Black Horse Inn Request for Proposal (RFP)

Draft 2 — 8/28/07
Draft 3 — 9/10/07

REQUEST FOR PROPOSALS

BACKGROUND INFORMATION

The Township of Springfield, Montgomery County, Pennsylvania, is a 6.16 square mile community located just outside the northwest border of the City of Philadelphia. Settled as one of William Penn's family "manors", Springfield Township has a rich history dating to 1681.

During the early development of our nation, Bethlehem Pike through Springfield Township served as one of the earliest transportation routes for colonial settlers. Bethlehem Pike opened in 1734 and provided farmers access to the many mills located along the Wissahickon Creek. A stagecoach route was established in 1763 and, by 1820, nine lines traveled the pike. Flourtown, in Springfield Township, was the first stop for travelers outside of Philadelphia.

At one time, eight stagecoach inns were located along Bethlehem Pike in Springfield Township. Today, only four such inns remain, one of which is the Black Horse Inn in Flourtown. Springfield Township accepted ownership of the Inn, which had suffered from years of neglect, in 2004.

PROJECT DESCRIPTION

The Board of Commissioners of Springfield Township, together with the Black Horse Inn Advisory Committee, Springfield Township Historical Society and the Friends of Historic Bethlehem Pike, have partnered with one another to support a capital project for the Black Horse Inn to include:

• Phase I Assessment/Design/Preliminary stabilization (completed)
• Phase II Exterior restoration and interior stabilization (commenced)
• Phase III Interior restoration to facilitate adaptive re-use of the Inn for civic and commercial purposes

The estimated cost of the combined phases II and III of the project is $2.3 to $2.8 million. Phase II work is being completed with a combination of Federal, State and local funds. Phase III work is estimated to cost $1 to $1.5 million which is the subject of this proposal, and the targeted level of fundraising.

PROJECT PARTNERS AND STAFF INFORMATION

The Board of Commissioners of Springfield Township consists of seven members, each elected by geographic ward to serve staggered four-year terms of service. The Board of Commissioners establishes broad policy and goals for the community. An appointed manager and professional staff are responsible for carrying out the Board's objectives. The Board of Commissioners meets twice monthly to conduct the official business of the Township.

The Black Horse Inn Advisory Committee was created by the Board of Commissioners to help oversee the renovations of the Inn, and to provide recommendations to the Board as needed. The Board is currently comprised of five members and one alternate with varied professional backgrounds. All members serve on a voluntary basis. The Advisory Committee meets monthly to review progress on the rehabilitation of the Inn.

The Friends of Historic Bethlehem Pike were formed in August 2003 with the primary mission of preserving the historic integrity and architecture of Bethlehem Pike. The Friends spearheaded a community effort to save the black Horse Inn from demolition or re-location, which ultimately led to the Township's ownership of the Inn. The Friends continue to be a valued partner through public relations awareness, fundraising activities, building re-use and construction oversight.

The Springfield Township Historical Society was organized in 1985 with the primary purpose of researching and preserving the history of Springfield Township and educating the general public as to the history of Springfield Township. The Historical Society has lent its expertise in local history to the preservation effort through their knowledge of Township architecture, residents, activities, businesses and land uses of the past. The adoption of this project by this 501 (c)(3) organization has made it easier for individuals to contribute financially to this project.

PROPOSAL REQUIREMENTS

A (team of) professional fundraising consultants who will ensure the most efficient, effective campaign management. Guidance will be required for leadership, volunteers and professional staff as follows:

1. General guidance in campaign planning
2. Assist with the creation of a "case statement" for the project.
3. Feasibility study — what is the likelihood of success
4. Campaign goal setting and achievement of goals
5. Identification of major prospects
6. Prospect review and follow up
7. Recruit and train volunteers
8. Ongoing communication with professional staff and volunteer fundraisers with participation in monthly meetings throughout the campaign
9. Assist with creation of long term stewardship plan

TARGETS

The following timeline has been proposed, but may be modified with approval by Township:

October 15, 2007	Advertise the RFP
November 2, 2007	Proposals due to Township
November 27, 2007	Firms present to Black Horse Inn Advisory Committee
December 10, 2007	Top firms present to Board of Commissioners
December 12, 2007	Board of Commissioners award contract
January 2, 2008	Preliminary planning begins
February 2008	Campaign begins

PROPOSAL COMPONENTS

1. For each of the items listed in the "Proposal Requirements" section, please provide the following:
1. What your firm would do to meet the particular need, including proposed timeline to achieve task (list incremental steps and completion dates) with milestones of deliverables from consultant.
2. What expectations you would have of the Board of Commissioners, Township staff, Black Horse Inn Advisory Committee, Springfield Township Historical Society and Friends of Historic Bethlehem Pike
3. Who from your firm would be responsible
4. Proposal fee, presented in a "Not to Exceed" value
5. Estimate of any fees not included in the proposal fee, such as travel expenses, postage or pass-through fees.
2. Please include information regarding your firm's capabilities in the following areas:
1. Services provided relative to capital campaigns
2. Services provided relative to Board and volunteer direction
3. Resources available through your firm, as well as through other relevant partners and affiliations
4. Experience with similar projects, with particular emphasis given to historical rehabilitation in a public/private partnership.
5. Assist in identification of grant sources; public agencies, corporation and private foundations. Assist with grant applications.
3. Résumé key personnel on this assignment
4. References (similar projects)
5. Type and number of copies:
1. All proposals shall be submitted on 8 ½" x 11" paper (max. 11" x 17" fold outs)
2. Fifteen (15) copies of the proposal shall be submitted, bound at the left-hand edge with an appropriate report cover.
6. Submission date
1. All proposals are to be received no later than 4:00 PM on November 2, 2007. Proposals shall be sent to the attention of Mr. Donald E. Berger, Jr., Township Manager, 1510 Paper Mill Road, Wyndmoor, PA, 19038.