REQUEST FOR PROPOSALS for STRATEGIC PLANNING SERVICES
PURPOSE
The nonprofit SciArt Exchange is issuing a Request for Proposals (RFP) to identify qualified organizations or individual consultants to guide and execute strategic planning to achieve a sustainable funding strategy that supports mission and impact. Proposed activity will support the nonprofit with plans that provide:
ABOUT THE ORGANIZATION
SciArt Exchange - Home (SAE), founded in 2015, is a 501(c)(3) nonprofit whose vision is to maximize global human potential by fostering the knowledge and creativity of each individual and team, to expand opportunities, and solve future grand challenges on Earth and in space. The mission is to engage in space, science, the arts and technology, to spark new ways of thinking, illuminate complex concepts and advance innovative solutions.
SAE is a small remote organization with 1.75 FTE and 10 board members. Board and staff live across the country with the Founder and Executive Director located in Houston, Texas. SAE supports and provides activities that stimulate an inspired dialogue about the future and solutions to its challenges. Evidence shows that musical, literary, video and visual art can communicate science and engineering in a widely accessible and inspiring way so that people will be engaged in and educated about these topics. SAE provides art-and-science integration activities that inspire imagination and train people on creative problem solving, respect for differing views and talents, and team skills promoting innovation and collaboration. Impact to date is 18,000+ participants, 68 countries with 500+ events and 4.5+ million in-person listeners and viewers. SAE’s current (FY24) annual operating budget is roughly $160,000. Our partners represent a broad range of stakeholders including government, academia, industry, artists, scientists, educators, and those involved with or interested in space. Our intent is to foster innovation, by removing silos and promoting the communication, engagement, inclusion, creative problem solving and teamwork needed to solve our greatest problems in space and on Earth.
WHO IS ELIGIBLE TO RESPOND?
SAE seeks entities who demonstrate a strong overall understanding of nonprofit structures with mission-driven activities and have demonstrated experience with nonprofit strategic planning and revenue diversification. Ideally, entities should have knowledge of the arts and sciences and their intersection, STEAM outreach, creative problem solving, team function, and/or related experience with nonprofits with broad reach and programmatic scope. An emphasis and experience with organizations operating in a virtual environment is preferred. Familiarity with space exploration is a bonus.
SCOPE OF WORK And DELIVERABLES
We expect the project to include:
Specifics:
Perform Sector-Appropriate Market Assessment and Gap Analysis Research and related SWOT exploring:
Develop Diversified portfolio strategy for funding sustainability
Perform research and analysis:
Create an actionable plan focusing on diversified revenue that includes:
OWNERSHIP AND CONFIDENTIALITY
All intellectual property will become the property of SAE. All data remains the sole property of SAE. The consultant shall agree to keep information related to this process in strict confidence, including, but not limited to, the terms of the contract and any confidential business information or proprietary information that has been gathered on this project.
PROPOSAL FORMAT
Deliverables: Proposals are to be no longer than 15 pages in length, with the following deliverables:
General Information: The proposal should provide the name of the respondent, address, phone number, email address, and website, as applicable. The name and email address for any team members assisting in the project should also be included.
Qualifications and Roles: The proposal must describe the entity's qualifications, including those on the team who will be doing the work, such as work activities, expertise, knowledge, and experience. Experience should include examples of similar nonprofit work.
Past Performance: Please include a brief response to the following
Work Plan, Scope and Deliverables that includes:
Budget - Total contract value is not to exceed $25,000.
Note that there may be opportunity for further engagement, to be identified at a later date.
SCORING
Proposals will be reviewed and evaluated on the following criteria with “Work Plan, Scope and Deliverables” weighted more heavily than “Qualifications.” “Price” is more important than “Work Plan, Scope and Deliverables”.
• Qualifications (10%)
• Work Plan, Scope and Deliverables (40%)
• Price (50%)
PROCESS/INSTRUCTION FOR PROPOSAL SUBMISSION AND EVALUATION
Closing Submission Date: Proposals are due by 5:00pm Central Time on February 3, 2025. Inquiries concerning this RFP should be directed to the Deputy Director at [email protected].
Conditions of Proposal: All costs incurred in the preparation of a response to this RFP are the responsibility of the bidder and will not be reimbursed by SAE.
Submission Instructions:
All proposals received by the deadline will undergo a preliminary screening. Late or incomplete applications will not be accepted for review and rating.
Reservation of Rights: SAE reserves the right to request or negotiate changes in a proposal, to accept all or part of a proposal, or to reject any or all proposals. SAE may, at its sole and absolute discretion, select no provider for these services if, in its determination, no applicant is sufficiently responsive to the need. SAE reserves the right to withdraw this Request for Proposal (RFP) and/or any item within the RFP at any time without notice. SAE reserves the right to disqualify any proposal which does not adhere to the RFP guidelines. This RFP is being offered at the discretion of SAE. It does not commit SAE to award any grant or proposal or portion thereof.
Confidentiality: If the bidder deems any material submitted to be proprietary or confidential, the bidder must indicate this in the relevant sections of the response.
Ineligibility: SAE employees and Board members are ineligible to be a SAE vendor, and therefore may not submit a proposal.
SAE will seat the RFP Selection Committee: The evaluation process will include individual committee member evaluation and rating of each proposal, followed by committee discussion and ranking of proposals. After preliminary rating and ranking of proposals, interviews may be scheduled with finalists, particularly if two or more proposals are closely rated and/or more information is needed. References will be contacted for all finalists.
The final recommendation of the RFP Selection Committee will be submitted for approval by the SAE Executive Director and is not subject to appeal. All applicants will receive written notification of SAE’s decision regarding their proposal.
Additional information may be required from the selected applicant prior to the awarding of the project. Any information withheld or omitted, or failure to disclose any history of deficiencies, shall disqualify the applicant from award of the project and/or contract. SAE reserves the right not to select an applicant for project implementation if, in its determination, no qualified applicant has applied or is sufficiently responsive to the service need. In the event that no proposal is selected, SAE may elect to either not develop the service pending further analysis of alternatives to meet the expressed need, or to issue a new RFP to attempt to expand the pool of potential respondents.
TIMELINE
November 8, 2024: Presolicitation Notice, Sources Sought
January 2, 2025: Release of RFP
February 3, 2025, 5pm CT: Deadline for receipt of proposals
February 5-7, 2025: Review committee convenes
February 11-12, 2025 Interviews with highest-ranking applicants, if applicable
February 14, 2025: Notice of selection to applicants
February 17, 2025: Potential contract start date
June 1, 2025: Present Strategic Plan and Revenue Plan to SAE Board of Directors for approval
For more information please contact us at [email protected].
PURPOSE
The nonprofit SciArt Exchange is issuing a Request for Proposals (RFP) to identify qualified organizations or individual consultants to guide and execute strategic planning to achieve a sustainable funding strategy that supports mission and impact. Proposed activity will support the nonprofit with plans that provide:
- Clarification (Mission, Vision, etc.);
- Market Analysis/Niche Identity (Purpose, Strengths, Weaknesses, Opportunities, Threats - SWOT, Need Addressed, Gap filled, Organizational Theory of Change; Population(s) served, etc.);
- Program Impact Assurance (Review or Addition of Programs;Theory of Change; Success Measures, etc.);
- Revenue Growth (Program Growth; Fund Development/Fundraising; Diversification of Finances).
ABOUT THE ORGANIZATION
SciArt Exchange - Home (SAE), founded in 2015, is a 501(c)(3) nonprofit whose vision is to maximize global human potential by fostering the knowledge and creativity of each individual and team, to expand opportunities, and solve future grand challenges on Earth and in space. The mission is to engage in space, science, the arts and technology, to spark new ways of thinking, illuminate complex concepts and advance innovative solutions.
SAE is a small remote organization with 1.75 FTE and 10 board members. Board and staff live across the country with the Founder and Executive Director located in Houston, Texas. SAE supports and provides activities that stimulate an inspired dialogue about the future and solutions to its challenges. Evidence shows that musical, literary, video and visual art can communicate science and engineering in a widely accessible and inspiring way so that people will be engaged in and educated about these topics. SAE provides art-and-science integration activities that inspire imagination and train people on creative problem solving, respect for differing views and talents, and team skills promoting innovation and collaboration. Impact to date is 18,000+ participants, 68 countries with 500+ events and 4.5+ million in-person listeners and viewers. SAE’s current (FY24) annual operating budget is roughly $160,000. Our partners represent a broad range of stakeholders including government, academia, industry, artists, scientists, educators, and those involved with or interested in space. Our intent is to foster innovation, by removing silos and promoting the communication, engagement, inclusion, creative problem solving and teamwork needed to solve our greatest problems in space and on Earth.
WHO IS ELIGIBLE TO RESPOND?
SAE seeks entities who demonstrate a strong overall understanding of nonprofit structures with mission-driven activities and have demonstrated experience with nonprofit strategic planning and revenue diversification. Ideally, entities should have knowledge of the arts and sciences and their intersection, STEAM outreach, creative problem solving, team function, and/or related experience with nonprofits with broad reach and programmatic scope. An emphasis and experience with organizations operating in a virtual environment is preferred. Familiarity with space exploration is a bonus.
SCOPE OF WORK And DELIVERABLES
We expect the project to include:
- Strategy project management and facilitation;
- Review of past and current SAE materials: mission, vision, impact, programs, funding, etc.
- Design and execution of a strategic planning process that meets the criteria outlined in this RFP;
- Development of a multi-year strategic plan (July 2025-June 2028) that includes a budget plan for implementation; and
- Development of a multi year sustainability plan including revenue diversification and initial implementation targets.
Specifics:
Perform Sector-Appropriate Market Assessment and Gap Analysis Research and related SWOT exploring:
- Competitors: e.g., Space and science communications, STEM education, STEAM education, science + art integration engagement; etc.
- Program-related Aspects (tools and activities): problem solving, STEAM events, multi-week installations, space + STEAM contests, consulting, training, and community programs, etc.;
- Landscaping global capabilities and needs in the sector
- Opportunities: Determine where SAE can have impact and what are SAE’s specific capabilities/competitive advantages.
Develop Diversified portfolio strategy for funding sustainability
- Include a minimum of three types of funding (earned income, individual donors, grants, etc.)
- Initial feasibility-level dive to inform the tactics to implement, identifying gaps in staff, contractors and Board, etc. to help staff implement, ensuring practical ROI;
- Identifying initial targets for programs for staff to develop implementation plans tailored to SAE mission/vision, not a template or preconceived notion that fits comfortable categorization.
Perform research and analysis:
- Review organization’s history, current state in terms of programmatic and funding areas, organizational structure, and core background and defining documents.
- Benchmark SAE with other space science and art related organizations/consulting groups, and local, state and national organizations/entities with similar missions and priorities.
- Conduct interviews, surveys and focus group polling to receive stakeholder input.
- Develop a SWOT analysis of the organization to evaluate opportunities, gaps and/or concerns.
- An executive summary
- A comprehensive multi year Strategic Plan that includes areas such as:
- Shared Mission, Vision, Values
- Goals and Objectives
- Strategies and Investments
- Outcomes and Metrics
- Shared Mission, Vision, Values
- A general budget that represents resource allocations needed to achieve identified goals.
Create an actionable plan focusing on diversified revenue that includes:
- A comprehensive diversified nonprofit portfolio strategy for funding/financial sustainability
- Recommendations for current financial sustainability
- A fundraising/revenue diversification implementation plan that includes multiple funding opportunities linked to key programs when relevant.
OWNERSHIP AND CONFIDENTIALITY
All intellectual property will become the property of SAE. All data remains the sole property of SAE. The consultant shall agree to keep information related to this process in strict confidence, including, but not limited to, the terms of the contract and any confidential business information or proprietary information that has been gathered on this project.
PROPOSAL FORMAT
Deliverables: Proposals are to be no longer than 15 pages in length, with the following deliverables:
- Qualifications and Roles (2 pages)
- Past Performance (2 page)
- Client References (1 page)
- Work Plan (10 pages)
General Information: The proposal should provide the name of the respondent, address, phone number, email address, and website, as applicable. The name and email address for any team members assisting in the project should also be included.
Qualifications and Roles: The proposal must describe the entity's qualifications, including those on the team who will be doing the work, such as work activities, expertise, knowledge, and experience. Experience should include examples of similar nonprofit work.
Past Performance: Please include a brief response to the following
- A summary of your market assessment and nonprofit strategic planning experience;
- A summary of your experience in review and redesign of financial sustainability;
- 1-2 success stories (including measures) that demonstrate client’s revenue growth and operational excellence as a result of engaging with your organization; and
- Budget planning experience.
Work Plan, Scope and Deliverables that includes:
- A project plan that demonstrates a clear understanding of the work to be performed, how the work will be addressed, estimated hours and other information relevant to the project;
- Sample project timeline, max 3 months, with major tasks and milestones;
- A work plan to include milestones and deliverables tied to the activities; and
- Proposed payment schedule tied to project milestones and deliverables.
Budget - Total contract value is not to exceed $25,000.
Note that there may be opportunity for further engagement, to be identified at a later date.
SCORING
Proposals will be reviewed and evaluated on the following criteria with “Work Plan, Scope and Deliverables” weighted more heavily than “Qualifications.” “Price” is more important than “Work Plan, Scope and Deliverables”.
• Qualifications (10%)
• Work Plan, Scope and Deliverables (40%)
• Price (50%)
PROCESS/INSTRUCTION FOR PROPOSAL SUBMISSION AND EVALUATION
Closing Submission Date: Proposals are due by 5:00pm Central Time on February 3, 2025. Inquiries concerning this RFP should be directed to the Deputy Director at [email protected].
Conditions of Proposal: All costs incurred in the preparation of a response to this RFP are the responsibility of the bidder and will not be reimbursed by SAE.
Submission Instructions:
- All submissions must be electronically sent to: [email protected]
- Electronic submissions cannot exceed 15 megabytes per email. Multiple emails per RFP submission can and will be accepted. An email acknowledgement will be sent to the applicant.
- Submissions will NOT be returned.
All proposals received by the deadline will undergo a preliminary screening. Late or incomplete applications will not be accepted for review and rating.
Reservation of Rights: SAE reserves the right to request or negotiate changes in a proposal, to accept all or part of a proposal, or to reject any or all proposals. SAE may, at its sole and absolute discretion, select no provider for these services if, in its determination, no applicant is sufficiently responsive to the need. SAE reserves the right to withdraw this Request for Proposal (RFP) and/or any item within the RFP at any time without notice. SAE reserves the right to disqualify any proposal which does not adhere to the RFP guidelines. This RFP is being offered at the discretion of SAE. It does not commit SAE to award any grant or proposal or portion thereof.
Confidentiality: If the bidder deems any material submitted to be proprietary or confidential, the bidder must indicate this in the relevant sections of the response.
Ineligibility: SAE employees and Board members are ineligible to be a SAE vendor, and therefore may not submit a proposal.
SAE will seat the RFP Selection Committee: The evaluation process will include individual committee member evaluation and rating of each proposal, followed by committee discussion and ranking of proposals. After preliminary rating and ranking of proposals, interviews may be scheduled with finalists, particularly if two or more proposals are closely rated and/or more information is needed. References will be contacted for all finalists.
The final recommendation of the RFP Selection Committee will be submitted for approval by the SAE Executive Director and is not subject to appeal. All applicants will receive written notification of SAE’s decision regarding their proposal.
Additional information may be required from the selected applicant prior to the awarding of the project. Any information withheld or omitted, or failure to disclose any history of deficiencies, shall disqualify the applicant from award of the project and/or contract. SAE reserves the right not to select an applicant for project implementation if, in its determination, no qualified applicant has applied or is sufficiently responsive to the service need. In the event that no proposal is selected, SAE may elect to either not develop the service pending further analysis of alternatives to meet the expressed need, or to issue a new RFP to attempt to expand the pool of potential respondents.
TIMELINE
November 8, 2024: Presolicitation Notice, Sources Sought
January 2, 2025: Release of RFP
February 3, 2025, 5pm CT: Deadline for receipt of proposals
February 5-7, 2025: Review committee convenes
February 11-12, 2025 Interviews with highest-ranking applicants, if applicable
February 14, 2025: Notice of selection to applicants
February 17, 2025: Potential contract start date
June 1, 2025: Present Strategic Plan and Revenue Plan to SAE Board of Directors for approval
For more information please contact us at [email protected].
