PROGRESSIVE INTERCULTURAL COMMUNITY SERVICES SOCIETYAgency Location
205 - 12725 80 AVENUEContact Person
LOWER MAINLANDPosition/Job Title
DEVELOPMENT - FUNDRAISING FIRM / CONSULTANTProgram
DIVERSITY VILLAGE LONG TERM CAREService Area
From: Progressive Intercultural Community Services (PICS) Society
To: Fundraising Firm/Consultant
Date: March 19, 2018
Request for Quote (RFQ) – Development - Fundraising Firm/Consultant
RFQ No.: F1
Closing Date: April 27, 2018
Delivery Location: #205 - 12725 80th Avenue, Surrey BC
Progressive Intercultural Community Services (PICS) Society (the “Client”) is putting together a list of Fundraising/Consultant Firms to develop and manage a major corporate fundraising campaign for PICS Diversity Village.
PICS Diversity Village is a culturally sensitive “long-term”, “extended”, “congregate” or “complex care” facility for seniors. A facility designed to meet the Social, Cultural and Dietary needs of members of the multicultural community who need the long-term care home to maintain their lifestyle.
Request for Quotation:
PICS requests that Fundraising Firm/Consultant respond regarding the requirements described in the tables herein.
PICS is seeking quotes from qualified development/fundraising consultant individuals or firms, referred to as the “Quoter”, to assist in its fundraising efforts, in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ). The quotes 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 PICS’s requirement and working environment. The successful quoter will be awarded a professional services contract in accordance with PICS’s established contracting procedures.
About PICS Society
Progressive Intercultural Community Services (PICS) Society was established in 1987 and is a CARF, International accredited community-based non-profit service provider with an annual budget of $8.5 million that assists immigrants and the local community members by providing a comprehensive network of services and programs in the Lower Mainland with offices located in Surrey and Vancouver. PICS services focus on a full range of support activities that involve: informing, training, guiding, mentoring, counselling, educating, bridging, nurturing and empowering its clients to build a more inclusive and respectful society.
Increased public engagement with mainstream community through media coverage of PICS that is more informed, and more transparent. The public at large will benefit.
Eligibility to Submit
To be considered and chosen for this requirement, firms must demonstrate that they specialize in the development and fundraising activities with a particular interest in non-profit organizations and non-profit sectors. In addition, firms must submit additional information and adhere to the schedule as specified in this RFQ.
The proposing firm must demonstrate that they, or the principals assigned to the project, have successfully completed services, similar to those specified in the Scope of Work section of this RFQ, to institutions similar in size and complexity to PICS.
The purpose of this engagement is to develop and manage a fundraising plan and integrate their knowledge and experience into its successful implementation. PICS is launching a $5 million campaign aimed at both the start-up construction phase and the sustainability of Diversity Village. The ideal candidate should meet the requirements identified in the attached profile for the position. Additional documents will be made available to the successful Contractor to further inform them of the requirements and it is expected that the Contractor will meet with representatives of PICS to gain a full understanding of the requirement prior to initiating search activities.
PICS intends to enter into one agreement for Development and Fundraising for a one-year period (on an as needed basis) with an option to extend the agreement based on results.
Release: March 19, 2018
Submission: April 27, 2018
Decision: May 18, 2018
Implementation/Execution: May 14, 2018
The quoter will describe plans and the approach for accomplishing the services requested. The information provided should be in enough detail so as to enable PICS to determine whether the quoter understands the effort to be accomplished. It should outline the steps for services to be provided.
•A narrative entitled “Approach” that clearly illustrates how the quoter will complete the scope and services indicated in this RFQ and include a budgetary estimate to implement the approach.
•A narrative entitled “Understanding” that illustrates the quoter’s understanding of PICS’s requirements and the associated schedule as stipulated in this RFQ.
•A narrative entitled “Management” that clearly illustrates how the quoter will manage the contract, ensure completion of the scope of services and accomplish the objective defined in the RFQ. The Cost QuoteScope of Work PICS seeks a Fundraising Firm/Consultant to approach the local South Asian community and mainstream community within Metro Vancouver B.C. to raise funds for Diversity Village. In addition, total event planning for a fundraising gala in October 2018 is required. The successful quoter will have superior relationship building skills, grant writing and communications skills. The quoter will have a creative approach to cultivating new and current supporters. This is an as needed basis contracted position.
• The cost quote should include proposed costs and any other rate amounts or costs associated with the quote.
2.This contract is fee for service based. Monthly consultant payment/distributions to be contracted will be of equal sum, calculated as the contract maximum, divided by the term of the contract in months.
3.Reports should be submitted electronically to PICS on a schedule to be negotiated in the awarding of the contract. The consultant must be available, if required, to discuss reports with the CEO or Board.
Terms and Conditions
The successful contractor may be awarded a short-term professional services contract for the services identified in this RFQ and in the quote to the contractor.
Retainer – After 30 days, the quoter will be paid 1/10th of the contract. Further payments will be released at various stages throughout the process as milestones have been successfully reached and to the satisfaction of PICS.Job Posting Date
Qualifications and Requirements
•Understanding of the mission of PICS and a commitment to its goals and objectives.
•Knowledge and familiarity with the South Asian and mainstream communities and/or the media.
•Excellent interpersonal, oral and written communication skills, including speaking in a compelling way about PICS, its mission and funding goals with individuals and groups within the corporate and foundation sectors.
•Excellent organizational, time management, project management and follow-up skills with a high sense of urgency, demonstrated ability to meet deadlines, and successful handling of multiple projects concurrently.
•Ability to work both independent and collaboratively.
•Ability to lead and carry-out the research and development of funding requests and reports.
•Strong work ethic and positive attitude, and an ability to be flexible to do what it takes to get the job done.
•Prior grant writing and fundraising experience.
•Excellent Public Speaking Skills and presentation.
•Comfort in engaging in cultivation, solicitation and stewardship of corporate donors and sponsors.
•Prior experience working with non-profit organizations and board of directors.
•Experience working with medium size organizations.
•Eagerness/ability to identify challenges and implement solutions.
The candidates should provide the following services as a minimum but not limited to:
1.Meet with PICS to outline a strategy for carrying out the fundraising, including integration of the current fundraising plan and the added value they may provide.
2.Identify potential contacts and outreach to potential supporters including direct solicitation of interest from target supporters.
3.Review PICS’s funding sources for prospects and coordinate the production of government, foundation and corporate funding requests to meet all requirements.
4.Research and write high quality grant applications to funders, donors & sponsors with optimal chances of successful award, with a minimal target of $5 million. Number of grant applications and time frame to be determined.
5.Total event planning for a major fundraising gala in October 2018 is required. Responsibilities include raising awareness for PICS Diversity Village and raising money. The process of planning, coordinating and executing the event may include; budgeting, scheduling, site selection, acquiring necessary permits, coordinating transportation and parking, arranging for speakers or entertainers, arranging decor, event security, catering, coordinating with third party vendors, and emergency plans.
6.Prepare activity reports regularly to keep PICS informed of the level of activity. Number of reports to be determined.
7.Identify new prospects from outside the current donor pool, cultivate those relationships and identify gift opportunities that match the donor interest, make recommendations on prospective sources of funding and fundraising and secure major gifts from these prospects.
8.Proactively explore options for identifying major donor prospects and participate in donor/prospect cultivation, solicitation and stewardship activities. The consultant will provide a brief monthly report that will include a status update on grant applications activity during the reporting period, results during the reporting period and contact information for all new prospective donors identified during the reporting period.Experience and Skills
Experience and Qualifications
•A brief descriptive statement indicating the quoter’s credentials to be delivered under this RFQ.
•A brief description of the quoter’s background and organizational history.
•Number of years in business.
•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 quoter’s plan for working with PICS to ensure maximum implementation of the Society’s goals and objectives.
•A brief summary of fundraising experience.Days and Hours of Work
n/aWage & Salary
To be discussedBenefits
n/aExpected Start Date
1.Quote should be submitted Electronically to: Executive Administrative Assistant
4.Your Quote will become part of the contract if your quote is selected for award. Price quotations and other time dependent information contained in your quote shall remain firm for a minimum of 90 days from the quote submission deadline.
5.All costs associated with the development and presentation of the quote will be at the sole expense of the proposer and will not be reimbursed by PICS.
6.Quotes and all supporting documentation will become the property of PICS and will not be returned. PICS has the right to copy the materials for evaluation and informational purposes.
7.Any questions or concerns regarding this RFQ or inquiries regarding the RFQ process and quote submission must be in writing and must be submitted via email no later than April 27, 2018.
8.Finalists may be asked to present their quotes in person.
9.Finalist will be required to undergo a background check.
10.PICS reserves the right to reject any and all quotes.
11.PICS is under no obligation to award the contract to the quoter that reflects the lowest cost. Quoter Format and Content
12.Quoter 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 quote should be directly related to one or more of the content sections.Submit one electronic copy of the quote.
1.Limit the quote to 8 pages or less (not including attachments).
2.For ease of reading, use 1.5 spacing, 1-inch margins and 12-point font size (Times New Roman).
3.Must contain a cover letter, experience and qualifications, the approach and fee structures.
4.The Cover Letter should include:
•Legal name of the company or individual
•A statement that the quote 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 quote
•The signature of a company officer or individual who can bind the quoter to the provisions of this RFQ and any agreements awarded pursuant to it.How to Submit Application
Quote should be submitted Electronically to: Executive Administrative Assistant