Request for Proposal For Professional Direct Marketing and Fundraising Services. March 13, 2014

Transcription

1 Request for Proposal For Professional Direct Marketing and Fundraising Services March 13,

2 1. Purpose of RFP The purpose this request for proposals is to seek marketing and fundraising services from a qualified individual or organization to support Global Camps Africa s communications, marketing, and fundraising efforts to leverage its 10 th anniversary into increased brand awareness and annual revenue. 2. Global Camps Africa (GCA) Background & Information 2.1 Mission Global Camps Africa changes the lives of South Africa s vulnerable children and youth by providing HIV/AIDS prevention education and training through a high-impact residential camp and day camp experiences and continuing education, equipping young people with the life skills that will support them in becoming safe and productive adults who have hope for the future. 2.2 History Founded by Philip Lilienthal, former American camp director, returned Peace Corps volunteer, and attorney Established in Global Camps Africa is incorporated in the United States and received its 501(c)3 tax status First residential camp program held in 2004 in South Africa Camp Sizanani (Sizanani is Zulu for helping one another ) Worked in partnership with South African non-governmental organization in Johannesburg from 2004 to present Has held 56 camp sessions and biweekly Youth Clubs sessions since 2004, reaching more than 6,300 HIV-affected children 2.3 Facts and Figures Global Camps Africa holds at least three 8-day camp sessions a year, for 140 campers each, on a rented site outside Johannesburg. Coed camps serve South African youth, generally between the ages of 11 and 16, mostly from Soweto. Thirty-five counselors lead each session with 4 days of pre-camp training; counselors include South African staff and international volunteers. Seven 1-hour classes are held each day at camp, with HIV/AIDS prevention education and life skills woven into every component, in addition to special life skills classes. Classes include life skills, theater, nutrition, arts and crafts, sports and adventure, swimming, music and dance. Evening programs include campfires, skits, games, and issues discussions. Follow-up programming is provided via biweekly Youth Clubs held on Saturdays, year-round at several locations around Soweto. GCA has leveraged its success by training and partnering with local nonprofits to train staff and hold camps in all nine provinces of South Africa as well as in Uganda and Lesotho. GCA has no endowment. Its support comes from more than 1,500 generous individuals, as well as from foundations and corporations. Donations cover the costs associated with camps and Youth Clubs. There is no charge to participants. GCA is engaged with Clemson University in a 5-year longitudinal monitoring and evaluation study to measure and report the impact of its programs. 2

3 2.4 Current Fundraising & Communications Assets & Resources A. The following represents a schedule of events already planned for 2014: April 25 Speaking engagement Phil Lilienthal (President of GCA) to keynote event at Carleton College April 26 May 18 June 14 June 16 Summer Fall October 1-15 December 1 December 9-18 Celebrate Sizanani Annual gala and auction held in Reston, VA AIDS Walk NY GCA team event Sizanani for a Day (2) South African vochellis lead camp activities at fundraising event in Reston, VA and New York City World Cup fundraiser in New York City GCA representative to various California cities for donor visits/events New York City fundraiser hosted by Pamela Barnes (GCA Advisory Council) and Ben Lilienthal (son of Phil, tech entrepreneur) Major donor trip to SA (long) Global Campfire World AIDS Day event in DC area Major donor trip to SA (short) B. Current Communications/Fundraising Staff, Board of Directors, and Advisory Council Staff Philip Lilienthal President & Founder Emily Crowder Executive Director Ann Granger Development Manger Kim Posthumus Office Manager Jaclyn Perlman Contractor for Event Coordination GCA Board, Advisory Council, and Development Committees Board of Directors Eric Sass Chairman of the Board* 3

4 Matt Hill Vice Chairman of the Board and Chairman of the 10 th Anniversary Committee* Regina Bouie Treasurer of the Board Barbara Krimgold Secretary of the Board* Maribeth Carroll Vice Treasurer of the Board Tom Finn Chairman of the Development Committee* David J. Nathan Chairman of the Governance Committee* Deborah Hellinger Director* Jay Jacobs Director* Hunt Howell Director Philip Lilienthal Director* Ginger McGuire Director Kalahn Taylor-Clark Director* Karyn Trader-Leigh Director* * indicates membership on either Development Committee or 10 th Anniversary Committee of the Board Advisory Council Pamela W. Barnes Frank Sasinowski Lawrence Pakula Michael Brandwein Maurice Adams Harris Wofford 2.5 GCA Contact Information Physical/Mailing Address: Global Camps Africa 1606 Washington Plaza Reston, Virginia, USA Office Telephone: For questions regarding this RFP, please contact: Emily Crowder Emily@globalcampsafrica.org Mobile Telephone: Nature of Services Requested 3.1 Term of Engagement The successful proposal will result in a three-month engagement, contingent upon the successful accomplishment of agreed-upon deliverables during the contract period, with the option for an extended or additional agreement to be negotiated by both parties. 3.2 Scope of Services A. Communications/Marketing - Expanding GCA s reach through targeted communications resulting in increased awareness of the organization and its accomplishments 4

5 o Evaluate Global Camps Africa s current brand and propose strategies for enhancing the brand to appeal to identified audiences o Identifying most effective marketing and communications strategies for the organization, including social media o Crafting communications and marketing materials for various audiences, including current donors, foundations, corporations, media, partners, and potential donors o Develop and implement communications and marketing strategies to build relationships with current affinity groups (US camps, Peace Corps, etc.) and identify new groups to target with these messages - Building internal capacity o Design and conduct communications/fundraising training for GCA s Board of Directors (may include coaching, presentation practice, guidance on approaching high net worth individuals, etc.) o Provide input on internal processes to improve marketing and communications efforts and maximize return on GCA s investments in those assets (may include social media, event marketing, earned media outreach, donor acknowledgement, web site, etc.) B. Fundraising - Increase GCA s revenue from contributions and expand the organization s donor base o Review GCA s donor database and identify additional giving capacity among current donors, appropriately segment current donors to aid in targeted appeals, and provide reporting on strengths and weaknesses of our supporters (e.g. strong in capacity, weak in engagement, strong in 50+ demographic, weak in demographic, etc.) o Craft solicitations to current and lapsed donors (direct mail and ) that raise revenue through increasing giving levels and re-engaging lapsed donors o Provide access to lists of potential donors, new audiences for GCA solicitations o Craft partnership proposals to potential corporate donors o Cultivate major donor relationships and attend meetings with major donors 3.3 Deliverables The successful marketing and fundraising services provider will provide the following deliverables during the course of the contract period according to an agreed-upon schedule: - Written report on GCA s current brand position and proposed strategies to enhance brand awareness/appeal - Written report on recommended marketing and communications strategies for the organization - Content for marketing and communications materials targeting current donors, foundations, corporations, media, partners, and potential donors - Written proposal for communications strategies to target current affinity groups and develop new affinity group partnerships - Board training/workshop - Written report from research on GCA s internal processes around communications and marketing and subsequent recommendations - Written report from research on GCA s donor database - Development and implementation of least 3 direct marketing/fundraising solicitations ( and/or direct mail) - Set up and attend at least 5 meetings with existing or potential major donors - - Increase GCA s social media reach by at least 50% (Facebook likes, Twitter followers) Raise at least $10,000 in additional/new revenue (including pledges) from current, lapsed, or newly acquired donors (individuals, foundations, or corporations) 5

6 4. Format, Timeline and Other RFP Matters 4.1 Format Please submit your proposal electronically via to the following address. PDFs are preferred. 4.2 Submission Deadline & Contract Award Complete submissions are due on April 10, 2014 by 5:00 PM EDT. Qualifying parties will be interviewed during the week of April 14 th. The contract will be awarded no later than April 25 th. 4.3 Confidentiality GCA and each bidding organization/individual shall expressly agree that confidential information identified as such by either party obtained during the course of preparing a proposal or during performance under the contract shall not be divulged to any person or company outside of authorized representatives of either party, except upon receipt of prior written approval of the other. 4.4 Rejection of Proposals GCA reserves the sole right to decide whether a proposal does or does not comply with the requirements of the RFP, to accept, reject or negotiate modifications in and terms of an organization s proposal or any parts thereof and also to waive any irregularity, informality, or non- compliance with or non-response to the RFP or any part thereof. 5. RFP Responses Organizations are asked to respond to all parts of the RFP. 5.1 Organization and Staff Qualifications and Experience Please identify all key personnel who will be responsible for performing services including the overall business head responsible for this engagement, the day-to-day manager, and the senior-most professional(s) responsible for operations, recordkeeping and reporting. Proposals should include resumes of any individual who may work on the contract, a description of the qualifications and experience of the organization (if submitting as an organization rather than an individual), and at least 3 professional references. 5.2 Implementation Plan 1. Work Plan with Schedule 2. Budget 5.3 Relationship Management a. Describe the organization s approach to partnership. If applicable, please provide examples of successful partnerships that the organization has engaged in since 2008, and explain how your organization participated in that success. b. Describe the problem-management procedure the organization will follow. How will complaints be resolved? 6. Evaluation 6

7 GCA reserves the right to select an organization or individual based solely on the information provided, or to hold interviews or request proposal revisions, if deemed necessary. The organization or individual selected will be chosen on the basis of GCA s evaluation and determination of which organization will provide the best benefit organization for the best value. Therefore, your submission should contain your lowest costs. GCA will review all complete proposals received on or before April 10th, using the following criteria: a. Completeness of the response b. Stability and integrity of the organization or individual c. Expertise and experience of the organization or individual d. Understanding of the organization and its needs e. Design of work plan to address the scope of work described in the RFP f. Relative costs g. Alignment with GCA s mission and values h. Partnership philosophy/goodness of fit 7. Exhibits Each Organization should refer to the following Exhibits to complete its submission: 1 RFP Cover Sheet 2 Organization Certifications 7

8 Exhibit 1 Request for Proposals for Professional Direct Marketing and Fundraising Services March 14, 2014 Cover Sheet Organization Name Contact Person (name/position) Mailing Address Telephone Fax Address PBO/NPO # Submission Date This cover sheet should be attached as the first page of the proposal. 8

9 Exhibit 2 Certification and Other Terms/Conditions The signing individual certifies that: 1. He/she is authorized to contract on behalf of the organization offering this proposal. 2. The prices in this proposal have been arrived at independently, without consultation, communication, or agreements made for the purpose of restricting competition. 3. There has been no attempt by him/her or anyone in the organization to discourage any potential applicant from submitting a proposal. 4. He/she has read and understands all of the information in this Request for Proposals. 5. Responsibilities under this engagement will not be delegated or subcontracted to a third party without the prior written consent of GCA. Signature (Name & Title) Date Organization Name 9