John Bouza, CFRE President and founder of CanFund

What to include in a Request for Proposal for a Planning (or Feasibility) Study prior to launching a capital fundraising campaign

Here are the key features you should consider when preparing an “RFP” to find a consulting firm or organization to work with you when you are planning a capital fundraising campaign:

• Describe your charity or nonprofit
• Describe the project/purpose for which funds are needed
• Identify that you are Requesting Proposals from qualified firms or organizations to conduct a Planning (or Feasibility) Study in preparation for the proposed capital campaign.
• Ask submitting firms/organizations to:

• Identify their interest in conducting the feasibility study (and the subsequent capital campaign)
• Describe their experience in similar studies/campaigns
• Identify their expert personnel and who would actually do the study
• Describe their proposed methodology for conducting the study
• Describe, in general terms, their usual methodology for conducting the subsequent campaign in the event that the Study recommends a campaign proceed
• Note the time frame and ability to meet it
• List several references with phone numbers 
• Document their proposed fees. On what basis are they calculated?  What is included in professional fees?  What additional costs will there be?  [Needn’t be broken down to hourly rates, this is generally quoted as an all inclusive project]
   

• State how, on what basis, and by whom the decision will be made to retain a particular firm or organization.
• Will a short-list of candidates be invited for interviews?  When and with whom will they meet? [This is vital to a good selection process]
• Clearly state the planned time frame for receipt of submissions, decision about whom to hire, when the study needs to take place, and when the study needs to be completed.  [Generally, two to three months is required.]
• State that the decision to retain any or none of the submitted applications is the sole perogative of your institution; that the decision will be based on a number of factors and the cost will not be the sole factor (i.e., the contract need not necessarily go to the lowest bidder.)

[N.B.: This is NOT a tender process but rather a consultative process in which the firm/organization with the best “fit” will be retained.]