RFP: Executive Director Services

• by ACWA Foundation
• Mar 19, 2024

Issue Date

March 19, 2024

Due Date

May 1, 2024, 5 p.m PST

Background:

The Association of California Water Agencies Foundation (“ACWA Foundation” or “Foundation”) is currently seeking proposals from professional consulting firms or other independent contractors (hereafter collectively referred to as “firm”) interested in serving as Executive Director of the Foundation. The Executive Director will have overall strategic and operational responsibilities for the Foundation’s programs, fundraising, governance, and implementation of its mission ensuring the Foundation’s long-term sustainability and will receive policy direction from the ACWA Foundation Board of Trustees.

About the ACWA Foundation:

Formed in 2022, the ACWA Foundation exists to serve all Californians by advancing diversity, equity, and inclusion within the water industry through education, research, and workforce development. The ACWA Foundation and its Board of Trustees operate separately and independently from ACWA and its Board of Directors. The inaugural, nine-member Board of Trustees was ratified on Nov. 18, 2022. The Board of Trustees represents a diverse cross-section of the water industry and other leaders.

Vision:

The ACWA Foundation envisions a California water industry that reflects, embraces, and represents the people it serves.

Mission:

The ACWA Foundation exists to serve all Californians by advancing diversity, equity, and inclusion within the water industry through education, research, and workforce development.

More information is available at https://www.acwa-foundation.org/.

What We Are Seeking

The ACWA Foundation is seeking to invest in a long-term commitment, based on satisfactory performance with the selected firm to ensure the continuity of the Foundation’s efforts. Specifically, the Foundation is seeking to contract for Executive Director services for an initial 1-year term with the option for multi-year renewal if performance goals are achieved. The estimated annual budget for this agreement is between $150,000-$280,000. (The contract resulting from this RFP does not include provision of benefits for the selected firm e.g., health insurance, retirement benefits or time off.)

The desired suite of services can be performed by a consultant or team of consultants including subconsultants.

Highlights of the Executive Director role include:

• Providing strategic leadership and direction to advance ACWA Foundation’s mission;
• Directing fundraising efforts on behalf of the Foundation consistent with the direction of the Board of Trustees;
• Overseeing all day-to-day operations, including, but not limited to, financial management, communications, event planning and administrative duties; and
• Building and maintaining strong relationships with donors, volunteers, and partner organizations.

Minimum Qualifications

The firm member designated to serve as “Executive Director “of the ACWA Foundation must have at least 7 years of senior-level experience in foundation or other nonprofit management, project management and fundraising. They must have a proven track record of effectively leading a performance-and outcomes-based non-profit organization and be able to provide specific examples of having developed and operationalized strategies to take an organization to the next stage of growth.

Interested firms should include with their proposals support for the full suite of operational services identified above (administrative, financial, communications, events etc.) with the qualifications and experience of the consultant or subconsultant performing each service.

Proposal Requirements:

Firms must submit a concise proposal package clearly addressing all of the requirements outlined herein. The proposal must be signed by the firm’s representative authorized to execute a contract between the ACWA Foundation and the firm. The proposal must include, at a minimum, the following sections; however, the firm is encouraged to expand on the scope as needed:

A. Cover Letter

• Include the firm’s (and a subconsultant’s) contact information, including: physical address, website, email and telephone number for the main office and any branch office that would provide services for the Foundation;
• Signed by an authorized representative of the firm;
• Stating the proposal is valid for acceptance at least 90 days from the proposal submission deadline;
• Provide contact information (address, email, and telephone) for the firm’s point of contact during the RFP process;
• Acknowledge that the firm would provide the insurance and indemnification required.

B. Project Team Information

Each firm must provide the names and positions of all staff proposed to be involved with the work of the ACWA Foundation, including staff for proposed subconsultants. The proposal should also designate who will serve as the Foundation’s “Executive Director “and serve as the Foundation’s primary contact throughout the project. It is allowable for a single individual to fulfill multiple roles for the project.

C. Project Understanding and Innovation

Describe their understanding of the services requested and strategy for successfully performing those services as well as vision for advancing the interests of the Foundation into the future.

D. Scope of Work

Include a detailed scope of work that most efficiently and effectively provides the full range of services sought by the Foundation as articulated in this RFP.

E. Subconsultants

Identify all subconsultants proposed to serve on this project with background information, relevant experience and resumes for key personnel.

F. Relevant Experience and References

• Each firm must provide the qualifications and relevant experience of each member of the proposed team to perform the services sought by the Foundation through this RFP. If successful in proposing on this project, the selected firm may not replace or remove key personnel assigned to this project without the ACWA Foundation’s prior approval.
• Provide a brief description of at least three clients for which your firm has provided similar services during the past ten years.

For all referenced projects list the:

• Client (contact person, address, email, and phone number);
• Project description and duration; and
• Description of services provided by your firm.

G. Fee Proposal

Include a fee proposal with the time (in hours) and cost (with hourly rates) for your firm and any subconsultants to perform each of the services requested in this RFP and the total cost of your proposal. This will be a time-and-materials, not-to-exceed, contract.

H. Proposal Submittal

One (1) electronic copy of the proposal package must be received by the ACWA Foundation no later than 5:00pm PST Wednesday, May 1, 2024, via email to: ACWA Human Resources Analyst Jane Odhiambo, at janeo@acwa.com  with the subject line: “ACWA Foundation Executive Director RFP Proposal.” Ms. Odhiambo will provide email confirmation upon receipt of your firm’s proposal.

I. Questions

If you have any questions regarding this RFP, please contact Jane Odhiambo at Janeo@acwa.com with the subject line of “ACWA Foundation Executive Director RFP Questions.”

Estimated RFP Selection Process Timeline:

The ACWA Foundation desires to enter into a contract with the firm that is successful in proposing this RFP by May 2024. The anticipated schedule is as follows:

 Selection Process and Criteria:

The Association of California Water Agencies (ACWA) is assisting the ACWA Foundation in facilitating this RFP process.

The Board of Trustees of the ACWA Foundation will review the proposals and interview top applicant(s) prior to making a selection for contract award. Proposals will be evaluated based on the best overall combination of experience, qualifications, understanding of the needs of the Foundation and approach to successfully meeting those needs and cost.

EXHIBIT A

ACWA Foundation Executive Director Responsibilities

 ACWA Foundation envisions the Executive Director’s essential duties and responsibilities will include, but not be limited to:

Leadership & Governance

• Oversee ACWA Foundation initiatives to further its vision and mission including program development, execution, and metrics to measure and track progress and effectiveness.
• Responsible for ensuring that the organization is operating in compliance with applicable laws and regulations for a 501c3, and according to the highest ethical standards.
• Actively engage and energize board members, volunteers, donors, and supporters.
• Proactively identify items for Board action and report out to the Board on activities, progress, donors, foundation needs, etc.
• Develop, maintain, and support a strong Board of Trustees, serve as ex-officio of each committee, seek, and build board involvement with strategic direction for ongoing and new initiatives.
• Develop and maintain Foundation and board of trustee policies, conduct nomination process for appointment of trustee, handle on-boarding of new Trustees.
• Schedule monthly meetings, prepare packets and disseminate them to Trustees.
• Schedule and support Foundation committees.
• Monitor progress of strategic plan and report progress.
• Act as the public face of the Foundation, including planning, attending, and hosting fundraising events; attending kickoff events; and speaking with the press, donors, and other community members on the business of the foundation.

Fundraising & Communications

• Develop strategy and execute fundraising activities to support Foundation programs and activities.
• Develop and execute internal and external communications including website, social media, newsletters, etc.
• Serve as spokesperson for the ACWA Foundation
• Grow diversified support base, across water, educational institutions, and corporate sector.
• Responsible for organizing and executing Foundation events.

Administration & Finance

• Responsible for maintaining financial records, accounts payable, accounts receivable, and overseeing the timely submission of all satisfactory required filings and returns.
• Responsible for administration, maintaining records and files of organization, budget development, recommended timelines and resources needed to achieve annual strategic goals.
• Ensure effective systems and digital tools to track the organization’s progress, and regularly evaluate program components, to measure successes that can be effectively communicated to the board, members, and funders.
• Develop and maintain Foundation database and distribution lists.
• Identify opportunities for grant funding to support
• Responsible for oversight of required 501(c)3 filings for the Foundation.

Program Development and Management

• Work with the Foundation Trustees and volunteers to develop and execute key Foundation programs including DEI, scholarships, mentoring, and internships.
• Build partnerships with other organizations with similar goals and priorities.
• Promote Foundation’s programs and services to key stakeholders, including donors, volunteers, community partners, and the media, to increase awareness and support for the Foundation’s mission.
• Performs other duties as assigned.

Staff Management

• Provide leadership and guidance to foundation staff, ensuring a positive work environment, promote teamwork and collaboration, professional development, and effective performance management.
• Model and promote the foundation’s values and culture, setting a high standard for ethical and effective behavior in all interactions.