RFP - Relocation of Burlington Food Bank Fundraising Campaign

Fundraising Campaign Services to Support Burlington Food Bank Relocation

Issued By: Burlington Food Bank (BFB)

RFP Issue Date: June 12th, 2026

Proposal Submission Deadline: July 3rd, 2026

Primary Contact: Stacey Allen-Cillis, Community Engagement and Marketing Manager s.allencillis@burlingtonfoodbank.ca

Introduction

Burlington Food Bank is seeking proposals from qualified fundraising consultants, agencies, or firms to develop and implement a comprehensive fundraising campaign in support of the organization’s planned relocation and future growth.

The selected proponent will work collaboratively with staff, Board members, volunteers, donors, and community stakeholders to design, produce and execute a campaign that inspires philanthropy, strengthens community awareness, and secures the financial resources necessary to support the relocation project.

This Request for Proposals (RFP) outlines the background, project scope, deliverables, qualifications, submission requirements, evaluation criteria, and anticipated timelines associated with this initiative.

About Burlington Food Bank

BFB is a community-based, non-profit organization committed to addressing food insecurity through dignified food access, community partnerships, advocacy, and supportive programming.

Founded in 1991, the organization currently serves over 5700 unique individuals and families annually through food assistance programs and community support initiatives. Demand for services has continued to grow significantly due to rising housing costs, inflation, and increasing financial instability within the community.

The organization operates through the support of a small staff team, over 200 volunteers, donors, corporate partners and community groups.

Current Context

The organization is exploring and/or preparing for relocation to a new facility to:

• Increase service capacity
• Improve accessibility and client experience
• Expand programming opportunities
• Enhance volunteer and operational efficiency
• Support long-term sustainability
• Better meet the evolving needs of the community

The relocation project represents a significant opportunity to strengthen the organization’s impact while building broader community awareness and investment in food security initiatives.

**Note, BFB has completed a feasibility/readiness assessment and is not seeking feasibility services as part of this engagement

Purpose of the RFP

The purpose of this RFP is to identify a qualified fundraising partner capable of:

• Developing a strategic fundraising campaign plan
• Support donor cultivation and stewardship
• Assist with campaign messaging and case development
• Provide campaign management and leadership support
• Support major gifts and community fundraising initiatives
• Help the organization achieve campaign revenue goals within established timelines

The organization is seeking a candidate with demonstrated success in capital campaigns, relocation campaigns, community-based fundraising, donor engagement, and non-profit campaign strategy.

Project Objectives

The primary objectives of this engagement include:

1. Developing a compelling and community-centered fundraising campaign
2. Increasing donor engagement and philanthropic investment
3. Strengthening relationships with corporate, foundation, community, and individual donors
4. Building public awareness of the organization’s mission and future vision
5. Supporting the organization in achieving campaign goals within project timelines

Scope of Work

The successful agency will be expected to provide some or all of the following services.

Campaign Planning and Strategy

• Conduct stakeholder interviews and campaign discovery work
• Review organizational readiness and fundraising capacity
• Assess donor pipeline and fundraising opportunities
• Develop campaign structure and fundraising strategy
• Recommend campaign phases and timelines
• Identify fundraising targets
• Provide campaign support and recommendations
• Share campaign policies and procedures where needed

Case for Support Development

• Develop a compelling campaign narrative and case for support
• Create messaging frameworks tailored to different audiences
• Articulate the impact and necessity of the relocation project
• Support development of campaign materials and donor communication

Fundraising Campaign Execution

• Support campaign launch planning and implementation
• Assist with major donor cultivation and solicitation strategies
• Provide campaign coaching to staff, Board members, and volunteers
• Support sponsorship and corporate partnership development
• Monitor campaign performance and adjust strategy as needed

Communications and Public Engagement

• Support campaign branding and messaging
• Assist with media and community awareness strategies
• Recommend communication plans and donor engagement tactics
• Provide content guidance for digital and print materials
• Align communications with organizational values and tone

Reporting and Evaluation

• Provide regular campaign progress reports
• Track fundraising metrics and milestones
• Identify risks and mitigation strategies
• Provide final campaign evaluation and recommendations

Deliverables

By the end of the engagement we desire:

• a complete campaign playbook,
• campaign messaging,
• donor strategy,
• campaign calendar,
• campaign materials/templates,
• solicitation guidance,
• and a clear implementation roadmap the staff and Board can execute internally

Agencies should outline how they will provide the following deliverables and give examples of previous successful outcomes:

• Campaign assessment and recommendations report
• Fundraising strategy and implementation plan
• Campaign timeline and workplan
• Revenue targets and gift strategy framework
• Donor engagement and stewardship strategy
• Campaign reporting framework
• Regular progress updates and status meetings
• Final summary report and recommendations

Agencies may also recommend additional deliverables they believe would strengthen campaign success.

Desired Qualifications and Experience

The organization is seeking candidates with:

• Demonstrated experience managing successful fundraising and/or capital campaigns
• Experience supporting non-profit organizations and community-based agencies
• Knowledge of food security, social services, or community impact sectors
• Proven success securing major gifts, sponsorships, and community support
• Strong facilitation, communication, and stakeholder engagement skills
• Experience working with Boards of Directors and volunteer leadership committees
• Ability to work collaboratively within a values-driven environment
• Excellent project management and reporting capabilities

Preference may be given to agencies with experience supporting relocation, expansion, or capital infrastructure projects as well as those located within the GTHA.

Budget

Agencies are requested to provide:

• Detailed fee structure
• Proposed billing model (fixed fee, hourly, milestone-based, retainer, commission-free preferred)
• Estimated project expenses
• Optional services and associated costs
• Any assumptions related to pricing

Anticipated Time Lines

Date

RFP Issued

June 12th

Questions Deadline

June 30th

Responses to Questions Issued

Within 2 business day

Proposal Submission Deadline

July 3rd

Shortlisted Interviews

w/o July 13th

Successful Proponent Selected

August 10th

Project Start Date

September 2026

The organization reserves the right to modify timelines as required.

Questions and Clarifications

All questions regarding this RFP must be submitted in writing to:

Stacey Allen Cillis
Community Engagement and Marketing Manager
Burlington Food Bank
s.allencillis@burlingtonfoodbank.ca
905-929-8123

Questions must be received no later than June 30th, 2026.

Submission Instructions - Proposals must be submitted electronically in PDF format by July 3rd, 2026, 3pm EST. Submissions should be emailed to: rfp@burlingtonfoodbank.ca Subject Line: Fundraising Campaign Proposal

Terms and Conditions

Confidentiality - All information provided by the organization within this RFP process is confidential and may not be shared without written consent.

Costs - All costs associated with proposal preparation and submission are the responsibility of the proponent.

Conflict of Interest - Agencies must disclose any actual or perceived conflicts of interest.

Accessibility and Equity - The organization values diversity, equity, inclusion, accessibility, and anti-oppressive practices. Proponents are encouraged to describe how these values are reflected in their work.

Organizational Values

Burlington Food Bank is committed to:

• Dignity and respect
• Equity and inclusion
• Community collaboration
• Accountability and transparency
• Compassionate service
• Stewardship of donor and community resources

The successful proponent will be expected to align with these values throughout the engagement.

Suggested Proposal Format

To support proposal consistency, proponents are encouraged to use the following structure:

• Cover Letter
• Executive Summary
• Organizational Overview
• Understanding of the Project
• Proposed Methodology and Workplan
• Team Qualifications
• Relevant Experience
• References
• Pricing Proposal
• Additional Information

Closing Statement

The Burlington Food Bank appreciates the time and effort invested in responding to this Request for Proposals.

The organization looks forward to identifying a collaborative fundraising partner that can help build community support and investment in a stronger, more sustainable future for food security services within our community.

Thank you for your interest.