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Crafting a Request for Proposal (RFP) for Donor Recognition


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This presentation takes donor relations and stewardship professionals through the ins and outs of crafting a request for proposal for donor recognition.

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Crafting a Request for Proposal (RFP) for Donor Recognition

  1. 1. Introduction Crafting A Request for Proposal (RFP) for Donor Recognition Anne Manner-McLarty President & Lead Consultant Heurista, Co. Christine Kruman Director of Major & Planned Gifts Conservancy of Southwest Florida
  2. 2. RFP Images
  3. 3. Why do it? A Request for Proposal (RFP) will: • Foster internal consensus • Itemize needs • Clarify “wants” and “don’t wants” • Focus budget • Forecast schedule
  4. 4. What projects warrant a Request for Proposal? • Institutional requirement • Complexity – Number/variety of components – Number of stakeholders – Number of consultants involved • Tight schedule • Finite budget
  5. 5. Conservancy of Southwest Florida • 21-acre campus in Naples, FL • Founded in 1964 • Loyal donor base
  6. 6. Conservancy of Southwest Florida Scope of the campaign $38.8 Million Campaign • Build a strong endowment to support research, education and policy initiatives • Renovate existing facilities • Add new facilities • Enhance the Nature Center’s attractions
  7. 7. Unique Conservancy of Southwest Florida Unique • Outdoor Center of Philanthropy • Five indoor displays • Outdoor naming opportunities • Donor names on way-finding signs
  8. 8. Consultants Multiple Consultants • Fundraising • Architect • Interpretive Plan • Wayfinding Signage • Donor Recognition • Fabrication • Internal Stakeholders
  9. 9. Definitions General information • Request for Information • Request for Qualifications Specific information • Request for Proposal • Request for Quotation
  10. 10. Request for Qualifications Project overview information: • Client background, with links • General statement of scope of work – No statement of the volume of work – No documentation of design to date – Apply existing design standards – Coordinate efficiently with all parties – Provide post-installation documentation – Meet known deadline
  11. 11. Request for Qualifications Requests of the prospect companies: • General info on company • Limited information (10 pages max) illustrating similar work • Client list • Due date • Submission to blind email address only; further questions discouraged
  12. 12. Prospect List • Online research, addresses regional preference • Trade magazines • ADRP ListServ • Ask designers and other consultants We called every company to secure a valid email address. We sent out 19 requests and received only 6 responses. Three of those were declines.
  13. 13. Prospect List (Redux) • Additional online research, addressing special skill set • Ask designers and other consultants (again) • Consultants able to ask related vendors (insider relationships) List for Request for Proposal returned to 6, however, the process was so intensive that we were getting a sense of the interest level and qualifications of the vendors prior to sending out the RFP.
  14. 14. Request for Proposal Project overview information: • Client background, with links • Specific statement of scope of work – Performance specifications – Quantities – Design references including size, materials and construction/installation method – Restate mandatory schedule • Ask for a statement of HOW the vendor will approach the work
  15. 15. Request for Proposal Requests of the prospect companies: • Specific information on people assigned to the project • List of requirements of the client • Detailed project schedule • Total cost of the project, as a “not to exceed” figure • Look for a general sense of UNDERSTANDING AND COMPETENCE.
  16. 16. RFP Outcome Digested the reference documents and returned them as a schedule to support the price
  17. 17. RFP Outcome Provided a detailed schedule, demonstrating comprehen- sion and leadership.
  18. 18. RFP Outcome • Provided a one-page cost estimate, broken down by component type and quantity. This allowed for detailed review and correction. • An agreement was reached within a week, and the coordination meeting scheduled for 10 days later. • Contract was signed on schedule (keep in mind, this was all over the winter holidays!)
  19. 19. Request for Proposal for Electronic Donor Recognition • Type(s) of recognition • Volume of names / stories • Client capabilities for updates / additions • Client IT involvement • Independence expectations • Budget • Schedule Less can be more. Don’t be sold on all that CAN be done!
  20. 20. Request for Proposal for Consultation • Outcomes desired • Client-side stakeholders • Existing processes, if appropriate (ie, approvals) • Other consultants / resources involved • Schedule Focus on process. Look for the right combination of approach and approachability. Being able to modify the process will be important.
  21. 21. Institutional Requirements • Service vs. product • Multiple, comparative bids • Management by “procurement specialist” • Consistency, fairness • Transparency • Sole-source
  22. 22. Questions? Documents included: • Conservancy’s RFQ and RFP documents • 1157designconcept’s RFP guidelines Online: RFPs-donor-walls.html Search “Donor recognition request for proposal” for a number of examples
  23. 23. Lessons Learned • Prioritize based on your needs – What will most influence outcome? – What is the biggest challenge? • Keep looking until you find what you actually need
  24. 24. Lessons Learned • Divide the task between experts – One-stop shop is unrealistic – Be open to alternatives, as long as they meet the key objectives – Disagreements will resolve themselves over time
  25. 25. Lessons Learned • Don’t overlook internal resources • Don’t overburden internal resources – Fundraisers need to be fundraising – Be the director, hire the “do-ers” • Some things will fall back to those who know the donors
  26. 26. REQUEST FOR QUALIFICATION WAY-FINDING, INTERPRETIVE AND DONOR RECOGNITION SIGN PROGRAM Client Background The Conservancy of Southwest Florida Nature Center is located on 21 acres of pristine property along the Gordon River in the heart of Naples. This campus, known as the Conservancy Nature Center, serves as the primary public destination for the Conservancy, as well as its wildlife hospital and and administrative headquarters. Built in 1984, the original buildings have become outdated, cramped and energy inefficient. As part of a Master Plan, the Conservancy of Southwest Florida renovated the entire campus with goals including improved energy efficiency, functional sustainability and greatly enhanced educational and user experiences. As a part of this project, three new major buildings have been constructed: Sugden Gomez Environmental Planning Center, von Arx Wildlife Rehabilitation Hospital and Cornog “GreenTeam” Facilities Building. Three existing buildings have been or are now undergoing extensive renovation: Dalton Discovery Center, Eaton Conservation Hall and Ferguson Interactive Learning Laboratory. Additionally, all campus features have been dramatically enhanced and require new signage. Please review the Conservancy’s website and the campaign video to better understand the Conservancy’s history, mission and priorities for the campaign. Please study the Nature Center Map to become more familiar with the size and complexity of the campus. Scope of Work The Conservancy is currently seeking a single-source partner for the coordination, design detailing, fabrication and installation of the comprehensive sign program for the Nature Center. Specifically, this partner will be required to:  Understand existing design concept documents and provide product solutions appropriate to the weatherability, changeabilty and repeatability indicated by the Conservancy’s long- term needs  Understand and apply a complete system of schematic designs, standards and location plans that governs the detail design and installation of campus signage
  27. 27. Conservancy of Southwest Florida Sign Program REQUEST FOR QUALIFICATIONS  Manage complex client-supplied content for interpretive and donor recognition signs; demonstrate concern for consistency, accuracy and attention to nuance  Integrate and augment existing documentation for the exterior way-finding, interpretive and donor recognition sign programs (sign types, locations and general content recommendations already exist)  Program interior way-finding sign needs for multiple buildings, based on a single family of product solutions  Respect and coordinate with elements of the sign program that are already underway by other firms  Work collaboratively with the multiple client teams and outside resources involvedin the project  Lead, coordinate and manage communication, workflow and schedules between all parties  Maintain the extremely tight schedule for this project; generally, there is a target of installation by early March 2013 Request for Qualifications Interested firms should respond to this request no later than November 12, 2013. Responses should be submitted electronically to Responses should include:  General information about the size, capabilities and experience of your company  Up to 10 pages of information illustrating project(s) related to the Conservancy’s needs Specifically, we are looking for examples of:  Complex outdoor signage, especially scientifically or historically detailed interpretive signs  Donor recognition, including dynamic systems for long term use  Creative use of full color graphics in an outdoor environment  Product solutions that allow for occasional change and/or expansion  Products that might reflect the Conservancy’s commitment to environmental sustainability and their use in large scale, LEED certified sustainble development programs  Use of products appropriate to the subtropical climate of southwest Florida  A selected client list, with contact information for at least three references Further questions about the project are discouraged at this time. Prospective partners will be selected and notified no later than end of day November 19, 2013. Additional information will be supplied to those candidates prior to a Request for Proposal.
  28. 28. REQUEST FOR PROPOSAL WAY-FINDING, INTERPRETIVE AND DONOR RECOGNITION PROGRAM Project Background The Conservancy of Southwest Florida Nature Center is located on 21 acres of pristine property along the Gordon River in the heart of Naples. Three new buildings have been constructed and three existing buildings have been or are now undergoing extensive renovation. Additionally, all campus features have been dramatically enhanced and require new signage. As part of this project, the architect and the Conservancy have developed a schematic design for the wayfinding, interpretive, and donor recognition signage. The Conservancy is currently seeking a single-source partner for the coordination, design detailing, fabrication and installation of the comprehensive sign program for the Nature Center. The location of the Project is of critical importance due to the extreme weather conditions. The product and installation solutions must withstand these extremes of heat, sunlight, wind, and seawater for a period of no less than five years. Your firm has been selected to provide a Proposal to provide the coordination, design detailing, graphic layouts, fabrication and installation of these signs. The selected firm will work closely with the client in selecting the appropriate materials, hardware, and fabrication techniques suited for the project environment. The selected firm will also need to work closely with the Conservancy to plan the exact locations, layouts, and content for all signs based on the attached Campus-Wide Signage Plan dated July 17, 2012 (herein referred to as the Plans). This Plan is preliminary and is to be used as a Guideline only. The Plan also does not include all components of the sign program. The selected firm will provide updated plans and designs including the components not shown on these plans. Scope of Project 1. Exterior interpretive signage as indicated on the attached sign location Plans. Note that the Plans are preliminary and serve as a guide only. The drawings indicate a format guideline and do not include all sign types. The vendor will provide graphic layouts of all sign types as well as shop drawings including hardware, supports, and footings. The vendor will also create updated Location Plans and Message Schedules based on coordination with client. 2. Interior wayfinding signage that meets ADA standards and allows for donor recognition. This system will be an “off the shelf” system customized to meet the design guidelines indicated in the Plans. Plans of all the buildings requiring wayfinding are not currently
  29. 29. available. The vendor will be responsible for creating Sign Location Plans and Message Schedules for these buildings, however architectural plans are not available at the time. 3. Interior donor recognition graphics as shown on the Plans. Note that the Plans indicate only two examples of the Grouped Donor Walls. There will be five Groupings total. Note that the drawings of the Groupings are schematic only; the vendor will provide detailed graphic layouts for each Grouping as well as Shop Drawings, Location Plans and Message Schedules. Scope of Work 1. Planning a. Work closely with the client to plan and program the messages, locations, graphic layouts, materials, fabrication techniques and installation details for all signs. b. Understand the attached Plans and any forthcoming plans and provide product solutions appropriate to the weatherability, changeabilty and repeatability indicated by the subtropical environment and the Conservancy’s need to order future replacements and/or exactly matching components. c. Program interior way-finding signs for multiple buildings; recommend and provide samples of product solutions for client approval. 2. Coordinate a. Work closely with the client to obtain interpretive content and create layouts appropriate to the Design Intent of the attached Plans. b. Using the Plans, create sign systems that meet the client’s needs including budget, project timing, product longevity and the need to order future replacements and/or exactly matching components c. Field verify all existing conditions and communicate and coordinate with client any condition that may affect location, performance, or appearance of signs. d. Work collaboratively with the multiple client teams and outside resources involved in the project to lead, coordinate, and manage communication, workflow and schedules between all parties. e. Coordinate all aspects of the Project to meet the deadline of March 2013. 3. Design a. Review and understand proposed and existing architecture, identifying all substrates to which the signage will be attached and providing attachment, mounting, and sturctural solutions. b. Review and understand the design guidelines in the attached Plans and provide layouts for each sign type for client approval. c. Provide samples of materials and processes for client approval prior to fabrication. d. Provide prototypes as requested with graphic renderings for review, proofing and approval of all components prior to production. e. Layout complex client-supplied interpretive and donor recognition content for each sign location and according to the guidelines in the Plan. 4. Fabricate
  30. 30. a. Generate detailed shop drawings indicating materials, layouts, sizes, methods, finishes, anchoring devices, connections and other details of construction as well as the relation of signage to supporting and adjacent work where applicable b. Warrant all work against failure due to faulty materials, workmanship and design for a period of five (5) years from date of substantial completion. Failures during the warranty period shall be repaired or replaced to the satisfaction of the client 5. Maintain the extremely tight schedule for this project; generally, the target installation by early March 2013 Proposals Responses shall include: 1. Information detailing the process, staffing and pricing for the Project indicating a. Name of staff responsible for managing the project b. Number of staff anticipated in meeting deadline c. Schedule of key project deadlines including: i. Initial on-site meeting ii. Shop drawing submittal iii. Deadline for receiving content from client iv. Prototype submittals v. Installation date(s) vi. Final completion date 2. Total cost of project including coordination, design, fabrication, and installation. This can be represented as a price range with a Not to Exceed figure. The total Not to Exceed cost will represent the final and approved limit of the Client’s budget. Per unit pricing to be supplied once site visit, coordination and design detailing are underway.
  31. 31. 1 REQUEST FOR PROPOSAL (RFP) FOR DONOR RECOGNITION GENERAL GUIDELINES FOR CUSTOMERS DEVELOPED BY 1157 DESIGNCONCEPTS Introduction: State the name and purpose of the RFP, who will be involved, and a very general description of what is needed. (ex: We are looking for a donor display that will honor cumulative and capital campaign donors and that will be updated annually). Include any general historical or other information that would impact the design (e.g. we want an organic feel to the display; we want to cover 50 years of history, this is a new building, etc). Also include a general schedule: State the general guidelines of the RFP: - Must be submitted by xx/xx/2013 - Submit X copies (and in what form, electronic, PDF, etc) - Who the RFP should be submitted to - How will follow up questions be answered (submitted via e-mail or by phone, etc.) - Suppliers should schedule site visits (should be prior to RFP) to look at locations - Allow at least three weeks from receipt of RFP by suppliers to submission of RFP Scope of Work: Should include details and dimensions of wall space (ex: 18.5 feet wide by 9.2 feet high). Include photos of space, surrounding areas and other items that might impact display (ex: outdoor areas, building design elements such as arches, roof angles, etc). NOTE: If in-person visits are schedule prior to RFP, then vendors can take pictures, measurements, etc
  32. 32. 2 Should be clear as to what type of display you are looking for: permanent display, interactive display or combination of both. Should provide details about the aesthetics of the display in general (modern, organic, traditional) and any specific design elements that may be required (wood, glass, stone, etc). Indicate any elements that are mandatory in design (material types, logos, colors, etc). Should include specific information about total number of donors and number of donor levels (with counts per level) and if dollar values or level names should be displayed. Include specifics about how they should be honored (individual nameplates, individual plaques, lists of names), if the names should be displayed progressively (larger donors being larger, smaller donors smaller) and any additional information you have about the donors. Should include information about plans to update the display. Should include information about any specific color requirements (PMS or other), use of logos, use of graphics or any other proprietary information that is important. For digital display, provide details about what types of information you want on the interactive such as: Donor Recognition (single section, multiple sections), Donor profiles or stories, History, President’s Message, Campaign Message, Calendar of Events, wayfinding, on site donations, general video/audio. Indicate size of interactive display screen and any specific information you want on your home page and screen saver. Include any thematic concepts that you want included in the display (ex: “Hope Lives Here”) and any other factors that are pertinent to what you want to see in a design. Indicate if graphics should be part of the display (photos, digital images, etchings, line drawings, large conceptual words). Provide a budget or budget range. Indicate if you want installation as part of the proposal. Submittal Requirements: Indicate what type of documentation you want with the RFP. Items can include: - Company History
  33. 33. 3 - Organization and Workload Management (How is you company organized and how would you handle the project) - Profiles of design and manufacturing team - Prior Experience - Design Rendering - Detailed Proposal - Installation Proposal - Timeline - References - Maintenance and Upgrade/Updating - Sample photos of work - Other specific information Selection Criteria and Schedule: Indicate your process for selection. Will the field be narrowed and additional presentations be required or will the decision be made directly after submittal from entire field.? Include a schedule for submittal (see sample below): January 25 – RFP Issued February 17 – Proposals Due Week of March 5-9 – Presentation by top three candidates (optional) March 16 – Final Selection of Supplier June 25 – Installation Complete
  34. 34. 4 Additional Information Include any additional information that you think is pertinent and important to the display, with no detail being too small to include