Overview
The Hypatia Collaborative, a shared services organization (SSO), is dedicated to enhancing the capacity of nonprofits in the St. Petersburg area. Our primary objective is to strengthen administrative, operational, and programmatic capabilities within the nonprofit sector, promoting sustainability and resilience. We offer a comprehensive suite of capacity-building and administrative support services, including fundraising and development training, grant writing and administration, financial and human resources assistance, and legal services. This Request for Proposals (RFP) aims to identify vendors capable of providing general nonprofit administration and/or operational services to further support the nonprofit ecosystem in St. Petersburg.
Summary
This Request for Proposals (RFP) will establish a pool of pre-qualified vendors capable of delivering/providing general nonprofit administration and/or operational services for Hypatia Collaborative. Entry into the pre-qualification pool is not a contract between Hypatia Collaborative and any member of the pool but rather is an acknowledgment that the pool member satisfies the pre-qualification criteria set forth below for membership in the pool. Pre-qualified vendors will be invited to participate in future spot market competitions. The pool shall remain open for the term of the RFP, enabling vendors to qualify at any time after the initial RFP opening date.
Scope of Work
The administrative and capacity-building services include but are not limited to the following services:
Fundraising and Development Training and Planning:
- Develop comprehensive training programs tailored to the needs of nonprofit organizations in St. Petersburg.
- Offer workshops and seminars on fundraising strategies, donor cultivation, and development planning.
- Provide individualized consultations to assist nonprofits in crafting effective fundraising campaigns and strategies.
- Assessment of fundraising practices and strategies.
- Development of diversified fundraising plans, including individual giving, grants, and events.
Grant Writing and Administration:
- Prepare grant proposals on behalf of nonprofit organizations, adhering to the guidelines of various funding agencies.
- Conduct research to identify potential grant opportunities aligned with the missions and goals of client organizations.
- Assist in the administration of grants, including reporting requirements and compliance.
Finance and Human Resources Support:
- Offer financial management services, including budget development, financial analysis, and reporting.
- Provide guidance on financial best practices and strategies for fiscal sustainability.
- Offer human resources support, including assistance with personnel policies, recruitment, and compliance with employment regulations.
Legal Services:
- Offer legal counsel and guidance on nonprofit governance, compliance, and risk management.
- Assist in drafting and reviewing legal documents, such as contracts, bylaws, and policies.
- Provide representation and advocacy on legal matters affecting nonprofit organizations.
Leadership Development and Strategic Planning:
- Facilitation of strategic planning sessions to define mission, vision, and goals.
- SWOT analysis to identify strengths, weaknesses, opportunities, and threats.
- Development of strategic plans outlining objectives, strategies, and action steps.
- Assistance with implementation and monitoring of strategic initiatives.
Board Development:
- Board training and workshops on governance, roles, and responsibilities.
- Assistance with board recruitment, orientation, and succession planning.
- Facilitation of board retreats to align goals and enhance effectiveness.
Program Development and Evaluation:
- Assistance with program design, implementation, and evaluation.
- Evaluation of program outcomes and impact to inform decision-making.
- Capacity-building support to enhance program effectiveness and sustainability.
Marketing and Communications:
- Development of marketing and branding strategies to raise awareness and visibility.
- Creation of communication plans and materials to engage stakeholders.
- Training on social media management, storytelling, and public relations.
Leadership Development:
- Coaching and mentoring for executive directors and key staff members.
- Leadership training and workshops to develop management skills.
- Succession planning to ensure continuity of leadership.
Collaboration and Partnerships:
- Facilitation of partnerships and collaborations with other organizations and stakeholders.
- Networking opportunities and resources to foster collaboration within the nonprofit sector.
- Training on partnership development, negotiation, and relationship management.
Diversity, Equity, and Inclusion (DEI) Training:
- Workshops and training sessions on DEI principles and practices.
- Assessments and audits to identify areas for improvement in diversity and inclusion.
- Development of DEI action plans to foster a more inclusive organizational culture.
Technology and Systems Integration:
- Assessment of technology needs and recommendations for software solutions.
- Training on database management, CRM systems, and online fundraising platforms.
- Assistance with website development, social media integration, and digital marketing strategies.
Other Nonprofit Consulting
We welcome other services not considered or listed in this RFP.
Proposal Submission Guidelines
Interested vendors must submit the following documents as part of their proposal:
- A cover letter introducing the vendor and expressing interest in the opportunity
- Company profile, including an overview of services, expertise, size of personnel and relevant experience
- Proposed approach and methodology for delivering services to small and grassroots nonprofits
- Proposed Services: Detailed description of the services offered, including customization options and pricing structure.
- Detailed pricing and fee structure for your services
- References from past clients or organizations served
Evaluation Criteria
Criteria for evaluating proposals, including but not limited to:
| Criteria | Description | ||
| Experience and Expertise | Demonstrated experience and expertise in providing products or services relevant to the RFP requirements.Clear evidence of past successful projects, case studies, or client testimonials showcasing expertise in the field. | ||
| Reputation and References | Positive reputation within the industry and among past clients, supported by strong references or testimonials.Evidence of reliability, trustworthiness, and professionalism in previous engagements. | ||
| Compliance and Certifications | Compliance with all relevant laws, regulations, and industry standards applicable to the products or services offered.Possession of relevant certifications, accreditations, or qualifications demonstrating adherence to best practices and regulatory requirements. | ||
| Financial Stability | Evidence of financial stability and solvency, including a strong financial track record, positive cash flow, and minimal debt or liabilities.Ability to meet contractual obligations and deliver products or services within budgetary constraints. | ||
| Capacity and Resources | Demonstrated capacity and resources to fulfill the requirements of the RFP, including adequate staffing, infrastructure, and technical capabilities.Ability to scale operations as needed to accommodate project scope and complexity. | ||
| Quality Assurance and Performance | Commitment to delivering high-quality products or services, with established quality assurance processes and performance metrics.Track record of meeting or exceeding client expectations, deliverables, and performance standards. | ||
| Customer Service and Support | Dedication to providing exceptional customer service and support throughout the engagement lifecycle.Accessibility, responsiveness, and willingness to address client inquiries, concerns, or issues in a timely and professional manner. | ||
| Innovation and Adaptability | Culture of innovation and continuous improvement, with a focus on leveraging emerging technologies, best practices, and industry trends.Flexibility and adaptability to accommodate changing client needs, market dynamics, and regulatory requirements. | ||
| Ethical and Social Responsibility | Commitment to ethical business practices, integrity, and social responsibility in all aspects of operations.Consideration of environmental, social, and governance (ESG) factors in business decisions and practices. | ||
| Risk Management and Contingency Planning | Implementation of robust risk management practices and contingency plans to mitigate potential risks and disruptions.Proactive identification and management of risks, with clear communication and collaboration to address and resolve issues effectively. | ||
Proposal Format and Content
Required sections or components to be included in proposals, such as:
- Executive Summary (1 page)
Please provide a brief description of your services, company (if applicable), and how your organization aligns with the values and mission of the Hypatia Collaborative.
- Company Overview (1-2 pages)
Please provide a brief description of the history of your organization or practice, industry certifications and/or licenses, your financial track record as a business or contractor, ability to provide services to multiple clients with diverse needs, and your commitment to ethical business practices and advancing the nonprofit ecosystem in St. Petersburg, Florida.
The following evaluation criteria should be considered in this section:
- Compliance and Certifications
- Financial Stability
- Capacity and Resources
- Ethical and Social Responsibility
- Proposed Approach and Methodology (3-4 pages)
Please provide a description of how you approach working with clients, your management process and style, quality assurance processes, track record of meeting or exceeding client expectations, approach to customer service and client relationship management, and your method of integrating new technology or practices to meet client needs, changing market conditions and practices, and regulatory compliance.
The following evaluation criteria should be considered in this section:
- Quality Assurance and Performance
- Customer Service and Support
- Innovation and Adaptability
- Service Provision and Deliverables (1-2 pages)
Please provide a description of the services that you or your organization provides with specific attention to how you have and would provide them to small and grassroots nonprofit organizations. Please include information about your risk management plans and how you would ensure that there is no disruption in service delivery.
The following evaluation criteria should be considered in this section:
- Risk Management and Contingency Planning
- Team Qualifications and Experience (1 page + CVs/Resumes)
Please provide a brief description of you and/or your organization’s qualifications and experience providing the above services. Please include resumes and/or CVs for all personnel included in this proposal.
The following evaluation criteria should be considered in this section:
- Experience and Expertise
- Pricing and Cost Breakdown (1 page)
Please provide a breakdown of your service rates and/or pricing per service. This can include flat rates or hourly rates here.
- References and Case Studies (1-4 pages)
Please provide three client references (name, email, and phone number) and one sample of your work for our review. The work product sample should include a summary of the project or service, goals of the engagement and specific achievements relative to the service provided to the client.
The following evaluation criteria should be considered in this section:
- Reputation and References
Terms and Conditions
- Introduction:
- These standard terms and conditions (“Terms”) govern the submission, evaluation, and selection of proposals in response to the Request for Proposal (RFP) issued by The Hypatia Collaborative (“Organization”).
- Proposal Submission:
- Proposals must be submitted by the specified deadline and in the format outlined in the RFP document.
- Late submissions will not be considered unless explicitly permitted by the Organization.
- Acceptance of Proposals:
- Submission of a proposal constitutes acknowledgment and acceptance of these Terms.
- The Organization reserves the right to accept or reject any or all proposals received in response to the RFP.
- Confidentiality:
- All information provided in proposals shall be treated as confidential and used solely for the purpose of evaluating proposals.
- Proposers shall not disclose any confidential information obtained from the Organization or other proposers during the RFP process.
- Ownership of Proposals:
- All proposals submitted in response to the RFP become the property of the Organization and will not be returned to proposers.
- The Organization reserves the right to use, reproduce, or modify proposals for evaluation purposes and future reference.
- Evaluation Process:
- Proposals will be evaluated based on predetermined criteria outlined in the RFP document.
- The Organization may conduct interviews, site visits, or request additional information from proposers as part of the evaluation process.
- Award of Contract:
- The Organization reserves the right to award the contract to the proposer(s) deemed most advantageous based on evaluation criteria.
- Award of the contract is contingent upon successful negotiation of terms and execution of a formal contract between the parties.
- Modification or Withdrawal of Proposals:
- Proposals may be modified or withdrawn by proposers prior to the submission deadline.
- Once submitted, proposals may not be modified or withdrawn except under exceptional circumstances and with prior approval from the Organization.
- Costs Incurred by Proposers:
- Proposers shall bear all costs associated with the preparation and submission of proposals.
- The Organization shall not be liable for any costs incurred by proposers in connection with the RFP process.
- Amendment of Terms:
- The Organization reserves the right to amend or modify these Terms at any time, with notice provided to all proposers.
- Amendments to these Terms shall be binding on all proposers and incorporated into the RFP document.
- Governing Law and Jurisdiction:
- These Terms shall be governed by and construed in accordance with the laws of the state of Florida.
- Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of the state of Florida.
By submitting a proposal in response to the RFP, proposers agree to abide by these standard terms and conditions. Any deviation from these terms must be agreed upon in writing by both parties prior to contract execution.
Timeline
| Submission Question Deadline | Rolling Deadline |
| Submission Deadline | Quarterly: June 1, 2024; September 1, 2024; December 1, 2024 by 5pm |
| Review Period* | We will review applications (Quarterly: June 15, 2024; September 15, 2024; December 15, 2024) |
| Questions Submitted to Candidates for Further Consideration | Quarterly: June 30, 2024; September 30, 2024; December 30, 2024 |
| Question Response Deadline | Quarterly: Within seven (7) days of receipt |
| Award Notification | Quarterly: July 15, 2024; October 15, 2024; January 15, 2025 |
Contact Information
Contact details for inquiries or clarification regarding the RFP, including the name, email address, and phone number of the designated contact person.
For inquiries or clarifications regarding the RFP, please contact contact@hypatiacollaborative.co.
Submission Instructions
Proposals must be submitted quarterly: June 1, 2024; September 1, 2024; December 1, 2024 by 5pm to via this form: https://form.asana.com/?k=kw-ZTKsGcwCfgV8dMRxIDg&d=1206197966693715.
Please make sure to select the correct RFP option for your organization in the form.
Late proposals will not be considered.
Evaluation Process
Proposals will be evaluated based on the specified criteria, and shortlisted candidates may be invited for further discussions or presentations.
Additional Information:
- The Hypatia Collaborative reserves the right to accept or reject any proposals received.
- The selected vendor(s) will be required to enter into a formal agreement with the Hypatia Collaborative outlining the terms and conditions of the engagement.
- This RFP does not constitute a commitment to award a contract.
- All proprietary information provided in proposals will be treated as confidential.
Conclusion
The Hypatia Collaborative looks forward to partnering with experienced and dedicated vendors to enhance the capacity and sustainability of nonprofit organizations in St. Petersburg. We welcome innovative solutions and collaborative approaches to address the evolving needs of our nonprofit community. Thank you for your interest in supporting our mission.
