Example of a Request for Proposals

When a nonprofit wants to recieve bids from a consulting firm it is typical to send out Request for Proposals (RFP's) to several consulting groups.  Below is an example of an RFP requesting help in creating a strategic plan.

RE: Request for Proposals and Application        FROM: LMNOP Philharmonic

Background on the LMNOP Philharmonic

The LMNOP Philharmonic is one of the oldest orchestras in the country and is nationally recognized as one of the top orchestras of similar budget size.  Each year the Philharmonic presents five symphonic concerts and five pops concerts in the historic Grand Theatre in downtown Our Town, XY.  Programs also promote a strong regional presence, with annual concerts taking place in Middletown, Beach Front, and Plainsville, XY.  The LMNOP Philharmonic also provides community outreach services, such as a free concert on the beautiful Erie bayfront at the end of each summer, and a series of free ensemble performances held during the lunch hour throughout the summer. 

Organizationally, the Philharmonic has always demonstrated a strong commitment to educational activities.  The first youth concert on record took place on December 13, 1945.  Sixty plus years later, the program has grown to include two sell-out youth concerts, reaching a total of 4,400 school-age children.  The Junior Philharmonic is also an active part of the local community. In addition to weekly rehearsals that take place from October through May of each year, Junior Philharmonic musicians present multiple concerts - two stand alone concerts, two ensemble concerts, a tour to regional schools, and a performance with the LMNPO Philharmonic for a selection during a regular season performance.

A volunteer chorus is maintained to provide vocal accompaniment for two concerts each season.  A roster of 75 paid musicians, six full time employees, and three part-time employees is maintained to present these services to the community.

Reason for Planning
As the LMNOP Philharmonic approaches our 100^th Anniversary season during our 2013-2014 season, our board of directors recognizes the need to have a strategic plan to carry us through that historical landmark.  The LMNOP Philharmonic has lacked a strategic plan during recent memory as we recovered from significant financial difficulties and strived to maintain our day-to-day services.  A measure of financial stability has returned and the organization feels it needs to become stronger through growth and vision rather then cutbacks.  In 2007 we hired an artistic leader who can help us grow and prosper in conductor John Musical.  Maestro Musical has signed a contract to be with the LMNOP Philharmonic through at least our 100^th anniversary season.

More recently a new executive director was hired in August 2010 so the time is ripe to engage our constituencies in charting a new vision and path for the LMNOP Philharmonic.  Also strongly related to the need for a strategic plan and vision statement is the LMNOP Phil’s desire to have an Endowment Campaign around our 100^th Anniversary.  A strategic plan and vision for the future will help formulate a case for support for the Endowment Campaign and identify specific growth projects that will be in need of funding.

Type and Key Elements of Planning Process Desired

The LMNOP Philharmonic is interested in an experienced consultant who will lead us through the following 10 Steps or similar steps:

o   Step 1: Initiate and Agree on a Strategic Planning Process

            o   Step 2: Clarify Organizational Mandates
            o   Step 3: Identify and Understand Stakeholders, Develop and Refine Mission and
                              Values, and Consider Developing a Vision Statement
            o   Step 4: Asses the Environment to Identify Strengths, Weaknesses, Opportunities, and
                              Challenges
            o   Step 5: Identify and Frame Strategic Issues
            o   Step 6: Formulate Strategies to Manage the Issues
            o   Step 7: Review and Adopt the Strategic Plan
            o   Step 8: Establish an Effective Organizational Vision for the Future
            o   Step 9: Develop an Effective Implementation Process
            o   Step 10: Reassess Strategies and the Business Planning Process

The LMNOP Philharmonic realizes that we are seeking a professional consultant because we are in need of guidance; therefore, we are open-minded to a proposal that shows variations on what we believe is needed and justifies those variations strongly.

Description of Resulting Plan

The LMNOP Philharmonic is interested a four year strategic and organizational development plan covering July 1, 2011 – June 30, 2015.  This would carry us through our 100^th anniversary plus one year. 

Timeline

The LMNOP Philharmonic is interested in having the planning process and initial interviews commence January 2011 with full constituency participation in March/April 2011 and completion of plan by May 9, 2011 for adoption by the Board of Directors at the May 19 Directors meeting and presentation to stakeholders at the June 28, 2011 annual meeting.

Application Procedures

·         Please provide a brief proposal outline addressing the 10 Steps the LMNOP Philharmonic feels are needed in this process (or your variation on them) and how your company would facilitate this process.
·         Please provide an approximate outlined cost of services.
·         Please provide three client references for organizations you have consulted with in the past.

Please submit your proposal to:

Joe Smith
123 Sesame Street
Our Town,  XY 12345
Joe@LMNOP.org

Proposal deadline: October 29, 2010.