3. Evaluation Criteria
Potential projects will be evaluated by the Alumni Projects Committee according to the following criteria. The percentages listed are an approximate weighting for each criterion designed to show the relative importance of each area.
a. (40%) Benefit to the Hermosa Beach Community. The project must provide a benefit to the Hermosa Beach community. Proposals should explain how the project positively impacts the community and why LHB should undertake the endeavor. The most highly-rated projects will fulfill a community need in a way that LHB is uniquely positioned to provide.
b. (20%) Execution Plan and Risk Mitigation. The project must have a plan which includes a clearly defined scope, schedule, and budget. The plan must also identify potential risks to execution and plans to mitigate those risks. Examples might include the risk of not obtaining commission and council approval, the risk of unforeseen stakeholders emerging during the project, etc. It is OK to have project risks, and the Alumni Projects Committee will look more favorably upon projects which have identified risks and mitigation plans.
c. (15%) LHB Resources Requested. The project proposal must identify key team members rather than requesting LHB to supply those team members. In other words, bring a team, not an unstaffed idea. LHB is willing to provide financial resources for the selected project(s), but the proposal should also explore and describe potential opportunities for additional sources of funding (e.g., sponsorships and fundraisers).
d. (15%) Project Timeline. There is no specified limit on the duration of Alumni Projects. However, the schedule should be realistic and appropriate for the project. Respondents should recognize that projects with excessive durations are difficult to maintain and that overly aggressive schedules are difficult to execute. Additionally, the City and other stakeholders may have their own coordination and approval timelines. The proposal must account for these timelines.
e. (10%) Team Composition. The proposing team should possess (or be able to acquire) the skill set required to execute the project. The team doesn’t have to consist entirely of LHB alumni, but teams that propose a heavier involvement of LHB alumni will be considered more favorably. Proposals are encouraged to contain a staffing matrix or organizational chart that lists who is responsible for each aspect of the project.
f. (5%, See note) Potential for Fundraising or Long-term Sustainability (Optional). LHB recognizes that some projects have the potential to provide a monetary or long-term benefit (and to possibly become self-sustaining in the future). If the proposal successfully articulates the potential for this, the selection committee will take it into consideration.
Note: This 5% puts the total for all categories above 100%. This is to avoid unfairly penalizing projects which have no intention to raise funds or become otherwise sustainable for the long term. If the project includes this component, this 5% will be included in the LHB Resources Requested category.
4. Proposal Instructions and Timeline
Respondents must complete and submit a written application by Friday, June 15th, 2018 firstname.lastname@example.org. An application form is included at the end of this RFP. This format is suggested but not mandatory; the Alumni Projects Committee will accept any application which includes all of the information requested in the attached application.
The Alumni Projects Committee will review applications to ensure that they meet all of the mandatory requirements contained in Section 2 above. The top (up to five) proposals meeting these requirements will be invited for an in-person presentation during the week of June 22nd. These presentations will be an opportunity for teams to elaborate on their projects and for the Alumni Projects Committee to ask questions. Teams should expect a 15-minute presentation time followed by another 15 minutes for questions from the committee. Creativity is encouraged, but team presentations should focus on the project attributes described in Section 3 above. The Alumni Projects Committee will select one or more proposals and recommend its selected project(s) for final approval by the LHB Board of Directors.
5. Selected Project(s)
The Alumni Projects Committee will work with the selected project team(s) to ensure they are proceeding according to plan. Project review schedules will be tailored to each individual project, but selected project teams should expect a kickoff meeting within one month following project approval. During that kickoff meeting, the Alumni Projects Committee and the project team will establish a project charter and decide upon metrics designed to keep the project on track.