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The Kentucky State Parks Foundation, Inc.
Request for Proposal
Administrative Management Services
January 5, 2009
Contact Person:
J.T. “Jerry” Miller
502-244-1873 (home)
502-802-3094 (mobile)
Overview of Kentucky Parks Foundation
Kentucky has among the best state park system in the United States. It has 52 state parks
spread across our beautiful and historic Commonwealth. Because every Kentuckian lives
within 38 miles of a state park or historic site, they serve as a wonderful resource to connect
families and children to and educate them about the natural, historical and cultural wonders
of Kentucky.
The Kentucky State Parks Foundation (KSPF) was created to protect, enhance, advocate for
and connect people to the natural, historical and cultural resources of Kentucky’s State Parks
and Historic Sites by fund-raising and friend-raising through partnerships with individuals,
businesses and community organizations.
The Foundation is a non-profit, 501(c)(3) charitable organization established to seek grants,
bequests and the gifts of individuals, corporations, and others in support of Kentucky’s State
Parks and Historic Sites.
The Foundation is committed to:
Working to connect people, including families, children and educational institutions,
to Kentucky’s State Parks and Historic Sites;
Establishing funds utilizing individual and corporate sponsorships and donations to
support state park enhancement projects;
Increasing public awareness of the natural, cultural, recreational, and historic
resources within Kentucky’s State Parks and Historic Sites and the issues that impact
them;
Encourage active membership in and providing grants for statewide Friends groups,
while delivering cost effective service and support to these organizations.
The goals of the Foundation are to:
Work with the Kentucky Department of Parks to promote environmental and
historical education, and to foster the stewardship message
Create a grassroots constituency for state parks and historic sites through the
development and support of Friends groups
Support the acquisition needs, for land and artifacts, of State Parks and Historic Sites
that can not be met by the Legislative and Executive Branches of state government.
Build the financial capacity of The Foundation
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This is accomplished through developing and nurturing champions for our State Parks
and Historic Sites through:
Establishing public/private partnerships at the local, regional, and state levels
Providing a tax-deductible vehicle to donate or bequeath money to benefit Kentucky
State Parks
Preserving lands which enhance individual Kentucky State Parks and State Historic
Sites and protect them from encroaching development
Engaging people in outdoor recreation, education and volunteerism
Donated Funds may potentially be used for, but not be limited to:
Naturalist and Environmental Educational Programming in Kentucky State Parks,
including education of Park Naturalists
Build and maintain non-revenue generating educational facilities, such as interpretive
centers
Purchase of Conservation Easements on land contiguous to or in the “view shed” of a
Kentucky State Park or Historic Site
Attract Volunteers by supporting local Friends groups
Create and maintain more ADA-accessible trails, boat docks and fishing piers
Encourage education about and environmental control of invasive non-native species
Purchase contribution boxes for placement in Kentucky State Park facilities.
Purchase of historic artifacts and documents related to Kentucky State Parks and its
historic sites
Assist in the acquisition of land contiguous or important to a Kentucky State Park or
Historic Site
Develop a Strategic Planning Process, including specific fund allocations and
investment strategies
(Funds shall not be used to reimburse the Commonwealth or the Kentucky
Department of Parks for salaries of any state employee.)
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Scope of Work for the Consultant
The Kentucky State Parks Foundation, Inc. (KSPF) is seeking an experienced Administrative
Management company to provide it with management services in lieu of hiring its own staff.
KSPF was created in February, 2007 as a public charity to benefit Kentucky’s state parks and
historic sites. It has a website, www.kystateparksfoundation.org, at which can be found the
organizational documents and other information about KSPF, which includes its IRS
designation as a 501(c)(3) organization.
As of January, 2009, KSPF has had seven meetings of its board, which currently has fifteen
members plus the Commissioner of Parks who serves ex officio. KSPF has funds in excess
of $530,000, primarily from a bequest. It has made a small number of grants to the parks
and has thus far received less than $20,000 in donations, nearly all of which has been
received from members of the board. KSPF, having been in a start-up phase, wishes to begin
a development campaign during 2009 and must have the administrative capabilities to
implement it.
Supporting about a dozen of the state parks are “Friends Groups” or foundations, which are
each unique in that they support the mission of their local park. These groups are valuable
sources of volunteers, advocacy and, in the case of six groups, financial support. It is the
desire of the Kentucky Department of Parks and KSPF to grow the number of these
organizations. We are seeking a company that can assist us implement a strategy for
growing and leveraging these groups, including how KSPF can serve as their membership
service organization and depository. An on-line donation and membership enrollment
capability is considered a critical element of our strategy.
The successful company will assist the Kentucky State Parks Foundation effectively and
efficiently manage the organization while recognizing the busy schedules of its volunteer
Board. Integral to the overall growth of the KSPF, we are seeking a company that will work
with the Board of the Kentucky State Parks Foundation to effectively implement its Vision,
Mission and Goals.
A. General Administrative
Appropriately handle electronic and direct mail communications
Provide a phone line, answering all calls in the name of KSPF and providing
voicemail capabilities
Provide conference call capability, as required, between quarterly meetings
Provide for general business fax service
Assistance with print and collateral materials, including maintenance of inventory
Maintain a stock of letterhead and envelopes for KSPF correspondence, unless less
expensive on-demand alternative is available.
Ensure the availability of postage for all general correspondence and mailings.
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Management of legal matters as required, including access to legal services as
requested and necessary (fees paid by Kentucky State Parks Foundation).
Maintenance and management of organizational archives and historical items.
Coordination, updating, and oversight of printing organizational brochures
Insurance issues, including Directors and Officers liability related to
organizational management and activities, as well as any needed Fidelity Bonds.
Coordination of organizational contacts with the media, including the issuance of
press releases.
B. Information Management
Web-site Management
o Coordinate with appropriate Committee Chair
o Manage website (currently hosted by GoDaddy)
o Review web site for needed updates
o Plan changes to website
o Update website materials and links
o Edit and proof web changes
o Make suggestions for major web-site redesign (the cost of a major redesign is
not a part of this bid)
Provide Online credit-card donation and membership enrollment capability
Maintain mailing lists and coordination of mass-mailings
Effectively maintain the Friends Group database, including back-up
Create quarterly reports on Friends-group membership for each park
Forward quarterly membership reports to the Education and Outreach Chair
Provide an updated electronic membership file to local Friends Groups
Report any donor or membership issues to the board.
C. Financial Management and Treasurer Support
Efficiently process all gifts, grants and other receipts
Send written acknowledgement of all gifts
General financial and accounts management, including quarterly reports, annual
cash flow assessment, arranging for annual audit, preparation of annual 990 tax
return (if contracted out, please include as a separate line-item in your bid), and
reimbursements for organization-related expenses..
Write all checks and forward to either Treasurer or Assistant Treasurer for second
signature.
Generate quarterly financials to include balance sheet, budget vs. actual and cash-
flow report.
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Review quarterly financials with Treasurer.
Oversight of organization’s investments, in coordination with Treasurer and
financial manager.
D. Board/Committee Support
Serve as a Liaison for the Board with the Department of Parks, including the
scheduling of quarterly Board meetings
Preparation and distribution of quarterly meeting agendas after assisting President
with agenda development
Distribute announcements to Board Members via email and see that information is
posted on the Web site
Attendance at and keeping minutes for the Board meetings and conference calls
Provide assurance that appropriate parliamentary procedures are followed and that
the Kentucky State Parks Foundation Articles of Incorporation and Bylaws are
adhered to
Handle all logistics and onsite execution for Board meeting and luncheon,
including preparation of name plates and board packets, as well as serving as the
main contact
Serve as a resource to the Board on Foundation management and strategic
planning issues
Prepare and distribute new Board member orientation packets.
Communicate regularly with the Board Treasurer to provide advice on Foundation
issues.
Ensure that each committee is aware of their annual goals and objectives, as well
as keeping them on-task between quarterly Board Meetings
Serve as a resource for facilitating committee communication, including emails to
committee members, correspondence to the Board members, coordination of
conference calls, etc.
Liaise with the committee chairman as necessary.
Work with committees as needed, including maintenance of the grant request,
evaluation and approval process whereby requests are made by parks and friends
groups for funds from the KSPF
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E. Additional Services
Serve as the editor of a proposed KSPF quarterly e-newsletter
Electronic and direct mail distribution of newsletters
Bill for any advertising, both web-based and the newsletter
Manage receivables and inform the board when accounts are in arrears.
Track all sponsorship/advertising benefits and ensure that all terms are met.
Requirements for RFP
State your fees and terms for services listed above under A, B, C and D separately
from the Additional Services listed under E. Include your expectations for
expenses to be reimbursed.
Provide an approximate timeline or schedule for implementation of the tasks
proposed.
Provide references of your three clients most similar to KSPF
Provide information about your firm’s work in Kentucky over, at least, the past
three years (history, number of clients, etc.)
Name, experience, education and a short biography of current employees who will
perform more than 20% our work. If not currently employed, please specify the
qualification of the person you will recruit or contract with.
Provide your approach to completing the Scope of Work described above.
Best Value Criteria
The Kentucky State Parks Foundation, Inc. shall conduct a comprehensive, fair, and
impartial evaluation of all proposals. The Kentucky State Parks Foundation, Inc. may reject
any proposal that is incomplete or in which there are significant inconsistencies or
inaccuracies. The Kentucky State Parks Foundation, Inc. reserves the right to reject all
proposals.
The Kentucky State Parks Foundation, Inc. will establish a Proposal Evaluation Committee
to review, evaluate and verify information submitted by the offering company. The
Kentucky State Parks Foundation, Inc. reserves the right to alter the composition of the
committees or to designate other staff to assist in the evaluation process.
Each Service Provider is responsible for submitting all relevant, factual and correct
information with their offer to enable the evaluator(s) to afford each Service Provider the
maximum score based on the available data submitted by the Service Provider.
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The Kentucky State Parks Foundation, Inc. shall evaluate the proposals by assigning scores
in the categories according to established criteria using a consensus or group scoring
methodology.
The criteria below will be used to determine the successful Service Provider:
1. Understanding KSPF’s Needs. Does the proposal demonstrate a clear understanding of
the services to be provided and how those services will serve the mission(s) of the KSPF?
2. Administrative Management Service Provider Qualifications. Does the service
provider have sufficient experience in the areas of responsibility described herein?
Comments from references will be used to substantiate qualifications and service quality.
3. Personnel Qualifications and Available Facilities. Does the proposal show a depth of
qualified personnel to provide the service? Does the service provider have sufficient
employee retention and stability to ensure uninterrupted services? Will top-level
management continue a high level of interest in, and assume responsibility for, successful
fulfillment of the contract? Is there sufficient diversity of skills within the service provider’s
organization to fulfill all aspects of the RFP? Are the service provider’s physical facilities
adequate for the tasks?
4. Soundness of Approach. Is the proposal clear, complete, concise and well written? How
well does the service provider explain how the job is to be done? Are the more difficult tasks
delineated with details showing how difficulties are to be overcome? If needed, are the
details of the transition phase from the current service provider to the new service provider
included? Does the approach to the transition include the data that must be provided, sources
of the data, and proposed timeframe for the transition?
5. Cost. Is the cost competitive and commensurate with the services to be provided? Does
the proposal offer suggestions for how to reduce the proposed scope of services that would
reduce KSPF’s cost should the proposed monthly cost be more than KSPF wishes to pay?
Based upon our evaluation, points will be awarded on the following categories:
Qualitative assessment of proposal:
1. Understanding KSPF’s Needs 20 points
2. Service Provider Qualifications 20 points
3. Personnel Qualifications and Available Facilities 20 points
4. Soundness of Approach 20 points
Quantitative assessment of proposal:
5. Cost 20 points
Total 100 points
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Calendar of Events
Event Date
Request for Proposal (RFP) released 1-12-2009
Responses due on or before 4:30 p.m. EST 2-06-2009
Review of Proposals, Interviews, Due Diligence by 3-03-2009
Finalist Presentation to Board 3-10-2009
Selection of a management company, on or about 3-17-2009
Implementation of service, on or before 4-01-2009
NOTE: KSPF may adjust all dates up to and including the proposal Due Date. Dates
of events after the Proposal Due Date are approximate and provided for information
only.
Term of Contract
The contract issued from this RFP shall be awarded on a date determined by The Kentucky
State Parks Foundation, Inc. and will be subject to renewal annually upon mutual consent of
the parties.
Restrictions on Communications
Contact with anyone connected with KSPF other than J.T. “Jerry” Miller or the Board Chair,
Isabel Yates, may result in disqualification of the Service Provider’s response to this RFP.
Responses should be mailed to Mr. Miller at P.O. Box 24, Eastwood, Kentucky, 40018. If
the U.S. Postal Service is not used, the response should be delivered to 17200 Ash Hill
Drive, Louisville, KY 40245. All completed responses and signed addendums must be
received by February 6, 2009 no later than 4:30 p.m.
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