26101 Direct Mail Annual Giving Program.pdf

REQUEST FOR PROPOSAL

FLC #26101

Direct Mail

Annual Giving Program

Due Date: November 6, 2025 2:00pm Mountain Standard Time

Contents

I. PURPOSE OF THE REQUEST FOR PROPOSAL

A. Statement of Need

B. Institutional Background C. Goals / Scope of Work

II. FLC CONTACT INFORMATION

III. PROPOSAL SUBMISSON……………………………………………………………………………………………………………………4

A. Due Date B. Schedule C. Submission

1. Executive Summary

2. Company Overview

3. Scope, Approach, Samples, and Methodology

4. Proposed Schedule

5. Pricing

6. Fort Lewis College Contract and Special Provisions

7. References

I. PURPOSE OF THE REQUEST FOR PROPOSAL

A. Statement of Need

The Advancement Office at Fort Lewis College aims to increase annual giving response rates and revenue. The office is seeking to partner with a firm to analyze current annual giving trends to guide the development and implementation of a multi-pronged annual giving plan. The award will be a year-long contract with 2 yearly options to extend.

B. Institutional Background

Fort Lewis College is located in Durango, Colorado. The College is committed to accessible and high-quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the challenge of experiential learning all while keeping students at the center. Our roughly 3,300 students come from 47 states, 20 countries, and 173 American Indian tribes and Alaskan Native villages. With its rich cultural heritage, Fort Lewis College is a great place to learn and work. Fort Lewis College is a member of the Council of Public Liberal Arts Colleges and is accredited by the Higher Learning Commission of North Central Associations of College and Schools.

C. Goals / Scope of Work

In July 2025, FLC welcomed its first Indigenous president, Dr. Heather Shotton, and launched a bold 2025–30 Strategic Plan focused on reconciliation, academics, student support, basic needs, and community connections. Philanthropy plays a key role in advancing these goals.

FLC has strong community support, with 28% of FY24 giving from non-alumni individuals and 6% from alumni. Foundation giving makes up 40% of total support. Recent efforts in crowdfunding and donor stewardship have improved donor retention from 35% to 45%. The college is now focused on expanding its donor base, especially among alumni, and building a sustainable culture of philanthropy.

1. Analyze Appeal Response Rates & Donor Giving Review past annual giving campaigns to determine strategy for annual giving outreach, focusing on direct mail including:

• Audience Segmentation to (but is not limited to) alumni, community members, current givers (past 5 years) and acquisition. (FLC Foundation does not maintain parents in our database.)

• Variable text, & ask strings that resonate with our donors

• Drop dates & number of mailings

2. Develop and Execute a Direct Mail Forward Multi-Channel Ask Approach Develop and execute annual giving solicitations, including:

• Up to 4 print mailings per year to an audience of up to 25,000

• Supporting email campaigns for a multi-channel approach

• Written and visual content, including design assets

3. Provide Samples (not FLC specific) for example

• Direct mailers

• Emails

• Other materials

Budget - $85,000, including all print materials and postage

II. FLC CONTACT INFORMATION

Question deadline is October 27, 2025 at 4:00pm. Any questions regarding the RFP should be submitted via www.bidnetdirect.com/Colorado.

All questions and answers become public information and will be posted on www.bidnetdirect.com/Colorado for all vendor access.

III. Proposal Submission

A. Due Date

All material must be electronically submitted via www.bidnetdirect.com/Colorado no later than Due Date: November 6, 2025 2:00pm (MDT).

B. Schedule http://www.bidnetdirect.com/Colorado

The following is an estimate of the project timeline:

October 16, 2025 RFP Available to Vendors October 27, 2025 Question Period Closes 4:00 PM (MDT) October 30, 2025 Final Addenda Issued November 6, 2025 Due Date for Proposals 2:00 PM (MDT) November 7 – November 12, 2025 Evaluation Period November 13 – November 14, 2025 Informal clarification/questions meeting, if needed November 17, 2025 Anticipated Notification of Intent to Award

C. Submission

All Proposals must be submitted in electronic format, via www.bidnetdirect.com/colorado.

Award of the contract resulting from this RFP will be based upon the responsive vendor whose offer will be the most advantageous to Fort Lewis College in terms of:

• Firm overview – Description of the firm’s background, higher education work experience, and fundraising direct mail expertise.

• Cost – value for money

• Approach

• Timeline – Proposed time period for analysis and planned mailings

Fort Lewis College reserves the right to:

• Reject any or all offers and discontinue the RFP process without obligation or liability to any potential vendor

• Accept other than the lowest priced offer

• Award a contract on the basis of initial offers received, without discussions or requests for best and final offers

• Negotiate a best and final offer after the award

• Award more than one contract or vendor

Vendor’s proposals shall be submitted in several parts as set forth below. The Vendor will confine its submission to those matters sufficient to define its proposal and to provide an adequate basis for Fort Lewis College’s evaluation of the Vendor’s proposal.

Vendor’s proposals in response to this RFP may be incorporated into the final agreement between Fort Lewis College and the selected Vendor(s). The submitted proposals are suggested to include each of the following sections:

http://www.bidnetdirect.com/colorado

1. Executive Summary

2. Company Background

3. Scope, Approach, Samples and Methodology

4. Proposed Schedule

5. Pricing

6. Acknowledgement of Fort Lewis College’s contract and special provisions

7. References

The detailed requirements for each of the above-mentioned sections are outlined below.

1. Executive Summary

This section will present a high-level synopsis of the Vendor’s responses to the RFP. The Executive Summary should be a brief overview of the engagement and should identify the main features and benefits of the proposed products and services.

2. Company Overview

Provide the following for your company:

• Official registered name (Corporate, D.B.A., Partnership, etc.), Dun & Bradstreet Number, Primary and Secondary SIC numbers

• Address

• Main telephone number

• Website URLs

• Key contact name, title, address (if different from above address), direct telephone and email

• Person authorized to contractually bind the organization for any proposal against this RFP

• Brief history, including year established and number of years your company has been offering services

3. Scope, Approach, Samples, and Methodology

This section should include:

• Description of proposed scope of work

• Analysis – Process of data analysis

• Approach – Outline of proposed methodology of direct mail and email execution for muti-channel communication and campaigns.

• Assessment – Process for the reporting and evaluation of campaigns

• Design – Based off the samples provided

4. Proposed Schedule

Proposed timeline to implement all aspects of the scope of work.

5. Pricing

In this section, provide pricing structure including annual costs and one time implementation costs.

6. Fort Lewis College Contract and Special Provisions

A Fort Lewis College Contract, meeting the requirements of the Colorado Office of the State Controller policies and laws of Colorado, will be required. The contract must be reviewed and signed by the Colorado Attorney General and Representatives of Fort Lewis College. A model contract can be viewed at:

http://www.fortlewis.edu/SampleFLCContract http://www.colorado.gov/dpa/dfp/sco/contracts.htm

In this section, specifically acknowledge the use of a Fort Lewis College Contract and Special Provisions as first in the order of contract precedence. Provide any additional contract language, addendums, or agreements you would require. The Fort Lewis College Contract and Special Provisions document are non-negotiable. Please note: Fort Lewis College fiscal rules prohibit Fort Lewis College from indemnifying any company, and all contracts must use Colorado as the choice of law.

Any RFP responses which do not comply with this section will be rejected.

7. References

Provide a minimum of three (3) Higher Education references. Identify the reference institution, contact, and applicable product(s) and services utilized by the institution.

http://www.fortlewis.edu/SampleFLCContract http://www.colorado.gov/dpa/dfp/sco/contracts.htm