Introduction

CraftingA Request for Proposal (RFP) for

Donor Recognition

Anne Manner-McLartyPresident & Lead Consultant

Heurista, Co.

Christine KrumanDirector of Major & Planned GiftsConservancy of Southwest Florida

RFP Images

Why do it?

A Request for Proposal (RFP) will:• Foster internal consensus• Itemize needs• Clarify “wants” and “don’t wants”• Focus budget• Forecast schedule

What projects warrant aRequest for Proposal?

• Institutional requirement• Complexity

– Number/variety of components– Number of stakeholders– Number of consultants involved

• Tight schedule• Finite budget

Conservancy of SouthwestFlorida

• 21-acre campus in Naples, FL

• Founded in 1964

• Loyal donor base

Conservancy of SouthwestFloridaScope 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

UniqueConservancy of SouthwestFloridaUnique

• Outdoor Center ofPhilanthropy

• Five indoor displays

• Outdoor namingopportunities

• Donor names onway-finding signs

Consultants

Multiple Consultants• Fundraising• Architect• Interpretive Plan• Wayfinding Signage• Donor Recognition• Fabrication• Internal Stakeholders

Definitions

General information• Request for Information• Request for Qualifications

Specific information• Request for Proposal• Request for Quotation

http://en.wikipedia.org/wiki/Request_for_Proposal

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

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

Prospect List

• Online research, addresses regionalpreference

• 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.

Prospect List (Redux)

• Additional online research, addressingspecial 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 weregetting a sense of the interest level and qualifications

of the vendors prior to sending out the RFP.

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 willapproach the work

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.

RFP Outcome

Digested thereferencedocumentsandreturnedthem as aschedule tosupport theprice

RFP Outcome

Provided adetailedschedule,demonstratingcomprehen-sion andleadership.

RFP Outcome

• Provided a one-page cost estimate, brokendown by component type and quantity. Thisallowed for detailed review and correction.

• An agreement was reached within a week,and the coordination meeting scheduled for10 days later.

• Contract was signed on schedule (keep inmind, this was all over the winter holidays!)

Request for Proposalfor 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!

Request for Proposalfor 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.

Institutional Requirements

• Service vs. product• Multiple, comparative bids• Management by “procurement specialist”• Consistency, fairness• Transparency• Sole-source

Questions?

Documents included:• Conservancy’s RFQ and RFP documents• 1157designconcept’s RFP guidelines

Online:http://www.plannedlegacy.com/newsletter/creating-RFPs-donor-walls.htmlSearch “Donor recognition request for proposal” fora number of examples

Lessons Learned

• Prioritize based on your needs– What will most influence outcome?– What is the biggest challenge?

• Keep looking until you find what youactually need

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

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 whoknow the donors

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

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 sfsubmittal@conservancy.org. 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.

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

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

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.

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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

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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

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- 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

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Additional Information

Include any additional information that you think is pertinent and important to the

display, with no detail being too small to include