Human Resources RFP

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Notice: Request for Proposals

For

Human Resources/Development/

Fundraising Consultant Services

Publication of Proposal:

February 15, 2018

Submission of Proposal Deadline

March 15, 2018

 

 

 

  1. Summary
  2. About Allied Arts
  • Eligibility to Submit
  1. Purpose
  2. Contract Duration
  3. Questions
  • Schedule
  • Proposal Requirements
  1. Proposal Format and Content
  2. Experience and Qualifications
  3. The Approach
  • The Cost Proposal
  • Scope of Work
  • Qualifications & Requirements
  1. Deliverables
  • Reporting
  • Budget and Invoicing
  • Terms and Conditions
  • Proposal Review and Evaluation
  1. Award of Contract
  • Proposal Cover Page/Instructions
  • Exhibit A

 

Summary

Allied Arts Foundation, Inc. of Oklahoma is seeking proposals from qualified HR/Development/Fundraising consultants (individuals or firms), referred to as the Proposer, to assist in its HR assessment and Development/Fundraising goals in accordance with the terms, conditions, and specifications contained in this Request for Proposal (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 Allied Arts requirements and working environment.  The successful proposer will be awarded a professional services contract in accordance with Allied Arts established contracting procedures.

About Allied Arts

Mission: The mission of Allied Arts is “Enriching Our Communities through Advancement of the Arts.”

As a United Arts Fund, Allied Arts works to broaden support for the arts by raising financial support for cultural organizations, encouraging participation and attendance, advocating for arts education, and promoting excellence in the arts and arts management. Since its founding in 1971, the organization has raised more than $63 million to advance the arts in Oklahoma.   Allied Arts annually provides support and resources to 40 leading cultural nonprofits.  Allied Arts strives to ensure access to the arts for more members of the community by supporting free and low-cost events, outreach into underserved parts of the state, arts education for children of all backgrounds with a focus on at-risk, low-income youth, and programming that is high quality yet affordable.

Eligibility to Submit

To be considered and chosen for this requirement, individuals or firms must demonstrate that they specialize in HR, development and fundraising activities with a particular interest in non-profit (NPO) sectors.  In addition firms must submit additional information and adhere to the schedule as specified in this RFP.

The proposing firm must demonstrate that they, or the principals assigned to this project, have successfully completed services, similar to those specified in the Scope of Work section of this RFP, to institutions similar or larger in size and complexity as Allied Arts.

 

 

Purpose

As Allied Arts prepares for its 50th anniversary in 2021, board and staff leadership believe it is an opportune time to re-examine the organization’s operations, primarily its allocation of staff resources and its fund development program.  A personnel audit and development audit led by a professional consultant will enable Allied Arts to evaluate its current staff positions and responsibilities and current fundraising practices as well as determine needs in both areas to ensure Allied Arts is in the strongest position to meet the needs of its various constituencies, specifically central Oklahoma’s cultural community and donors.

Contract Duration

Allied Arts intends to enter into one agreement for Development/Fundraising/HR for an estimated period of 6-9 months.  If deemed reasonable that the work requested may be completed in 6 months we are amenable but we hope to discuss a final workable timeline with the awardee once awardee is confirmed.

Questions

All questions pertaining to this proposal are preferred in writing and sent by email to Deborah McAuliffe Senner (dsenner@alliedartsokc.com) no later than February 26, 2018.  After this date, no further inquiries, concerns, or questions may be submitted.  Questions will be answered by March 2, 2018 at the latest to allow for timely submissions of RFPs.

Schedule

Release: February 15, 2018

Questions: submitted on or before February 26th will be answered by March 2, 2018

Submission/Proposals Due: 5:00pm CST March 15, 2018

Finalists Notified: no later than March 21, 2018

Committee to meet via Skype with finalists if necessary: Week of March 26-30

Decision: March 30, 2018

Implementation: Begins April 1, 2018

 

 

Proposal Requirements:

  1. Proposal should be submitted electronically to

Deborah McAuliffe Senner

President/CEO

dsenner@alliedartsokc.com

  1. 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.
  2. 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 Allied Arts.
  3. Proposals and all supporting documentation will become the property of Allied Arts and will not be returned. Allied Arts has the right to copy the materials for evaluation and informational purposes.
  4. 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 March 2.
  5. Finalists may be asked to present their proposals via Skype.
  6. Finalist may be required to undergo a background check and/or livecam evaluation.
  7. Allied Arts reserves the right to reject any and all proposals and to waive any irregularity therein.
  8. Allied Arts 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:

  • Name – Legal name of the company or individual
  • Address – Provide your agency or organization’s main office address
  • Email address – of agency/individual submitting RFP
  • Contact – provide name, phone number and email of who will serve as contact for this proposal
  • 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
  • The signature of a company officer or individual who can bind the proposer to the provisions of the 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 as consultant
  • Location of offices
  • A listing of key personnel who will be assigned to this contract if awarded, including 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 Allied Arts to ensure maximum implementation of Allied Arts goals and objectives

The Approach

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 Allied Arts to determine whether the proposer understands the effort to be accomplished.  It should outline the steps for services to be provided.

Including:

  • A narrative entitled “Approach” that clearly illustrates how the proposer will complete the scope and services indicated in the RFP and include a budgetary estimate to implement the approach
  • A narrative entitled “Understanding” that illustrates the proposer’s understanding of Allied Arts requirement 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

The cost proposal should include all proposed costs and any rate amounts or costs associated with the proposal.  Provide itemized costs for individual components of the project as appropriate.

Proposal Review and Evaluation

Only complete proposals submitted by the due date/time will be evaluated.  A screening committee made up of Allied Arts board members and staff will evaluate the proposals based on the following criteria:

  • Management and personnel qualifications
  • Approach to and process to be used in performing work
  • Relevant experience
  • Price of Scope of Services
  • References
  • Other factors that may be determined by Allied Arts

Scope of Work

Allied Arts Foundation seeks an RFP for a fundraising/development and HR consultant to examine current operations, to create a fundraising/development plan through 2021 and to determine feasibility of Allied Arts raising $5 million on an annual basis.

Qualifications and Requirements

General

  • Understanding of Allied Arts, its mission, and strategic goals and objectives ( Additional information under Exhibit A attached)
  • Knowledge and familiarity of United Arts Funds, the arts community, and Central Oklahoma
  • Excellent interpersonal, oral, written communication skills, including speaking in a compelling way about Allied Arts, its mission and funding goals with individuals and groups within the corporate and foundation sectors
  • Prior experience working with non-profit organizations, board of directors and

Committees

  • Ability to work independently and collaboratively
  • Eagerness/ability to identify challenges, opportunities and implement solutions

Development/Fundraising

  • Full understanding of current Allied Arts fundraising efforts – both campaign and events
  • Feasibility study to determine if an annual campaign of $5 million is achievable
  • Strategic annual campaign fundraising plan through 2021

Human Resources

  • Conducting of a human resources audit
  • Compensation/Benefits Study – review current and historical overall compensation programs/philosophies and complete compensation study update based on current market data and UAF comparable data
  • Operational policies and procedures: review of existing human resources infrastructure; provide recommendations and strategies for development of revised and or new processes, practices on Human Resource matters
  • Personnel – review existing organizational chart and job descriptions, conduct analysis for each specified job as it relates to specific skills and make recommendations for what personnel and infrastructure changes are needed to raise $5 million
  • Performance Management Practices: Develop performance appraisal process
  • Review of employee handbook with recommendations for revisions
  • Assess employee relations and satisfaction and identify areas for improvement

Deliverables

All deliverables must be in hard copy and electronic format suitable for ongoing customization.

  • Completed Annual Campaign Feasibility Study
  • Written study of prospect research
  • Increased fundraising capacity of the Allied Arts board of directors and select staff members
  • Direct fundraising /donor development support ( total number of hours to be mutually agreed upon)
  • Completed Human Resources Audit
  • Completed Compensation/Benefits Study
  • Written recommendations for revisions to update organizational chart, employee handbook

Reporting

The consultant will provide a brief monthly report on the fifth day of each month that will include a status update on all activity during the previous month.  Reports should be submitted electronically to the President/CEO, and consultant must be available, if required, to discuss reports with the President, Board Chair, Committee Chair or Executive Committee.

Budget and Invoicing

This contract is for an amount between thirty five ($35,000) to fifty thousand dollars ($50,000).  Monthly consultant payment/distributions to be contracted will be of equal sum, divided by the term of the contract in months after Allied Arts and proposer have agreed on the required contracted months.

Terms and Conditions

The successful awardee may be awarded a short-term professional services contract for the services identified in this RFP and in the proposal to the contractor.

 

Disclaimer

In its sole discretion, Allied Arts reserves the right to (1) withdraw this RFP without notice, (2) accept or reject any or all proposals; and (3) accept proposals which deviate from the RFP as Allied Arts deems appropriate and in its best interest. The information in this RFP is for guidance only, and does not constitute any part or all of an agreement. Allied Arts reserves the right to negotiate with any, all or none of the applicants responding to the RFP. Following submission of a proposal, the applicant agrees to deliver such further details, information, and assurances, relating to the purpose and the applicant including the applicant’s affiliates, officers, directors, partners and employees as requested by Allied Arts in its discretion. Any and all costs and expenses associated with the preparation of any report or statement in response to the RFP shall be borne by the applicant. Neither Allied Arts nor its board members shall have any obligation or liability with respect to this RFP and this selection and award process or whether any award will be made. Any recipient of this RFP who responds hereto fully acknowledges all the provisions of this disclaimer and agrees to be bound by the terms hereof. Contractor should have no pending lawsuits and tax compliance should be submitted.

 

Exhibit A

Allied Arts was formed in 1971 by corporate, civic and cultural leaders as a way for the community to come together to support and engage with central Oklahoma’s cultural groups.  Allied Arts began with four arts organizations under its umbrella and now counts 26 leading arts nonprofits as member agencies.  Furthermore, Allied Arts has opened its grant making to other qualified arts and cultural nonprofit organizations with approximately 40 entities receiving Allied Arts funding annually.

Allied Arts has experienced considerable growth over the last 15 years.  Growth in dollars raised, arts groups served, board size and number of citizens impacted.    In 2002 Allied Arts was consistently raising $1 million dollars a year – but since that time we have risen to as high as $3,536,674. The last two years have been lower (hovering at $3million) primarily due to energy related donations.  At one time 39 percent of what we raise was generated from the energy sector and currently those companies represent 21 percent of what we raise.  We do not receive any city, county, state or federal money.  All annual campaign money is raised from corporations (48.3%), foundations (3.9%) and individuals 47.8%.  In addition to the campaign we host a series of fundraising events.

Allied Arts is a high profile nonprofit organization in the community and has become a “stamp of approval” in the community for arts groups served. Allied Arts has shifted from a strictly fundraising organization to an organization providing non-monetary resources and advocacy in support of central Oklahoma’s cultural community. We have frequent communication with our arts organizations and help them in numerous ways every year, including but not limited to: IT services, financial services, we notify them of grant opportunities, training opportunities and we assist with identifying prospective board members.  We secure a significant amount of in-kind marketing opportunities and promote our organizations on a regular basis.  On a quarterly basis, Allied Arts convenes member agency representatives to facilitate programming partnerships, share best practices and lessons learned, build collaborations and develop strategies to tackle challenges facing the nonprofit cultural community.

We have a high profile, prestigious board made up of 109 corporate leaders, elected officials & community volunteers who meet on a quarterly basis.  This large board structure, while rare – and certainly against best practices, has worked in this community.  Of the money we raise approximately $1.6 million is in some way board affiliated.  Each board member is required to serve on one of 18 working committees.  So we utilize the board to populate the committees.  While we have the large board, we rely heavily on a 24-member executive committee who meets monthly to provide the governance, oversight and direction of the organization.

Allied Arts also serves as an advocate for the cultural community, with staff leadership meeting regularly with other arts leaders to stay abreast of current and upcoming challenges facing arts nonprofits, formulate strategies to overcome obstacles and ensure that cultural nonprofits have the tools and resources to champion for themselves. This group of arts leaders recently completed a study on the economic impact of the arts in Oklahoma, concluding that the arts industry in Oklahoma generates $872,830,632 in economic activity annually.

We have affiliations with Americans for the Arts, Association of Fundraising Professionals, and United Arts Funds.  Among the United Arts Funds we consistently fall in the top 10 United Arts Funds in the US in terms of dollars raised.

In regard to staffing we currently employ nine full time employees, 1 part time (20 hours per week) and we have one contract person who works on Development.  We have had as many as 12 full time employees but have downsized due to the current economy.  Among the 10 employees we have over 50 years of experience with Allied Arts, and the contract person has been working with us for over 2 years.