REQUEST FOR PROPOSAL
EXECUTIVE SUMMARY
The Rotary Club of Medicine Hat is the longest‐serving service club in our community. Since 1918, our Club has been actively involved in supporting various local efforts to improve our community’s well‐being. Whether it’s the Rotary Music Festival, Rotary Park, the Rotary Track, highway clean ups, soup kitchens, Rotary youth leadership camps, youth exchanges, Canada Day festivities, or Christmas Kettle Bells – we love to roll up our sleeves and help out. We also strive to make a difference in our national and global community where we provide humanitarian support to those experiencing hardship and famine. As part of our Centennial Celebration in 2018, the Rotary Club of Medicine Hat would like to conduct a Rotary Impact Assessment to better demonstrate the value that Rotary has made in our community. While Rotarians know in their hearts the importance of what we do, it is much more difficult to articulate the impact this work has made in the community into a more concrete and measurable way.
REQUEST FOR PROPOSAL OUTLINE
This Request for Proposal (RFP) is asking for an impact analysis of a selection of local Rotary projects, programs and initiatives. There are three components to the RFP with the greatest emphasis being on the ‘impact analyses’ of data.
Surveys and Interviews
Research using available information / data
Impact Analysis
RFP distribution is by invitation only. All proposals must be submitted in writing by 5:00 pm, May 1, 2017. Proposals will not be considered after the deadline. Contract pricing and deadlines are negotiable and all decisions are the sole discretion of the Rotary Club of Medicine Hat.
Please submit proposals in writing to:
Karen Blewett, President‐Elect Rotary Club of Medicine Hat E‐mail:
[email protected] Telephone: 403‐866‐3430
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PROJECT SCOPE
The purpose of the Rotary Impact Assessment is to demonstrate the value of Rotary in our community using more concrete and measurable data that is impactful and meaningful to our members, community, and partners. In order to objectively evaluate the impact of Rotary in Medicine Hat, more information and analysis is required. In particular, there is a need to measure the impact that Rotary programs and projects are having (or have had) in the community over the medium to longer‐term. Anecdotal information, presentations and general conversations have often reiterated that youth and community groups who have been past recipients of Rotary programs and projects very much appreciate the opportunity Rotary has given them. However this is only short‐term feedback on their immediate experience. Goals of Project: To evaluate the impact of the Rotary Club of Medicine Hat’s contributions in the community To tell a story beyond a listing of the projects and programs that the Rotary Club has supported over the years to more of a focus on how these projects have made a difference in the community To produce relevant and meaningful statistics that can be shared with the community, media and potential members To generate impactful statements that will help to demonstrate the value of Rotary To emphasize, where possible, quantitative data (as well as quantifying qualitative data) To integrate qualitative / anecdotal stories where it can be used as part of a strong impact statement of the value of Rotary in Medicine Hat. Project Timeline: May 15, 2017 – December 31, 2017 o Project MUST be completed in time for Rotary Centennial Celebrations in 2018 o Deliverables need to be completed no later than December 31, 2017 There is the possibility of scope expansion if further leveraged funding is made available in the fall of 2017. Additional information is noted further in the RFP.
REQUIRED DELIVERABLES: The Rotary Impact Assessment will, at minimum, involve a written report that will help the Rotary Club analyze the following impact areas as best as possible given the available data:
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Community / Economic Impact 1. What direct economic impact can be attributed to the work of Rotary in Medicine Hat? 2. What indirect economic impact can be attributed to Rotary in Medicine Hat? (Note: This can be difficult to measure but perhaps a reasonable economic multiplier can be used to substantiate a number.) Local community improvement (ex. Rotary Park, Rotary Track, Medalta, etc.) Impact of volunteer contributions (using volunteer hourly rate metrics) 3. What intangible economic impacts can be attributed to Rotary in the community? (Note: This can also be difficult to measure. Ideally, it is hopeful that there is a way to make a correlation of project support to some specific improvements.) Improved health / education in community (projects Rotary has supported / funded) Personal development of Rotary program recipients like Youth Exchanges, Music Festival (education / careers, self‐confidence, leadership, volunteerism) Social / sense of belonging (ex. Rotary Pool ‘first’ in community, Rotary fellowship)
Impact of Rotary Programs The Rotary Club of Medicine Hat would like to do a more in‐depth analysis of at least two Rotary projects to show the impact of our Club’s work at the local level. What has been the impact of these Rotary programs in our community? What has been the impact on the individuals who have participated in the programs? 1. Rotary Music Festival (Mandatory) 2. Rotary Youth Exchange (Mandatory) 3. Rotary Youth Leadership Program
Impact of Rotary Projects The Rotary Club of Medicine Hat would like to do a more in‐depth analysis of at least three Rotary projects to show the impact of our work. What has been the impact of these Rotary projects in our community? How have these projects improved the community? How have these projects enhanced quality of life or improved the community’s well‐being? 1. Rotary Park (Mandatory) 2. Rotary Track (Mandatory) 3. Other Local Projects 4. International Projects a. Mulki School Project in India b. Club Santa Lucia Old Folks Home in Nicaragua c. Los Amigos emergency vehicles and medical equipment, Mazatlan, Mexico
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Impact of other local Rotary service clubs The Rotary Club of Medicine Hat has sponsored the Sunrise, Saamis and Interact Rotary Clubs.
What has been the impact of these Rotary Clubs in our community (projects, fundraising, etc.)? How have these Rotary Clubs contributed to the improvement / well‐being of the community? What would be different if the Rotary Club of Medicine Hat did not support these organizations?
Impact on other community organizations and projects The Rotary Club of Medicine Hat has supported many community organizations and projects over the years. What has been the impact of Rotary’s contributions and donations to other community organizations and projects (funding, volunteer time, etc.)? What would be different if Rotary did not support these organizations? *The following list is a sample of four of the many local community projects our Rotary Club currently supports. If resources and time are available, other projects would be added to the list including both current and past: 1. 2. 3. 4.
Salvation Army Kettle Bells Highway Clean‐Up Canada Day Celebration Core Hot Lunch Program
Impact of Rotary Fundraising What impact has our Rotary fundraising efforts had on the community? What is the impact of our fundraising for local projects? What is the impact of our Rotary Endowment? What is the impact of our contributions to the Rotary Foundation? 1. Areas of impact (current and historical) a. Health b. Education c. Youth d. Recreation / Sport 2. Local Projects (current and historical) a. Medalta (Medalta Children Discovery Centre, Black and White Gala) b. Cenotaph (first Rotary project in community) c. Prairie Gleaners (joint project of four Rotary Clubs) 3. Rotary Endowments 4. Rotary Foundation
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Impact of Rotary Milestones What is the impact of some of our Rotary Club’s major milestones as a service organization? 1. 2. 3. 4.
First Service Club in Medicine Hat Rotary Endowment Fund Rotary Music Festival District and Rotary International (RI) Recognition (current and historical) a. 100% Paul Harris Fellowship Club (2017) b. RI Award for Community Service (1940) 5. Changing Demographics / Diversity
Impact of Rotarians What is the impact of the commitment and contribution of Rotarians? 1. 2. 3. 4.
Local projects Volunteer time / commitment Fundraising /Rotary Contributions Rotary Recognition / Milestones a. Arch Klumph Society and Major Donors b. District Governors / Assistant Governors
OPTIONAL DELIVERABLES:
The Rotary Club of Medicine Hat is seeking additional funds to supplement the Rotary Impact Assessment however the possibility of securing these funds will not be confirmed until October 2017.
If further funding becomes available, please outline what you could do with additional resources and what the breakdown of costs would be.
1. VIDEO: The Rotary Club of Medicine Hat is actively engaged in serving the community and 100 years is a significant milestone anniversary. To celebrate this anniversary, the Rotary Club is seeking the service of a contractor to produce a professional 5‐10 minute video to showcase this achievement. If possible, a shorter (1‐2 minute) version would also be developed as a promotional tool to build awareness of Rotary in the community both in the Centennial Year and beyond. The awarded contractor will have access to Rotary photos and is encouraged to video Rotarians, Rotary program recipients and local footage where available.
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The video should be very positive and uplifting with the following themes weaved throughout:
Rotary Volunteerism Youth Leadership
Local impact Friendships Community Economic impact
The video must be delivered to the Rotary Club in both a high‐resolution format (suitable for viewing offline or through a high‐speed internet service) and a lower‐resolution format (suitable for streaming over mobile networks). The video format should be such that the Rotary Club can upload to its website and to any of the mainstream streaming sites (e.g. YouTube). The anticipated timeline for a completed video is February 2018.
2. OTHER OPTIONS:
Proponents are encouraged to articulate unique ideas they feel will leverage the value of Rotary’s impact in the community. Proponents are asked to provide specific detail about each idea, anticipated outcomes and financial benefits/implications. The Rotary Club reserves the right to negotiate the inclusion of any or all of the proposed options at its discretion.
METHODOLOGY
The primary focus of this project is to focus on analyzing current and past data from existing resources / documentation. The Rotary Club would also like the proponent to include their availability to conduct and analyze survey and interview results. 1. Researching and analyzing existing Rotary Club documentation, material and resources (using Rotary Club data and other information) Where possible, analyze Rotary impact information into concrete and measurable data. 2. Conducting and analyzing feedback through surveys and interviews (when available) Where possible, quantifying Rotary impact from survey and interview results into concrete and measurable data. Possible surveys include: 1) Past Youth Exchange Students / Music 3) Sponsored Rotary Clubs Festival Participants 4) Rotarians 2) Recipients of Rotary‐supported Projects
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PREFERENCE OF QUANTITATIVE DATA The preference is for quantitative data ($, %, #) whenever possible; however, it is acknowledged that there may be areas where data is difficult to obtain. Qualitative analysis (including compelling individual success stories proved to be life‐altering) is also welcome and can be used to supplement the assessment when quantitative data is not available. PROFESSIONAL EXPERIENCE Proponents are required to include a list and brief description of similar projects completed in the past five (5) years including a short description of the work under‐taken; cost; and the name, title, phone, and email address of a key contact that can be used as a reference check.
Preferred skills: Conducting surveys and interviews Post‐Secondary experience in qualitative and Producing, analyzing and synthesizing data quantitative evaluation work Transferring qualitative data into quantitative Research and data analysis measures (where possible). Impact / outcome‐based evaluations AVAILABLE RESOURCES The successful proponent will be provided with sample survey questions however it is up to the proponent to develop and design appropriate questions that will yield the best results for the Rotary Impact Assessment The successful proponent will have access to Rotary Club of Medicine Hat files, documents, and resources available. This includes but is not limited to: o List of projects from the past 100 years o Rotary statistics (number of Rotarians, volunteer hours, etc.) o 75 Year Celebration Booklet o Rotary International information (and stats where available) o Rotary Economist (including e‐books on case‐study impact assessments of sample Rotary projects world‐wide)
CONFIDENTIALITY All information provided to the successful proponent will remain property of the Rotary Club of Medicine Hat and must be treated confidentially.
PROPOSAL COMPENSATION
The Proposal will detail: A maximum fee quoted in Canadian funds (excluding GST) A project timeline and breakdown of the associated costs for each of the deliverables identified in the proposal A rate schedule for reimbursable works Expected payment structure.
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Compensation Amount
The Rotary Club has a designated amount of funds available for this project of up to $10,000 (Canadian Dollars).
Important: Proponents must clearly identify what deliverables can / cannot be met under the current compensation funds available. If deliverables cannot be met, proponents are encouraged to indicate a break‐down of what the additional costs would be to complete further work.
As previously noted, the Rotary Club of Medicine Hat is seeking additional funds to supplement the Rotary Impact Assessment however the possibility of securing these funds will not be confirmed until October 2017.
Acceptance and Evaluation
Award shall be made on proposals that will give the greatest value based upon quality and price. The Rotary Club may consider any or all of the following factors in evaluating and selecting the successful Proponent(s) and reserves the right to conduct interviews at its sole discretion. Experience and Quality Control o Previous related knowledge and experience in impact assessments / outcome analyses o Demonstrated successful project completion record for similar projects o Demonstrated understanding of Rotary, service clubs and non‐profit organizations o Availability and commitment of assigned personnel
Project Understanding and Proposed Work Plan o Appropriate assumptions to demonstrate the understanding of the scope of project o Ongoing communication and updates provided to the Rotary Club of Medicine Hat on progress and milestones
Proposal Compensation o Proposed total cost o A breakdown of the associated costs for each of the deliverables identified o Timelines
Negotiations The Rotary Club of Medicine Hat may, prior to and after contract award, negotiate changes to the scope of work, the type of materials, the specifications or any conditions of the project.
Supplementary Information The Rotary Club of Medicine Hat will provide a supplementary document with sample questions for project deliverables. These sample questions are not intended as the definite methodology but rather as a resource.
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