Why You Probably Don’t Need a Request for Proposal (RFP) for a Capital Campaign or Feasibility Study Consultant
When your organization is embarking on a capital campaign or feasibility study, hiring the right consultant is crucial. While many organizations might consider issuing a Request for Proposal (RFP) to find a consultant, this approach might not be as effective as it seems.
Why Skip the RFP Process?
Inadequate Fit: An RFP may create a level playing field by outlining specific parameters for consultants to follow, but it doesn’t necessarily capture the nuances of your organization’s needs. The right consultant may not even respond to your RFP.
Lack of Personalization: An RFP typically provides a structured set of questions and criteria for consultants to address. However, this process can be two-dimensional, failing to reflect the true personality and working style of the consultant. Personal recommendations often yield better results.
Consultant Perspective: Andrea Kihlstedt of Capital Campaign Pro suggests skipping the RFP altogether. She notes, “I do not believe in RFPs. If you put together an RFP, you are doing the work of the consultant. Also, many consultants don’t respond to them.”
More Effective Alternatives: Instead of relying on an RFP, consider setting up meetings or phone calls with prospective consultants. Share a brief history of your organization and allow the consultant to propose a plan based on your needs. This approach provides a better sense of how you will work together and communicate, ensuring a more personalized and effective partnership.
How to Find the Right Consultant Without an RFP
Leverage Local Successes: Look around your city or town for organizations that have successfully completed capital campaigns. Reach out to them to see if they used a consultant and, if so, ask for a referral.
Internal Recommendations: Consult your board members or campaign committee. They may have experience with campaign consultants and can provide valuable recommendations.
Network at Conferences: National or regional conferences can be great places to connect with potential consultants. Visit booths or engage with other attendees to gather recommendations.
Community Foundations and AFP Chapters: Your local community foundation or AFP (Association of Fundraising Professionals) chapter is another excellent resource for finding qualified consultants.
Consult Innovative Firms: Some consulting firms incorporate specialized software into their work, providing a more streamlined campaign experience. Reach out to Above Goal or similar organizations for referrals.
Next Steps After Gathering Recommendations
Conduct Phone Interviews: Speak with prospective consultants over the phone to get a feel for their approach and style. This initial conversation often provides the same insights as an RFP.
Narrow Your List: After the interviews, narrow down your list of potential consultants to a few finalists.
Invite for In-Person Interviews: Invite the finalists to meet with your campaign committee and key board members. This interaction will help you determine the best fit for your organization.
Consider a Memo Instead of an RFP: Instead of issuing an RFP, consider writing a memo that outlines where your organization currently stands, how you’re thinking about the project, what your specific needs are, and what work has already been started. In this memo, include both the administrative tasks that need to be completed and the strategic thinking that needs to guide the project. By providing this comprehensive overview, you can invite potential consultants to respond with their sense of the deliverables they would provide, how they would structure meeting agendas, what dashboards they would create to track progress, how they would measure success, and the overall value they believe they can bring to your organization. This approach allows for a more tailored and insightful response, helping you to identify the consultant who truly understands your needs and can offer the most meaningful partnership. Importantly, you’re not doing the work of the consultant; rather, you’re documenting your needs to gain clarity on what you want, ensuring that you can properly guide the consultant toward a successful outcome.
Sample Request for Proposal (RFP) Template
If you're committed to the RFP process or if it's a requirement for your organization, below is a basic template to help you get started. This template provides a structured approach to seeking proposals from consultants, ensuring that you clearly outline your project needs, expectations, and evaluation criteria. While an RFP may not capture the full picture of your organization's needs, it can serve as a useful tool for gathering information from potential consultants. Below is a template you can use to initiate the process:
[Your Organization's Name]
Request for Proposal (RFP)
Project Name: [Capital Campaign/Feasibility Study]
Date Issued: [Date]
Response Deadline: [Deadline Date]
1. Introduction
Provide a brief introduction to your organization, its mission, and the purpose of the RFP.
- Organization Name: [Your Organization's Name]
- Mission Statement: [Your Mission Statement]
- Project Overview: Briefly describe the capital campaign or feasibility study, including why it is being undertaken and what you hope to achieve.
2. Project Background
Provide background information on the project.
- Project Goals: Outline the specific goals of the project.
- Current Status: Describe the current status of the campaign or study, including any work already completed.
- Timeline: Provide a general timeline for the project, including key milestones.
3. Scope of Work
Detail the scope of work that the consultant will be responsible for.
- Deliverables: List the expected deliverables (e.g., campaign plan, feasibility study, case for support).
- Services Required: Describe the services you expect the consultant to provide (e.g., strategic planning, donor engagement, training).
- Administrative Tasks: Identify any administrative tasks the consultant will need to manage (e.g., data analysis, report generation).
- Strategic Thinking: Outline the strategic elements that the consultant should consider (e.g., alignment with organizational goals, risk management).
4. Proposal Requirements
Outline the specific requirements for the proposal submission.
- Consultant Qualifications: Describe the qualifications you expect from the consultant (e.g., experience in similar projects, references).
- Approach and Methodology: Request a detailed description of the consultant’s approach to the project, including methodologies they will use.
- Proposed Timeline: Ask the consultant to provide a timeline that aligns with your project’s timeline, including key milestones and deadlines.
- Budget: Request a detailed budget, including a breakdown of costs by task and any potential additional expenses.
- Team Composition: Ask for information on the consultant’s team, including roles, responsibilities, and relevant experience.
- References: Request at least three references from previous clients for similar projects.
5. Evaluation Criteria
Explain how proposals will be evaluated.
- Experience: Evaluation based on the consultant’s experience and track record in similar projects.
- Understanding of Scope: Assessment of how well the consultant understands the project’s scope and goals.
- Approach: Evaluation of the proposed approach and methodology.
- Budget: Consideration of the proposed budget and whether it is realistic and cost-effective.
- Cultural Fit: Assessment of the consultant’s fit with your organization’s culture and values.
6. Submission Instructions
Provide instructions for submitting proposals.
- Submission Deadline: [Deadline Date]
- Submission Format: Specify whether electronic submissions are acceptable or if physical copies are required.
- Contact Information: Provide the contact information for the person managing the RFP process.
- Questions: Outline the process for submitting questions about the RFP, including deadlines for submitting questions and when answers will be provided.
7. Project Timeline
Provide a detailed timeline for the project, including:
- RFP Issued: [Date]
- Deadline for Questions: [Date]
- Responses to Questions Provided By: [Date]
- Proposal Submission Deadline: [Date]
- Finalist Interviews (if applicable): [Date]
- Consultant Selection: [Date]
- Project Start Date: [Date]
- Expected Project Completion Date: [Date]
8. Confidentiality
Include a confidentiality statement to protect sensitive information.
- Confidentiality Clause: "All information provided in this RFP and during the consultant selection process shall remain confidential and shall not be disclosed to any third party without the express written consent of [Your Organization’s Name]."
9. Terms and Conditions
Outline any legal terms or conditions.
- Contract Terms: Briefly mention the key terms of the contract that will be issued to the selected consultant.
- Reservation of Rights: State that your organization reserves the right to reject any or all proposals, to negotiate with any or all consultants, and to accept proposals that are deemed to be in the best interest of the organization.
- Non-Binding: Clarify that the RFP does not bind the organization to any agreement with any consultant.
[Your Name/Position]
[Your Contact Information]
[Your Organization’s Name]
