the Scope of Work to be performed and will be judged on clarity, comprehensiveness and presentation of materials in a thorough, concise format. C) Experience and References 1. Describe the number of years and types of experience in providing fundraising and development consulting services. 2. Provide a list of client references of institutions which demonstrate experience in providing services similar in scope required by this RFP. References shall include date and description of service, term of agreement, organization s name, and contact person, title, address and telephone number. 3. Provide a list of consulting staff who will be assigned to support University in aspects relating to this project. For each individual include previous experience, office location, and percentage of time expected to be devoted to this project and in what roles. 4. Provide a description of the policies and procedures that validate that a high level of confidentiality is maintained and will comply with the University requirement to protect the privacy of its donors. D) Cost Proposal Such costs should be commensurate with proposed services and a discount should be provided recognizing University as an educational institution. A schedule of billing rates for the staff to be assigned should be included. E) Provide a copy of your firm s registration with the CA State Attorney General s Office. F) Describe any services, exceeding the minimum requirements that your firm can provide to Sonoma State University for consideration. G) Samples 1. Provide samples of fundraising materials. 2. Provide samples of progress reports. 5 of 10
H) Acknowledgement of RFP Addendum and Clarifications (please list each addendum number and issue date) 4.3 Submission of Proposals One (1) original signed proposal and four (4) complete copies should be submitted. Sealed proposals must be marked Proposal for RFP 3201101 Fundraising Consulting Services shall be received in hardcopy only on or before the Proposal Due Date and Time indicated in Section 3 at the following address: Jenifer Crist, Purchasing Manager, Contracts and Procurement Sonoma State University, Salazar Hall, Room 2051 1801 E. Cotati Avenue, Rohnert Park, CA 94928 Phone: 707-664-3102 Section 5 Selection and Award of Contract 5.1 Selection Criteria This RFP is designed to yield the best fundraising and development consulting contract to meet the needs of the GMC at Sonoma State University. Firms wishing to participate in this solicitation will be required to submit a complete response, including all required proposal submittals in a sealed envelope and submitted according to the instructions contained in Section 4 of this RFP. Failure to comply with the terms and conditions of the RFP may result in rejection of the proposal. Preliminary qualifying proposals will be reviewed by an evaluation team comprised of representatives from Sonoma State University for completeness, consistency, and responsiveness to the RFP. Qualifying proposals will then be reviewed and evaluated using the evaluation criteria described below. Sonoma State University reserves the right to contact the client references, ask questions in writing to clarify portions of the proposal, request an oral presentation, and to conduct one or more rounds of confidential discussions with qualified respondents. Confidentiality during the entire process is required. Any breach of this requirement will be considered grounds for elimination from further participation in the procurement process. 5.2 Evaluation Criteria The basis for evaluation of the proposal shall include the nature and quality of the proposed consulting services, the firm s proven record of professional services, and overall consistency with the requirements of this RFP. The firm(s) receiving the highest overall ranking, offering the best and most comprehensive solution to meeting the University s needs to provide advice on all aspects of fundraising with the GMC will be selected for award of the contract. Evaluation criteria and maximum points possible for each area are as follows: 6 of 10
Proposal to Meet Requirements for Scope of Work, Technical Requirements and Implementation: The solution clearly demonstrates the Respondent s approach and ability to provide consulting services, as described in Section 2 and provided detailed responses to the parameters described in Section 4.2 B Respondent Qualifications, Experience and References: The Respondent demonstrates an established, successful track record of past performance providing services, as described in Section 4.2 C. Cost Structure: Provide cost proposal sheet commensurate with proposed services for the consulting as described in Section 4.2 D. Discount should be provided recognizing the university as an educational institution Staffing: Demonstrated experience of staff to be assigned, as described in Section 4.2 C Additional Services: Provide unique or value added services and/or resources and their demonstrated benefits to the University beyond the minimum requirements of this RFP. 100 Points 100 Points 50 Points 25 Points 25 Points Total 300 Points 5.3 Award Contract award, if made, will be made by the University to the selected firm(s), based on the evaluation criteria, for an initial term of one (1) year. The University reserves the right to award agreement in whole or in part. The university reserves the right to extend the agreement on an annual basis, in writing, for up to five (5) additional one year terms. Rates shall be held firm for the initial term and subsequent extensions of the Agreement. No agreement will be binding upon the University until it has been executed by the selected firm and University Contracts and Procurement Office. Section 6-Terms and Conditions 6.1 Proposal Acceptance University reserves the right to accept or reject any and all proposals, in whole or in part and to waive or permit cure of minor irregularities. 6.2 RFP Cancellation This RFP does not obligate the University to enter into an agreement. University retains the right to cancel this RFP at any time, should the project be canceled, University loses the required funding, or it is deemed in the best interest of University. No obligation either expressed or implied, exists on the part of University to make an award or to pay any cost incurred in the preparation or submission of a proposal. 7 of 10
6.3 Contract Documents Contract documents shall include the Agreement terms and conditions, requirements contained in this RFP and CSU General Provisions for Services Acquisitions. In the event of a conflict between the documents the following order of precedence shall apply: 1. Agreement and CSU General Provisions for Services Acquisitions 2. Request for Proposal No 3201101(RFP) The General Provisions for Services Acquisitions (CRL050) is attached as Appendix A. 6.4 Firm Insurance The successful firm will be required to provide evidence of current general commercial liability, business automobile, and workers compensation and professional liability insurance coverage for the duration of the contract term. Firm shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage; General Aggregate $2,000,000. 2. Employer Liability: $1,000,000. 3. Automobile Liability: with a combined single limit of not less than $1,000,000 per occurrence. 4. Professional Liability-Errors and Omissions Liability: $1,000,000 per occurrence. The firm will be required to include additional insured endorsements for general liability and automobile insurance, naming the state of California, the Trustees of the California State University, the campus and the officers, employees, agents and volunteers of each of them as additional insured. 6.5 Indemnification The firm agrees to indemnify, defend and save harmless the CSU, its officers, agents and employees from any and all claims and losses accruing or resulting to any other person, firm or corporation furnishing or supplying work, service, materials or supplies in connection with the performance of this Contract, and from any and all claims and losses accruing or resulting to any person, firm or corporation which may be injured or damaged by the firm in the performance of this Contract. 6.6 Payment Terms Upon completion of services in a manner satisfactory to University, and receipt of an approved invoice referencing the Agreement number by the Accounts Payable office, Sonoma State University agrees to pay firm in arrears, within thirty (30) days, on a monthly basis. 6.7 California Non Profit Integrity Act Compliance All fundraising efforts must be in compliance with the California Non Profit Integrity Act, as well as any other State and University policies. 8 of 10
6.8 Privacy Personal Information Firm acknowledges the privacy rights of individuals to their personal information that are expressed in the State s Information Practices Act (California Civil Code Section 1798 et seq.) and in California Constitution Article 1, Section 1. Firm shall not release personal information contained in CSU records without full compliance with applicable laws. 6.9 Confidentiality of Data All financial, statistical, personal, technical and other data and information relating to CSU's operation which are designated confidential by the CSU and not otherwise subject to disclosure under the California Public Records Act, and made available to the firm in order to carry out this Contract, or which become available to the firm in carrying out this Contract, shall be protected by the firm using the same level of care in preventing unauthorized disclosure or use of the confidential information that it takes to protects its own information of a similar nature, but in no event less than reasonable care. The firm shall not be required under the provisions of this clause to keep confidential any data or information that is or becomes publicly available, is already rightfully in the firm's possession, is independently developed by the firm outside the scope of this Contract, or is rightfully obtained from third parties. 6.10 Rejection of Proposals University may reject any or all proposals and may waive any immaterial deviation in a proposal. University waiver of an immaterial defect shall in no way modify the RFP documents or excuse the respondent from full compliance with the specifications if it is awarded the contract. University may make investigations as deemed necessary to determine the ability of the respondent to perform the work, and the respondent shall furnish to University all such information and data for this purpose, as requested by University. University reserves the right to reject any proposal if the evidence submitted by, or investigation of such respondent fails to satisfy University that such firm is properly qualified to carry out the obligations of the contract and to complete the work specified. 6.11 Disabled Veteran Business Enterprise (DVBE) and Small Business Participation The State of California supports statewide participation goals of 3% for disabled business enterprises, (DVBE Program). A 3% preference will be applied to certified disabled business enterprises. Certified small businesses will receive a 5% preference. Only small businesses certified by the Office of Small Business and DVBE Services (OSDS) are eligible to receive the preference. The CSU encourages all contractors to use the services of DVBE and OSDS-certified small business enterprises whenever possible, and to report their use to the CSU. 6.12 Protest Respondent filing a protest must do so within 48 hours after Notice of Intent to Award. The protesting firm shall submit a full and complete written statement detailing the facts in support of the protest. Protest must be sent by certified or registered mail, faxed, or delivered in person to the Associate Vice President for Administration and Finance, Sonoma State University, 1801 E. Cotati Avenue, Rohnert Park, California, 94928. The decision will be made in writing and sent 9 of 10
by certified or registered mail, faxed, or delivered in person to the protesting respondent. The decision of University is final. 6.13 Withdrawal of Proposals A proposal may be withdrawn after its submission by written request signed by the proposer or authorized officer, prior to the time and date specified for proposal submission. Proposals may be withdrawn and resubmitted if done before the proposal submission deadline. Withdrawal or modification offered in any other manner will not be considered. 10 of 10