CTF Funds Developer RFP.docx

STATE OF MICHIGAN

Department of Health and Human Services

Fund Development Consultant for Children’s Trust Fund Request for Proposal No. 491-200000002444

Solicitation Manager Name: Mike Roesner Direct Phone: 517-284-0183 Email: RoesnerM@michigan.gov Main Phone: 1-855-MI-PURCH 1-855-647-8724

This is a Request for Proposal (RFP) for:

Fund Development Consultant for Children’s Trust Fund

RFP Timeline

*A bidder’s proposal received at 13:59:01 Eastern is late and subject to disqualification.

This RFP is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

PROPOSAL INSTRUCTIONS

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal.

RFP Structure and Documentation

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS . This is the only method by which the RFP may be modified.

4. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

5. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 6 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 284-0540 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder.

6. EVALUATION PROCESS. The State will evaluate each proposal based on the following factors:

Proposals receiving 80 or more technical evaluation points will have pricing evaluated and considered for award.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: https://www.michigan.gov/dtmb/0,5552,7-358-82550_85746_48677-412612--,00.html.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive.

The State may but is not required to conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

7. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

8. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

9. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal, if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in the Evaluation Process section of this document if the State receives only one proposal.

10. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who offers the best value to the State, as determined by the State. Best value will be determined by the bidder meeting the minimum point threshold and offering the best combination of the factors stated in the Evaluation Process section of this document, and price, as demonstrated by the proposal. The State will post an Award Recommendation and Evaluation Synopsis on www.michigan.gov/SIGMAVSS .

11. DEBRIEF MEETING AND BID PROTEST. The State will post an Award Recommendation and Evaluation Synopsis, which will provide instructions on how to request a debrief meeting

If you wish to initiate a protest of the award, you must submit your written protest to MDHHS-BGP@michigan.gov no later than 3:00 pm., five business days after posting the Award Recommendation and Evaluation Synopsis or by 3:00 pm the next business day if that date falls on a state holiday or weekend. The State reserves the right to adjust this timing and will publish any change on the SIGMA VSS system.

12. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

13. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment or contain all matters upon which agreement must be reached. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

14. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. All portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, some information may be exempt from disclosure. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED “CONFIDENTIAL TREATMENT FORM” (CT FORM) WITH YOUR BID. Completion and submission of the CT Form is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process.

i. Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or

ii. Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a “Public Copy” of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “Public Copy.”

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

CONFIDENTIAL TREATMENT FORM (CT FORM)

INSTRUCTIONS. Complete either Section 1 or Section 2 of this CT Form and sign where indicated. This CT Form must be signed by the individual who signed the bidder’s proposal. A completed CT Form must be submitted with your proposal, regardless of whether your proposal contains confidential information.

Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive. See the Confidential Treatment Form and The Freedom of Information Act section of the Proposal Instructions for additional information.

Section 1. Confidential Treatment Is Not Requested

This section must be completed, signed, and submitted with the proposal if bidder does not request confidential treatment of any material contained in the proposal.

By signing below, the bidder affirms that confidential treatment of material contained in the proposal is not requested.

[Printed Name] [Title] [Company]

Section 2. Confidential Treatment Is Requested

The section must be completed, signed, and submitted with the proposal if bidder requests confidential treatment of any material contained in the proposal. Submission of a completed CT Form is required to request confidential treatment.

Provide the information in the table below. Bidder may add rows or additional pages using the same format shown in the table. Bidder must specifically identify the information to be protected as confidential and state the reasons why protection is necessary.

The CT Form will not be considered fully complete unless, for each confidentiality request, the bidder: (1) identifies whether the material is a trade secret (TS), financial information (FI), or proprietary information (PI); (2) explains the specific legal grounds that support treatment of the material as TS, FI, or PI; and (3) provides the contact information for the person at bidder’s organization authorized to respond to inquiries by the State concerning the material. Bidders must not simply cite to an applicable act or case name; rather, bidders must provide a complete justification as to how the material falls within the scope of an applicable act or relevant case law.

CONFIDENTIAL TREATMENT FORM (CT FORM)

By signing below, the bidder affirms that confidential treatment of material contained in its proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

[Printed Name] [Title] [Company]

VENDOR QUESTIONS WORKSHEET

Provide a detailed response to each question. “You” and “company” refers to the bidder.

1. Contact Information

Bidder’s sole contact person during the RFP process. Include name, title, address, email, and phone number.

Person authorized to receive and sign a resulting contract. Include name, title, address, email, phone number and vendor customer code in SIGMA VSS.

2. Company Background Information

Legal business name and address. Include business entity designation, e.g., sole proprietor, Inc., LLC, or LLP.

What state was the company formed in?

Phone number

Website address

Number of years in business and number of employees

Legal business name and address of parent company, if any

Has there been a recent change in organizational structure (e.g., management team) or control (e.g., merger or acquisition) of your company? If the answer is yes: (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Has bidder ever been debarred, suspended, or disqualified from bidding or contracting with any entity, including the State of Michigan? If yes, provide the date, the entity, and details about the situation.

Has your company been a party to litigation against the State of Michigan? If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

Within the last 5 years, has your company or any of its related business entities defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

State your gross annual sales for each of the last 5 years.

If receiving a contract under this RFP will increase your gross revenue by more than 25% from last year’s sales, explain how the company will scale-up to manage this increase.

Describe partnerships and strategic relationships you think will bring significant value to the State.

State the physical address of the place of business that would have primary responsibility for this account if bidder is awarded a contract under this RFP.

3. Qualified Disabled Veteran/Service-Disabled Veteran-Owned Business Program

To demonstrate qualification as a qualified disabled veteran, you must provide:

(a) Proof of service and conditions of discharge (DD214 or equivalent);

(b) Proof of service-connected disability (DD214 if the disability was documented at discharge or Veterans Administration Rating Decision Letter or equivalent if the disability was documented after discharge); and

(c) Legal documents setting forth the ownership of the business entity.

In lieu of the documentation identified above, you may provide proof of certification by the National Veterans Business Development Council.

Enter the names of documents submitted with your proposal to demonstrate status as a qualified disabled veteran.

4. Participation in RFP Development or Evaluation

Did your company, an employee, agent, or representative of your company, or any affiliated entity participate in developing any component of this solicitation? For purposes of this question, business concerns, organizations, or individuals are affiliates of each other if, directly or indirectly: (1) either one controls or has power to control the other or (2) a third-party controls or has the power to control both. Indicia of control include, but are not limited to, interlocking management or ownership, identity of interests among family members, shared facilities or equipment, and common use of employees.

Enter YES or NO.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

If you enter “YES,” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

5. State of Michigan Experience and Prior Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Describe at least 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP. Your response should include details regarding the management role played and the success of the event:

Experience 1

Company name Contact name Contact role at time of project Contact phone Contact email

City State Zip

1. Project name and description of the scope of the project

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 2

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Experience 3

Company name

Contact role at time of project

City

1. Project name and description of the scope of the project

Dollar value

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained

Prior Experience

Does your company have experience with fundraising initiatives other than auctions? If so, please provide a description of the fundraising measures, dollar amounts raised, and dates of the initiatives.

6. Standard Contract Terms

Bidder must affirm agreement with the attached Contract Terms. If not in agreement, written exceptions in accordance with the Evaluation Process section of the Proposal Instructions must be provided with Bidder’s proposal.

7. Michigan Economic Impact

Number of employees currently employed at locations within the State of Michigan

Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

Minimum wage paid to employees employed at locations within the State of Michigan

Average wage paid to employees employed at locations within the State of Michigan

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance

8. Other

Request For Proposal No.

Fund Development Consultant for Children’s Trust Fund

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

BACKGROUND

The Children’s Trust Fund (CTF) serves as a voice for Michigan’s children and families, and promotes their health, safety, and welfare by funding effective local programs and services that prevent child abuse and neglect. CTF is Michigan’s only independent, statewide, nonprofit organization dedicated to the prevention of child abuse and neglect and is housed within the Michigan Department of Health and Human Services (MDHHS). Annually, CTF provides nearly two million dollars in funding to support the statewide network of local councils and approximately 21 direct service grantees. There are 73 local child abuse and neglect prevention councils which serve all of Michigan’s 83 counties to identify needs and facilitate collaborative prevention programs for children and families in their communities. These prevention programs utilize trained volunteers and existing community resources wherever possible.

Since 2003, a primary source of funding for CTF is the annual Signature Auction Event. The funds raised through this event have grown steadily since the event’s inception over ten years ago. The annual gross proceeds are now in the vicinity of $500,000. The Children’s Trust Fund consists of a small staff and is highly dependent on this contract to successfully execute the Signature Auction Event.

SCOPE

The purpose of this Request for Proposal (RFP) is to solicit responses from fund development and event management specialists to provide critical support to CTF toward the success of the event. The Contractor must work collaboratively with CTF staff and volunteers to reach financial goals. The Contractor must coordinate and perform all activities under the direction and approval of the CTF Executive Director. A successful bidder will articulate clearly and thoroughly a detailed plan for carrying out all duties and deliverables.

REQUIREMENTS

1. Work/Deliverables A. Fund Raising

1) Recruitment of Steering Team and Sub-team Members

The CTF has a bi-partisan Steering Team whose primary responsibility is to provide direction and oversight of the auction event. The Steering Team consists of donors in key private or governmental positions that provide valuable counsel and contributions to CTF in carrying out its mission. The chairs of the three sub-teams are also members of the Steering Team.

The Contractor must work closely with the CTF Executive Director or designee, to coordinate and attend meetings to counsel and provide guidance to the Steering Team and sub-teams. The sub-teams are as follows:

a. Marketing Team – Promotes Signature Auction Event

b. Sponsorship Team – Solicits Sponsorships for the Signature Auction Event

c. Acquisitions Team – Solicits items for the silent and live auctions for the Signature Auction Event

The Contractor must assist in recruiting Steering Team and sub-team members consisting of at least 25 members from diverse backgrounds no less than four and a half months prior to the event. Steering and sub-team candidates must be willing and able to perform critical roles related to the success of the event, including soliciting cash and in-kind sponsors; providing guidance on marketing and media development; ticket sales; and soliciting and delivering items for both silent and live auctions. The Contractor must supply the membership roster and information on demographics if available to CTF.

Bidder must describe experience recruiting volunteers and its plan to recruit Steering Team and sub-team members below. Include in the response your experience with job coordination and recruitment and sponsorship solicitation activities. Your response should include details regarding the management role played and the success of the event:

2) Donor Prospecting and Retention Plan

The Contractor must develop a campaign to prospect new donors and maintain prior donors by attending meetings, sharing contacts, and making introductions. The Contractor must advise Steering Team and sub-team members to do the same, beginning no less than four and a half months prior to the Signature Auction Event.

The Contractor must schedule meetings between the CTF Executive Director and major donors for the purpose of soliciting new prospects and retaining current donors.

Bidder must describe its experience with developing a donor campaign plan and its plan to develop a campaign to prospect new donors and maintain prior donors below. Bidder must include experience with training volunteers to prospect new donors.

3) Increase Funds Raised through Sponsorships

Using the funds raised in 2020 as a baseline, the Contractor must increase the percentage of funds raised by 25% in year one and increase the percentage of funds raised by 10% in subsequent years. Progress on this task must be regularly communicated to the CTF Executive Director in a manner determined by the Contractor and the CTF Executive Director. Progress updates of new donors must be reported at the regular meeting of the Sponsorship Team. For 2021 the sponsorship goal is $375,000.00.

The Contractor must work with CTF staff and its Board of Directors to annually retain and increase by at least one (1), the number of cash donors at either the Platinum ($50,000) or the Premiere ($30,000) level.

Bidder must describe its experience with obtaining sponsorships. Bidder should identify the goals that were established, demonstrate if the goals were achieved, and include the time frames and deadlines that existed. Bidder must describe its plan to increase funds raised through sponsorships each year below.

4) In-kind Donor Prospecting and Retention Plan

The Contractor must locate and recruit vendors to make direct or in-kind donations that reduce the overhead costs of the event, including, but not limited to beverages, graphic design, printing (signs, save the date, invitation, event program), and complete auction packages. The Contractor must secure In-kind Commitment Forms and transfer them to designated CTF staff within seven (7) calendar days of the commitment.

Bidder must describe its experience with obtaining direct and in-kind donations and its plan to obtain direct and in-kind donations below.

5) Ticket Sales The Contractor must create a plan to increase the number of individual tickets sold by 25% each year, focusing on audiences in addition to legislators, government affairs, lobbyists, etc. The baseline for ticket sales for year one is 62 tickets.

Bidder must describe its experience with ticket sales and its plan to increase ticket sales each year below.

6) Total Gross Revenue

The target goal for total gross revenue from the auction for the first year of the contract is $500,000.00. Gross revenue will be expected to rise by 10% each contract year after.

Bidder must describe its plan to raise $500,000 the first year and increase by 10% each contract year after. Bidder response should include any previous experience working on auctions of similar size.

7) Marketing the Signature Auction Event

The Contractor must work collaboratively with the CTF Public Awareness Coordinator, CTF Executive Director, and the Marketing Team to develop and deliver various media resources for marketing the Signature Auction Event to a broader market.

Bidder must describe its experience with marketing and media development and its plan to develop and deliver various media resources below. Your response should include details regarding the management role played and the success of the event:

8) Secure Live Auction Items

The Contractor must solicit and secure a minimum of four (4) items annually for the Signature Auction Event live auction. The items must each have a minimum value of $1,000.

Bidder must describe its experience with soliciting and securing live auction items similar in scope and its plan to solicit and secure live auction items each year below.

9) Auction Item Strategies

The Contractor must provide the Acquisitions Team with strategies to solicit and secure additional gifts to augment silent and live auction sales beginning six (6) months or more prior to the Event until the Signature Event.

Bidder must describe its experience with soliciting and securing gifts and its plan to solicit and secure gifts to augment silent and live auction items each year below. Your response should include details regarding the management role played and the success of the event:

10) Acquisitions Team Management

The Contractor must help the Acquisitions Team members obtain a minimum of two live auction packages and a minimum of six silent auction packages for the live and silent portions of the Signature Event. The auction items must be secured 30 calendar days before the Signature Event. The Contractor must solicit and secure Auction Item Commitment Forms and transfer them to designated CTF staff within seven (7) calendar days of the initial verbal or written commitment.

The Contractor must make or facilitate follow-up phone calls and/or emails, working with the CTF Executive Director and Acquisitions Team to secure auction items and their respective commitment forms at least 30 calendar days prior to the event.

Bidder must describe its experience with securing auction items and its plan to obtain auction items each year below. Your response should include details regarding the management role played and the success of the event:

B. Pre-Event Administration

1) Letters and Solicitation Materials

The Contractor, in coordination with the CTF Executive Director or designee, must develop, publish, and distribute new, prospective, and prior donor solicitation materials, as well as auction item donor materials, at least six (6) months or more prior to the Signature Auction. The Contractor must provide the CTF with drafts of solicitation and re-solicitation letters for the Executive Director’s review. The Contractor must review and edit materials for errors prior to mailing.

· For letters requiring electronic signatures, the Contractor must merge from existing donor lists, print, copy signed letters for files, assemble inserts, stuff and label envelopes for mailing. Letters will be mailed using the DHHS mailing system. An example of the letters that fall into this category are solicitation and re-solicitation mailings with the Legislative Co-chairs and Steering Team signatures. Contractor must solicit approval from all individuals prior to using their electronic signature on letters.

· For letters requiring original signatures, the Contractor will print, secure signatures, copy signed letters for files, assemble inserts, stuff and label envelopes for mailing. All mailings will be sent through the DHHS mail system. Examples of the letters that fall into this category include Department of Technology Management and Budget, Department of Agriculture, West Michigan, MDHHS Director, Sponsor Committee Co-Chairs, etc. CTF staff will assist with obtaining signature permissions for the DHHS Director mailing.

Pre-event Thank You Letters Sponsors and other cash donations will be acknowledged by CTF staff.

Auction item donations will be acknowledged by Contractor. Contractor must prepare individual letters for Executive Director’s signature, copy the signed letters for files, label envelopes and mail using the DHHS mailing system.

Bidder must describe its administrative and organizational skills and its experience conducting a letter campaign below. Bidder should include a sample solicitation and thank you letter with its proposal.

2) Committee Meeting Planning and Coordinating

The Contractor must schedule and attend the Steering Team and all sub-team meetings for Acquisitions, Sponsorship, and Marketing Teams. The Contractor is responsible for all preparations, materials, minutes, and reports to the CTF Executive Director. The Contractor must schedule meeting rooms, prepare agendas, send invitations, and supply materials, for a mutually agreed upon number of Steering Team meetings and all sub-team meetings, in the downtown Lansing area. Meetings may also be conducted virtually as agreed upon with CTF. Meetings are heavily weighted toward Acquisition and Sponsorship Teams. The dates and times of the meetings are established and coordinated in consultation with the CTF staff and team co-chairs. Meeting materials must be submitted to the CTF Executive Director for approval prior to distributing to the respective team(s). Meeting minutes must be completed within two (2) business days of each meeting and submitted to CTF Executive Director for approval before distribution.

Bidder must describe its experience planning and coordinating meetings and its plan to meet the requirement above.

3) Data Management

The Contractor must maintain Steering Team and Sub-team membership data including the membership roster and email groups. Updated data must be provided to the CTF staff as requested.

All data pertaining to the event must be sent to CTF staff at the conclusion of the event. Data files must be compatible with the State’s computer system (Microsoft Office Suite). All data is the property of the Children’s Trust Fund and the names and addresses on the above referenced files must not be used for Contractor’s personal or business gains.

Bidder must describe the steps it will take to ensure the security of this data and its plan to meet the requirement above.

4) Mobile Bidding Software

The Contractor is responsible for uploading auction item information, guest registrations, sponsor logos and other event information into the State’s mobile bidding software program. CTF staff will share responsibility for setting up and maintaining the site, adding sponsorship and payment information as they are received. The Contractor must use the mobile bidding software to produce final reports for the auction files.

Bidder must describe its experience with using mobile bidding software and its plan to meet the requirement above.

5) Auction Print Materials (Invitation, Program, Addendum)

The Contractor must prepare, for CTF’s approval, the contents for the Signature Auction Event invitation, program, and addendum to the program. This includes a detailed list of donors, sponsors, bid rules, letters, sponsor ads, and any additional information requested by CTF. The Contractor must provide content edits, oversight, and direction to the designated graphic designer and printer, in coordination with the CTF Executive Director or designee. The program must be ready for distribution two weeks prior to the event. To meet this goal, the Contractor must provide the CTF Executive Director with a final copy for final review and approval at least seven (7) calendar days prior to printing.

Bidder must describe its experience with developing event materials and its plan to meet the requirement above.

C. Event Administration

1) Volunteer Recruitment, Training and Oversight

The Contractor is responsible for recruiting, training prior to, and having oversight of volunteers at the event. to the Contractor must recruit enough volunteers to fully staff the Signature Auction Event volunteer teams. Each team has a Team Lead, usually an experienced volunteer or CTF staff person. CTF maintains lists of volunteers from previous years that can be used to fill teams, however the Contractor must recruit new volunteers as needed.

Current teams are:

· Setup

· Greeter

· Silent Auction/Mobile Bidding

· Check-in

· Check-out

· Auction Item Distribution

· Cleanup

The Contractor must train the volunteers, in partnership with CTF Executive Director or designee, Mobile Bidding Software Event Consultant, and volunteer Team Leads. This includes preparing all materials, including procedure documents, and setting up webinars and in-person trainings as needed. The Contractor must supervise the volunteers on the day of the event.

Bidder must describe its experience with recruiting and training volunteers and its plan to meet the requirement above.

2) Event Logistical Oversight

The Contractor must perform the following activities:

(a) Direct the work of the Auction Core Team, which is comprised of the Contractor and their staff, CTF Executive Director or designee and other CTF staff as assigned.

The core team will meet regularly to make decisions on auction logistics such as decorations, site setup, procedures, etc.

These meetings will be scheduled in advance by the Contractor and held at the Grand Tower in Lansing, MI or virtually subject to social distancing guidelines.

(b) Develop and update written procedures pertaining to all aspects of executing a successful auction event, including, but not limited to:

· Pre-event preparation, i.e., entering registrants/guests into software/database

· Table assignments and seating arrangements

· Preparing name badges that include table assignment

· Lists of materials to prepare for volunteers for their use at the event.

· Auction item donor and sponsor acknowledgement

(c) Coordinate with the mobile bidding software Event Coordinator prior to and during the event.

(d) Setup Check-in and Checkout Center stations, directly supervise volunteers and pack up after event.

(e) All other tasks assigned by the CTF Executive Director.

Bidder must describe its experience with coordinating an event of this size and scope and its plan to meet the requirements above.

3) Silent and Live Auction Item and Underwriter Management

The Contractor must perform the activities below to successfully prepare for silent and live auctions.

a) Make follow-up phone calls and/or emails to secure auction items and their respective commitment forms at least 30 calendar days prior to the event.

Bidder must describe its experience with securing auction items and its plan to meet the requirements above. Please attach an example of an auction item commitment form with your response in Sigma:

b) The Contractor must submit Auction Item Commitment Forms to designated CTF staff within seven (7) business days of initial verbal or written commitment. Once the Auction Item Commitment Form is secured, the Contractor must perform the following functions:

1. Manage auction item spreadsheets to track prospective and committed auction items.

Bidder must explain how it intends on keeping detailed records of auction items to track the donor, description of the item, photo of the item, price, possible restrictions, taxable/non-taxable, and location/transportation of secured items.

2. Input auction item photos and descriptions into mobile bidding software, including description, restrictions, price, donor information, taxable/non-taxable, etc.

Bidder must explain its experience uploading auction item information into mobile bidding software.

3. Generate thank you letters to auction item and underwriter donors. Most letters are to be finalized pre-event. Late donations and/or those not finalized pre-event, must be finalized post event to assure 100% acknowledgement of auction item donations. Contractor is responsible for securing signatures, mailing, and filing copies of the letters in the final auction item files/folders. All thank you letters will be signed with original signature of Executive Director and/or Steering Team members (as desired).

Bidder must acknowledge and accept

4. Identify attendees at each table with sponsors.

Bidder must explain its experience with making table arrangements at events to ensure patrons are seated appropriately.

5. Assist in assembly of travel packages, including identifying items needed to complete packages.

Bidder must explain its experience assembling and securing travel packages for auction.

6. Assist auctioneer in packaging and numbering live auction items by providing detailed information/lists of donated items/packages to work from during pre-event meeting with auctioneer.

Bidder must describe its experience with inventorying auction items similar in size and scope.

7. Review and submit final auction item descriptions for program to the CTF director or designee to assemble event program. CTF will then submit the item descriptions to the MDHHS graphic contractor for printing. Track any additional donations committed after the program goes to print and prepare addendum. Work with printer the day prior to event to print addendums to the program. The Contractor must have the addendums at venue by 10:00 AM on the day of the event.

Bidder must explain its experience…