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Part-time Fundraising and Development Associate

3 months ago

Pottstown, United States Pottstown Regional Public Library Full time

**1. Introduction**

The Board of Directors (BoD) of the Pottstown Regional Public Library (PRPL) is seeking proposals from qualified vendors for the role of Fundraising and Development Associate. This position requires an experienced development professional to support the Development Committee of the BoD in various fundraising and development activities.

**2. Background**

The PRPL provides comprehensive library services to the Pottstown and our surrounding service areas. To enhance our fundraising efforts, we require the expertise of a Fundraising and Development Associate who will work closely with the Chair of Development and the Development Committee of the BoD.

**3. Project Overview**

**3.1 Objective** To procure the services of a qualified Fundraising and Development Associate to support and enhance PRPL’s fundraising and development efforts, ensuring the financial success of the library.

**3.2 Scope of Work** The scope of work for the Fundraising and Development Associate includes, but is not limited to:

- Researching, submitting, and tracking grant proposals to increase grant funding.
- Managing data entry of donations and donor information in Bloomerang, including database cleansing and reporting.
- Ensuring timely issuance of donation acknowledgements.
- Providing reporting to the Treasurer of the BoD to ensure the accuracy of financial reporting.
- Joining PRPL leadership in meetings with donors and prospects as needed.
- Assisting in the planning and execution of fundraising events, including outreach, communications, logistics, guest management, and post-event follow-up.
- Engaging in ongoing donor research, including individuals, foundations, and corporations to inform solicitation requests and visits.
- Performing other responsibilities as directed.

**3.3 Deliverables** The selected vendor will be expected to deliver:

- Detailed reports on grant proposals submitted and tracked.
- Clean and accurate donor database entries and regular reports.
- Timely donation acknowledgements.
- Drafts and final versions of donor communications and solicitations.
- Accurate financial reports for the Treasurer.
- Successful planning and execution of fundraising events.
- Effective donor appeals, newsletters, and other communications.

**3.4 Timeline** The project is expected to start on July 26, 2024 and is ongoing.

**3.5 Evaluation Periods** The quality of the work provided by the Fundraising and Development Associate will be evaluated by the Executive and Development Committees after the first three months. Subsequently, the work will be re-evaluated every six months to ensure continued alignment with PRPL’s goals and expectations.

**3.6 Work Location** This is a hybrid role. Some work will be done onsite at the Pottstown Regional Public Library, while other tasks can be completed remotely. There may be a small amount of travel required for donor visits and to oversee and attend special events hosted by the PRPL BoD.

**3.7 Valid Driver’s License** The applicant must have a valid Pennsylvania (PA) driver’s license.

**3.8 Background Checks and Clearances** The applicant must be able to pass a criminal background check and obtain child abuse clearances.

**4. Proposal Requirements**

**4.1 Proposal Submission** Proposals must be submitted by July 5, 2024. Late submissions will not be considered.

**4.2 Proposal Content** Proposals should include:

- **Company Information**: Overview of the company, including name, address, and brief history.
- **Qualifications**: Relevant experience and qualifications of the Fundraising and Development Associate.
- **Project Approach**: Detailed description of how the vendor will complete the scope of work and deliverables.
- **Availability**: Proposed availability and hours for the completion of the project.
- **Cost**: Proposed hourly rate.
- **References**: Contact information for at least three (3) references from similar projects.

**5. Evaluation Criteria**

Proposals will be evaluated based on the following criteria:

- **Experience and Qualifications**: Demonstrated expertise and experience in nonprofit development, particularly in annual funds, major giving, prospect management, donor databases, marketing, and event planning. Familiarity with the PRPL service areas.
- **Approach and Methodology**: The proposed approach to the project and how well it aligns with our objectives.
- **Cost**: Overall cost and cost-effectiveness.
- **References**: Feedback from references regarding the vendor’s past performance.

**6. Submission Instructions**

**7. Contact Information**

For questions or clarifications regarding this RFP, please contact:
Dennis Arms

PRPL Board Vice President

610-441-1791

**8. Confidentiality**

All information provided in this RFP is confidential and must not be shared or used for any purpose other than preparing a response to this RFP.

**9. Reservation of Rights**

The PRPL reserves the right to accept or reject any or all propo