8-02 - MPL-25-011 RFP Fundraising Scope of Work (Attachment 1).pdf

Scope of Work MPL-25-011 Attachment 1

The Milwaukee Public Library (MPL), through its Board of Trustees, is seeking proposals for a library fundraising assessment and Capital Campaign feasibility study. MPL invites qualified consultants to submit proposals for evaluating the strength and effectiveness of our library fundraising groups and a Capital Campaign donor engagement and cultivation strategy. The goal is to gauge the current fundraising capacity to support the library's mission and objectives, in preparation for a major Capital Campaign for the revitalization and renovation of the historic Central Library.

The Capital Campaign will focus on restoring and modernizing the entire Central Library without expanding the footprint of the building. We hope to refurbishe the grandeur of many of the historic rooms to their original turn-of-the-century splendor and repurpose underused staff and support space to modern functionality. Transforming the elegant historic gem with a meticulous and sensitive renovation will position the Central Library as an exhilarating community resource space for generations.

1. Organizational background

About the library:

The Milwaukee Public Library dates to 1878 when the State Legislature on February 7 authorized the City to establish a public library. The Central Library opened in 1898, designed as a u-shaped building by architects Ferry and Clas to house both the Milwaukee Public Library and the Milwaukee Public Museum. Additions in 1909, 1913, and 1954 expanded the building into the structure as it stands today. The Milwaukee Public Museum relocated to a new, stand-alone building across the street in 1963. Central Library was designated an official Milwaukee landmark in 1969 and added to the National Register of Historic Places in 1974. The Central Library maintains the largest public library collection of materials and media in Wisconsin, as well as historically significant Special Collections, Archives, and Rare Books. Central is the hub for a network of 12 neighborhood libraries throughout the City of Milwaukee, serving nearly more than one million visitors annually.

All locations provide local and national patrons access to unique materials, collections, periodicals, databases, programming, and outreach services.

Fundraising structure:

Milwaukee Public Library currently has two fundraising arms: the Milwaukee Public Library Foundation (MPLF, established in 1990) and the Friends of the Milwaukee Public Library (established in 1985). Both were established by the City of Milwaukee and the Milwaukee Public Library Board of Trustees to raise funds to support the Milwaukee Public Library. The Milwaukee

Public Library Board of Trustees also accepts direct monetary donations on behalf of MPL, which are managed in compliance with Chapter 43 of the Wisconsin State Statues and the Library Board of Trustees’ Trust Fund Internal Controls Procedure.

Reason for the assessment:

This assessment is being sought to best prepare for a Central Library capital campaign, to evaluate current fundraising strategies, and align fundraising goals with the library's strategic mission and patron facing priorities.

2. Scope of work

The following areas should be incorporated into a funding feasibility study for the Milwaukee Public Library:

• Assess the capacity of a joint MPL and MPLF team to run a successful major capital campaign, including areas of improvement needed for success and any weaknesses in the current structure.

• Provide a roadmap to an effective operational fundraising organization based on similar recent local non-profit, museum, library, and historical institution capital campaigns and best industry professional practices.

• Complete an organizational scan and capacity of the local, state, and national donor community to provide the necessary level of financial support for the ongoing fundraising needs and large Major Capital Campaign Goals.

• Recommend a timeline and target contributions goals for the respective fundraising arms of Milwaukee Public Library, clearly spelling out roles and responsibilities.

The Scope of Work should include:

Reviewing the current fundraising structure: This includes financial records, fundraising policies, strategic plans, bylaws, and donor communication materials. Assess the strengths and weaknesses of the current legal structure and assess against fundraising best practices and professional standards.

Evaluating donor cultivation: The consultant should evaluate the current process for identifying, cultivating, and stewarding donors.

Assessing fundraising and staffing capacity: This includes evaluating the historic contributions, fundraising potential, and the staffing structure, skills, and resources.

Conducting interviews: The consultant should interview key stakeholders, such as library and foundation leadership, top donors, and community members, to gather perspectives.

Identifying fundraising opportunities: The assessment should review recent major local, State, and National Capital Campaigns and identify potential for major gift prospects, corporate funding opportunities, and other successful fundraising strategies.

Preparation for campaigns: The plan needs to include a realistic evaluation of the MPL Administration and Foundation's capacity to successfully launch and complete a major capital fundraising campaign.

Strategy development: Provide information for strategic planning by providing an objective, data-driven analysis of the current capacity, structure and fundraising environment.

Resource allocation: Assist and inform the library and foundation to make data-driven decisions about where to invest internal and external resources for the greatest return.

Increased accountability: This thorough assessment will demonstrate to donors and the community that the MPL and its Foundation are committed to transparency and effectiveness.

3. Proposal requirements

Firm information: Name, address, website, and a primary contact.

Firm history and track record: A brief history of the firm and examples of similar projects, especially those involving capital campaign feasibility studies.

Project work plan: A description of the proposed methodology, tasks, deliverables, and timeline.

Key personnel: The specific individuals who will be assigned to the project, including their resumes.

References: A list of three to five references from similar projects.

Cost proposal: A detailed breakdown of the project cost, including fees and estimated expenses.

4. Project timeline

RFP Announced: October 31, 2025, 9:00 AM CDT

Due Date: December 10, 2025, 4:00 PM CST

Review Date: December 11, 2025

Decision Date: December 22, 2025

5. Evaluation criteria

Technical experience: Expertise in nonprofit and library fundraising.

Methodology: The quality and feasibility of the proposed work plan. Plan proposals can be framed and quoted in phases or structured by internal and external facing evaluations as meets professional practices.

Cost: The project budget and how well it aligns with the proposed scope.

Qualifications: The experience and skills of the assigned team.

References: Positive feedback from previous clients.