The Missouri Humanities Council 543 Hanley Industrial Ct., Ste. 201 St. Louis, MO 63144 Phone: 314-781-9660 Fax: 314-781-9681 Email: geoff@mohumanties.org Website: www.mohumanities.org Request for Proposals: Development/Fundraising Consultant The Missouri Humanities Council (MHC) is seeking proposals from qualified development/fundraising consultant individuals or firms (referred hereafter as the Proposer), to assist in its fundraising efforts, in accordance with the terms, conditions, and specifications contained in this Request for Proposals (RFP). The proposals received will be evaluated for the most suitable approach in terms of value and costs, and for best fit with the circumstances and context of the MHC s requirement and working environment. The successful proposer will be awarded a professional services agreement for one year (renewable) in accordance with MHC s established procedures. About the Missouri Humanities Council The Missouri Humanities Council (MHC) is a 501(c)(3) non-profit organization that was created in 1971 under authorizing legislation from the U.S. Congress to serve as one of the 56 state and territorial humanities councils that are affiliated with the National Endowment for the Humanities. MHC supports and presents programs dealing with subjects that include history, literature, religion, philosophy, archaeology, anthropology, law and languages. We work to encourage family reading, to support local museums, libraries and other organizations promoting humanities education, to facilitate interaction between humanities scholars and public audiences, and to foster community pride and economic development opportunities through local exhibits, programs and heritage tourism projects. MHC Current Major Programs 1
Museums on Main Street bringing Smithsonian traveling exhibits to rural Missouri communities and helping them develop programs and exhibits to tell their own stories Read First! promoting early reading through collaborative events in selected target communities Read from the Start encouraging and guiding parents of young children to begin reading with them early in life to foster a life-long love of books and appreciation for the power of stories Project and Program Grants competitive grants awarded by MHC to Missouri institutions, organizations and communities to help them develop and present quality humanities-based programs, events, exhibits and publications Museum and Library Services Consulting museum and library professionals helping small and medium-sized organizations with limited resources to plan and execute cost-effective, high-quality programs and projects Literature & Medicine literary discussions for health care professionals, designed to facilitate effective patient-healthcare provider interaction Heritage Tourism/Humanities Inventory Pilot Project supporting innovation in the effort to assist Missouri communities in preserving and sharing their stories The Missouri Humanities Awards recognizing excellence in humanities-based education, literature and community service Our Funding sources include: National Endowment for the Humanities he State of Missouri T orporate sponsors rivate donors C P rivate Foundations P Eligibility to Submit 2
To be considered and chosen for this requirement, an individual or firm must demonstrate that they specialize in the development and fundraising activities with a particular interest in nonprofit educational organizations with a foundation in the Humanities, and/or related elements of the non-profit sector. In addition, firms must submit additional information and adhere to the schedule as specified in this RFP. The Proposer must demonstrate that they (or if a firm, the principals assigned to the work), have successfully completed services, similar to those specified in the Scope of Work section of this RFP, for institutions similar in size and complexity to the MHC. Purpose The purpose of this engagement is obtain the services of an appropriate contract consultant to review and refine the existing MHC fundraising plan, and to integrate their knowledge and experience into its successful implementation. At present MHC relies heavily on public funding, and so making a concerted, ongoing effort to diversify its funding sources and build the relationships necessary for a sustainable future. Contract Duration MHC intends to enter into one or more agreements for Development and Fundraising for a one year period with the possibility of renewal for an additional year. There will be a maximum of 2 renewals before issuing a new RFP. Proposal Schedule Release: July 1, 2011 Submission: July 20, 2011 Decision: August 1, 2011 Implementation/Execution: August 10, 2011 Proposal Requirements: 1. Proposal should be submitted electronically to: Geoff Giglierano Executive Director Missouri Humanities Council Geoff@mohumanities.org 2. Your Proposal will become part of the contract if your proposal is selected for award. Price quotations and other time dependent information contained in your proposal shall remain firm for a minimum of 90 days from the proposal submission deadline. 3
3. All costs associated with the development and presentation of the proposal will be at the sole expense of the proposer and will not be reimbursed by MHC. 4. Proposals and all supporting documentation will become the property of MHC and will not be returned. MHC has the right to copy the materials for evaluation and informational purposes. 5. Any questions or concerns regarding this RFP or inquiries regarding the RFP process and proposal submission must be in writing and must be submitted via email no later than July 20, 2011. 6. Finalists may be asked to present their proposals in person. 7. Finalist may be required to undergo a background check. 8. MHC reserves the right to reject any and all proposals and to waive any irregularity therein. 9. MHC is under no obligation to award the contract to the proposal that reflects the lowest cost. Proposal Format and Content Proposers should address the content and sections presented below in a narrative format. Information should be as concise and direct as possible. Any supporting documentation submitted in conjunction with the proposal should be directly related to one or more of the content sections. 1. Submit one electronic copy of the proposal. 2. Limit the proposal to 8 pages or less (not including attachments). 3. For ease of reading, use 1.5 spacing, 1 inch margins and 12 point font size. 4. Must contain a cover letter, experience and qualifications, the approach and fee structures. The Cover Letter should include: Legal name of the company or individual A statement that the proposal remains valid for at least 90 days A declaration of any conflict of interest and if so, the nature of the conflict The complete contact information for the person responsible for submitting the proposal 4
The signature of a company officer or individual who can bind the proposer to the provisions of this RFP and any agreements awarded pursuant to it. Experience and Qualifications A brief descriptive statement indicating the proposer s credentials to be delivered under this RFP. A brief description of the proposer s background and organizational history. Number of years in business. Location of Offices. A brief summary of the individual or firm s fundraising experience. The individual s resume, or if a firm, a listing of key personnel who will be assigned to this contract if awarded, and their resumes. Three references from clients for whom you have performed similar work, including contact name, company name, address, telephone number and email address. A brief description of the proposer s plan for working with MHC to ensure successful implementation of our goals and objectives. The Narrative The proposer will describe plans and the approach for accomplishing the services requested. The information provided should be in enough detail so as to enable MHC to determine whether the proposer understands the objectives to be accomplished. It should outline the steps for services to be provided, including: A narrative section entitled Approach that clearly illustrates how the proposer will provide the services being sought through this RFP and include a budgetary estimate to implement the approach. A narrative section entitled Understanding that illustrates the proposer s understanding of MHC s requirements and the associated schedule as stipulated in this RFP. A narrative entitled Management that clearly illustrates how the proposer will manage the contract, ensure completion of the scope of services and accomplish the objective defined in the RFP. The Cost Proposal 5
An explanatory narrative that should include proposed costs/rate amounts for services rendered, and any other charges associated with the proposal. Additional Supporting Documentation Please attach a development-related writing sample, such as a solicitation letter development web site text, that has been generated by the Proposer (if an individual) or principals (if Proposer is a firm). Scope of Work MHC seeks a fundraising consultant/contractor to review, refine and coordinate implementation of the MHC development plan; to coordinate and participate with MHC staff and board members in the process of cultivating current and potential new individual supporters for MHC and its mission; to identity and communicate with potential sources of financial and/or in-kind support for specific MHC programs and activities; to assist and work with MHC staff and board members in identifying and applying for funding support from corporate and foundation sources; and to coordinate and participate with the MHC staff and board members in the process of generating development communications in a timely and consistent manner. This is a one year contracted position. Qualifications and Requirements Understanding of the mission of the MHC and a commitment to its goals and objectives. Knowledge and familiarity with the humanities. Excellent interpersonal, oral and written communication skills, including speaking in a compelling way about MHC, its mission, and funding goals with individuals and groups within the corporate and foundation sectors. Excellent organizational, time management, project management and follow-up skills with a high sense of urgency, demonstrated ability to meet deadlines, and successful handling of multiple projects concurrently. Ability to work both independent and collaboratively. Ability to lead and carry-out the research and development of funding requests and reports. Strong work ethic and positive attitude, and an ability to be flexible to do what it takes to get the job done. 6
Prior grant writing and fundraising experience on a state-wide and/or regional level (not just local). Experience in working with development software such as DonorPerfect. Experience with organizing and/or managing fundraising events. Comfort in engaging in cultivation, solicitation and stewardship of donors and sponsors. Prior experience working with non-profit organizations and board of directors. Ability to work in a respectful and collegial manner as a member of diverse team. The candidates should provide the following services, as a minimum but not limited to: 1. Work with MHC staff and development committee in reviewing and refining the MHC development plan, and to coordinate creation of a schedule for implementation of fundraising and cultivation efforts. 2. Coordinate and assist with generation of development communications in a timely and consistent manner. 3. Coordinate and participate with staff and board in donor/sponsor recognition efforts and the ongoing cultivation and stewardship of existing relationships. 4. Coordinate and participate with MHC staff and Board members in the processes of identifying new individual prospects from outside the current donor pool, cultivating those relationships and identifying gift opportunities that match donor interest, and work with the staff and board to secure major gifts from these prospects. 5. Coordinate and assist with annual appeal. 6. Work with staff and board members in identifying potential foundation and corporate support for specific MHC programs and activities (such as Read From the Start, the Missouri Humanities Awards, the MHC web site, etc.), and coordinate and participate with staff and board members in the process of generating high quality grant applications and sponsorship requests to these potential funding sources. 7. Prepare activity reports regularly to keep MHC informed of progress and opportunities. 8. Assist staff and board in creation of a plan for identifying prospects and carrying out solicitation campaign to endow specific programmatic positions and/or functions. 9. Assist MHC in developing a planned giving element for its fundraising/cultivation activities. 7
Reporting/Invoicing/Terms and Conditions Upon acceptance of a proposal, a letter of agreement will be executed between MHC and the successful Proposer and work will commence as soon as possible. The agreement will be renewable after one year. The agreement may also be terminated by either party with 30 days written notice. The consultant will provide a brief monthly report that will include a status update on grant applications, activity during the reporting period, results during the reporting period and contact information for all new prospective donors identified during the reporting period. Reports should be submitted electronically to the MHC Executive Director on a schedule to be negotiated in the awarding of the contract. The consultant must be available, if required, to discuss reports with the Executive Director, Executive and Development Committees, and the full Board This contract is for an amount not to exceed fifty thousand dollars ($50,000) for the year. Monthly consultant payment/distributions to be negotiated and may be based on an hourly rate (not to exceed a certain total per month) or an equal sum, calculated as the contract maximum, divided by the term of the contract in months. 8