HomeMy WebLinkAboutRFP - P767 FUNDRAISING CONSULTANT FOR MUSEUMServices
of Fort Collins
Purchasing Division
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
NG CONSULTANT AND GRANT WRITER FOR MUSEUM
PROPOSAL NO. P-767
The City of Fort Collins is requesting proposals from fundraising consultants to spearhead a
fundraising campaign for the Fort Collins Museum to raise approximately $200,000 towards site
improvements and new exhibits The consultant will be involved in writing grants to federal and
state agencies, foundations, corporations and individuals, researching potential funders, making
personal contact with funders, organizing site visits, and acting as an adjunct team member of
the Fort Collins Museum staff The Fort Collins Museum is located at 200I Mathews, Fort
Collins, Colorado This contract is a one year contract with 3 optional years to renew
Written proposals, (5) will be received at the City of Fort Collins Purchasing Division, 256 West
Mountain Avenue, Foil Collins Colorado 80521 Proposals will be received before 3:00 P.M.
(our clock), July 26, 2000. Proposal No. 767.
ning questions concerning the Fort Collins Museum should be directed to the Museum
Jill Stilwell, (970) 221-6738
)sing questions regarding the proposal submittal or the process should be directed to
Stephen, CPPB, Buyer, (970) 221-6775 or fax (970)221-6707 E-mail address
=_ a-ci fort-collins cc us
Sales Prohibited/Conflict of Interest No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered This rule also applies to subcontracts with the City Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited
isive or sham proposals Any proposal deemed to be collusive or a sham
;ted and reported to authorities as such Your authorized signature of this I
such proposal is genuine and is not a collusive or sham proposal
City of Fort Collins reserves the right to reject any and all proposals
ulanties or informalities
Coo
B C' eill'I , CPPO
r of Purchasing & Risk Management
I will be
assures
to waive any
W Mountain Avenue • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 •I FAX (970) 221-6707
contract interpretations, change orders, and other clarification or instruction shall be
directed to the City Representative
8 Protect Drawinos [Optional] Upon conclusion of the project and before
final payment, the Professional shall provide the City with reproducible drawings of the
protect containing accurate information on the protect as constructed Drawings shall be
of archival quality, prepared on stable mylar base material using a non -fading process to
prove for long storage and high quality reproduction
9 Monthly Report Commencing thirty (30) days after the date of execution
of this Agreement and every thirty (30) days thereafter, Professional is required to
provide the City Representative with a written report of the status of the work with
respect to the Scope of Services, Work Schedule, and other material information
Failure to provide any required monthly report may, at the option of the City, suspend the
processing of any partial payment request
10 Independent Contractor The services to be performed by Professional
are those of an independent contractor and not of an employee of the City of Fort
Collins The City shall not be responsible for withholding any portion of Professional's
compensation hereunder for the payment of FICA, Workers' Compensation, other taxes
or benefits or for any other purpose
11 Personal Services It is understood that the City enters into this
Agreement based on the special abilities of the Professional and that this Agreement
shall be considered as an agreement for personal services Accordingly, the
Professional shall neither assign any responsibilities nor delegate any duties arising
under this Agreement without the prior written consent of the City
12 Acceptance Not Waiver The Cdy's approval of drawings, designs, plans,
specifications, reports, and incidental work or mateitals furnished hereunder shall not in
any way relieve the Professional of responsibility for the quality or technical accuracy of
10
the work The City's approval or acceptance of, or payment for, any of the services shall
not be construed to operate as a waiver of any rights or benefits provided to the City
under this Agreement
13 Default Each and every term and condition hereof shall be deemed to be
a material element of this Agreement In the evenll either parry should fad or refuse to
perform according to the terms of this agreement, such party may be declared in default
14 Remedies In the event a party has been declared in default, such
defaulting party shall be allowed a period of ten {10) days within which to cure said
default In the event the default remains uncorrected, the party declaring default may
elect to (a) terminate the Agreement and seek damages, (b) treat the Agreement as
continuing and require specific performance, or (c) avail himself of any other remedy at
law or equity If the non -defaulting party commences legal or equitable actions against
the defaulting party, the defaulting party shall be liable to the non -defaulting party for the
non -defaulting party's reasonable attorney fees and costs incurred because of the
default
15 Binding Effect This writing, together with the exhibits hereto, constitutes
the entire agreement between the parties and shall be binding upon said parties, their
officers, employees, agents and assigns and shall inure to the benefit of the respective
survivors, heirs, personal representatives, successors and assigns of said parties
16 Law/Severability The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement In the event
.any provision of this Agreement shall be held invalid or unenforceable by any court of
competent jurisdiction, such holding shall not invalidate or render unenforceable any
other provision of this Agreement
11
1
M
17 Special Provisions [Optional] Special provisions or conditions relating to
the services to be performed pursuant to this Agreement are set forth in Exhibit "C",
consisting of _ ( ) page[s], attached hereto and incorporated herein by this
reference
THE CITY OF 17ORT COLLINS, COLORADO
0
John F Fischbach
City Manager
By
James 13 O'Neill II, CPPO
Director of Purchasing & Risk Management
DATE
ATTEST
City Clerk
APPROVED AS TO FORM
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as ___[insert name of business]
By
Title
CORPORATE PRESIDENT OR VICE PRESIDENT
Date
ATTEST
Corporate Secretary
(Corporate Seal)
12
1.0: Proposal Requirements
1 1 General Description
The City of Fort Collins is soliciting proposals from consulting experts in the field
of fundraising Consultants must have experience and proven results in
fundraising for non-profit organizations and museums The City of Ft Collins is
interested in securing approximately $200,000 towards site improvements and
new exhibits at the Fort Collins Museum. The consultant will be involved in
writing grants to federal and state agencies, foundations, corporations and
individuals, researching potential funders, making personal contact with funders,
organizing site visits, and acting as an adjunct team member of the Fort Collins
Museum staff The Fort Collins Museum is located at 200 Mathews, Fort Collins,
CO
1 2 Timeframe for the project
This project shall be completed within one year from the notice toy proceed
1 3 Proposal Submittal
The City of Fort Collins shall not reimburse any firm for the cost incurred in the
preparation and presentation of their proposal
Firms submitting proposals shall submit (5) copies of the proposal with the
following information
a The name of the company and the individual who will oversee the
consulting and/or solicitation process
b References from two or more current or past clients preferably
governmental entities or museums in Colorado, which have used this
firm for similar services, including a contact name, telephone number
and mailing address
c A written description of your experience prepa
submission to federal, state, corporate or foun
Please clearly identify the grant(s) sought, your role
proposal, how you worked with your client, how yoi
the grantors, and the size of the award, if any (two p
Include any experience you have had with Colora
granting agencies, corporations, or foundations
d Describe what resources you would expect the IV
as well as the role you would expect the Mus
successful fundraising effort (one page maximum)
e Provide a listing of any and all organizations to 1
provided fundraising services during the past three
ng grants for
3tion grantors
n preparing the
interacted with
]es maximum)
o and national
n to provide,
to play in a
you have
Include
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lr,
Of
is
the name, city, state, and telephone number of the organization,
name of client's principal manager for the protect, and a one -
sentence description of the nature, scope and size of the protect
Please note that in submitting this proposal you are authorizing the
City of Fort Collins to contact any and all prior clients
f Please provide a description of your approach to pricing and costs
for fundraising Quote the dollar amount you would charge to
perform the consultation and scope of work described in this RFP
g Indicate how much time each month you could dew Ite to this protect
during the next year
h The proposal must be signed by a duly authorized representative of
the firm submitting the proposal The signature shall include the title
of the individual signing the proposal
1 4 Service Agreement
Contractor must enter into the attached professional services l agreement and
provide the required insurance (Exhibit `B") This agreement is effective for one
year from the date on the service agreement At the option of the City, the
Agreement may be extended for additional one year periods not to exceed three
(3) additional one year periods Pricing changes shall be negotiated by and
agreed to by both parties and may (unless approved in writing)' not exceed the
Denver - Boulder CPI-U as published by the Colorado State Planning and Budget
Office Written notice of renewal shall be provided to the Service Provider and
mailed no later than ninety (90) days prior to contract end
2.0: Background
City of Ft Collins Museum was established as the Pioneer Museum in
unteer run, the Museum existed as a "Cabinet of Curiosities" with little focus
31s or service to the community In 1978, the museum moved into the 1904
(ding and became the Fort Collins Museum The Fort Collins Museum is pa
rvices Department within the Cultural, Library, Recreation Services area of
Ilins The Museum's mission is "to engage and inspire our audiences to expl
.he peoples and environments of the Cache la Poudre River valley The Fort
i dynamic educational institution that provides opportunities to learn, reflect, e
;eum completed a National Endowment for the Humanities planning I
the visitor experience through new interpretive exhibits and improve
iwlding The Museum now seeks implementation funds for the planned
The scope of services should serve as a basic guide to the type of infoi
for However, if there are other procedures that the respondents seem
included in the scope, please bring them to our attention
941 Primarily
in its collecting
arnegie Library
of the Cultural
he City of Fort
ire the legacies
;ollins Museum
id have fun "
ant in 1999 to
access to the
we are looking
ant. and are not
91
Section 3 0:
Scope of Work
1 31
The consulting firm shall develop, submit, and monitor a re
grant proposals to foundations, corporations, state and fede
individuals to produce $200,000 for the Fort Collins Museum
32
The consulting firm shall review with City representatives the
the Museum, its fundraising successes and its current needs
and direct contact with Museum staff, board, and volunteers
33
The consulting firm shall research links between the MUSE
potential funders and develop a resource list of such prospects
34
The consulting firm shall develop a strategy for approachi
fundei and tailor proposals to each potential funders guidelines
35
The consulting firm shall develop a template grant application
protect and future protects
36
The consulting firm shall create opportunities with funders for s
visits
37
The consulting firm shall perform site visits with Museum repre:
38
The consulting firm shall track proposals throughout the
providing status reports to Museum representatives and a final
site number of
agencies, and
history of
site visits
protect and
each potential
be used for this
and site
ing process,
Section 4.0: Evaluation
41 Evaluation and Assessment of Proposal
An evaluation committee shall rank the interested firms based on their written
the ranking system set forth below Firms shall be evaluated on the following Grit
I
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average
outstanding rating Recommended weighing factors for the criteria are listed
qulavication
3roposals using
atmg, and 5 an
adjacent to the
Weighting
Qualification
Standard
Factor
Does the proposal show an understanding of the
1 0
Scope of Proposal
proposal objective, methodology to be used, and
results that are desired from the project?
Does the consultant have the needed experience to
successfully complete the project? Does the
20
Experience
consultant have experience with museums and an
understanding of the museum industry?
2 0
Availability
Can the consultant complete the work on time?
I
Is the consultant interested in completing this
1 0
Motivation
project? Do they have proven success?
2 0
Cost
Do the proposed cost and work hours compare
favorably with the Project Manager's budget?
Does the consultant have the capabilities and
support to perform the required scope of work? Has
2 0
Firm Capability
the consultant done previous projects of this type
and scope?
2) Reference Evaluation (Top -ranked firms)
The Project Managers will check references using the following criteria The evaluation
rankings will be labeled Satisfactory / Unsatisfactory
3) Qualification and Standard
a Overall Performance - Would you hire this company again?
b Timetable - Was the original Scope of Work completed within the specified time? Were
interim deadlines met in a timely manner?
c Completeness - Was the company responsive to client needs, did the company
anticipate problems? Were problems solved quickly and effectively?
5
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d Budget Was the original Scope of Work completed within the project budget?
e Job Knowledge - Did company personnel exhibit the knowledge and skills
necessary for the efficient completion of the Scope of Work?
Section 5.0. Proposal Acceptance
All proposals shall remain subject to initial acceptance 90 days after the da of submittal
Consulting firm may be selected on the basis of written proposals or up to three
respondents may be called in for interviews Interviews will be rated using the same
criteria as the written proposals
12
f
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set fc
and between THE CITY OF FORT COLLINS, COLORADO, a Municipal
i below, by
hereinafter referred to as the "City" and , [insert either a corporation, a partnership
or an individual,, doing business
"Professional"
WITNESSETH
hereinafter referred to as
In consideration of the mutual covenants and obligations herein
agreed by and between the parties hereto as follows
9
Scope
of Services The
Professional agrees to prove
accordance
with the
scope of services
attached hereto as E=xhibit "A"
( ) page[s], and incorporated herein by this reference
2 The Work Schedule [Optional] The services to be
to this Agreement shall be performed in accordance with the Work
hereto as Exhibit "B", consisting of
this reference
it is
services in
ng of
pursuant
attached
( ) page[s], and incorporated herein by
3 Tie of Commencement and Completion of Service The services to be
performed pursuant to this Agreement shall be initiated within
following execution of this Agreement Services shall be completed no I;
Time is of the essence Any extensions of the time limit set forth above
upon in writing by the parties hereto
4 Early Termination by City Notwithstanding the time peric
herein, the City may terminate this Agreement at any time without cause
written notice of termination to the Professional Such notice shall be deln
_) days
than
;t be agreed
s contained
)y providing
;red at least
7
fifteen (15) days prior to the termination date contained in said notice unless otherwise
agreed in writing by the parties
All notices provided under this Agreement shall be effective when mailed, postage
prepaid and sent to the following addresses
Professorial City With Copy to
In the event of any such early termination by the City, the Professional shall be paid for
services rendered prior to the date of termination, subject only to the satisfactory
performance of the Professional's obligations under this Agreement Such payment shall
be the Professional's sole right and remedy for such termination
5 Design, Protect Indemnity and Insurance Responsibility The
Professional shall be responsible for the professional quality, technical accuracy, timely
completion and the coordination of all services rendered by the Professional, including
but not limited to designs, plans, reports, specifications, and drawings and shall, without
additional compensation, promptly remedy and correct any errors, omissions, or other
deficiencies The Professional shall indemnify, save and hold harmless the City, its
officers and employees in accordance with Colorado law, from all damages whatsoever
claimed by third parties against the City, and for the City's costs and reasonable
attorneys fees, arising directly or indirectly out of the Professional's performance of any
of the services furnished under this Agreement The Professional shall maintain
commercial general liability insurance in the amount of $500,000 combined single limits,
and errors and omissions insurance in the amount of
6 Compensation [Use this paragraph or Option 1 below ] In consideration
of the services to be performed pursuant to this Agreement, the City agrees to pay
9
Professional a fixed fee in the amount of
All such fees and costs shall not exceed
($__) plus reimbursable direct costs
I$ ) Monthly partial payments
based upon the Professional's billings and itemized statements are permissible The
amounts of all such partial payments shall be based upon the Professional's City -verified
progress in completing the services to be performed pursuant herelo and upon the City's
approval of the Professional's actual reimbursable expenses Final payment shall be
made following acceptance of the work by the City Upon final payment, all designs,
plans, reports, specifications, drawings, and other services rendered by the Professional
shall become the sole property of the City
6 Compensation [Option 11 In consideration of the services to be
performed pursuant to this Agreement, the City agrees to pay Professional on a time and
reimbursable direct cost basis according to the following schedule
Hourly billing rates
Reimbursable direct costs
with maximum compensation (for both Professional's time and reimbursable direct costs)
not to exceed ($ Monthly partial payments based upon the Professional's
billings and itemized statements of reimbursable direct costs acre permissible The
amounts of all such partial payments shall be based upon the Professional's City -verified
progress in completing the services to be performed pursuant hereto and upon the City's
approval of the Professional's reimbursable direct costs Final payment shall be made
following acceptance of the work by the City Upon final payment, all designs, plans,
reports, specifications, drawings and other services rendered by the Professional shall
become the sole property of the City
7 City Representative The City will designate, prior to commencement of
work, its protect representative who shall make, within the scope of his or her authority,
all necessary and proper decisions with reference to the protect All requests for
W