REQUEST FOR PROPOSALS (RFP)

Consulting Services for
Strategic Transition & Capacity Building

The St. Martha’s Regional Hospital Foundation (the Foundation) is a registered charitable organization supporting St. Martha’s Regional Hospital. We are currently undergoing a strategic transition to evolve from a hospital-focused foundation into a broader health foundation, encompassing community and population health.

To support this transformation, the Foundation invites proposals from qualified consulting firms with expertise in:

  • Strategic planning

  • Partner and community engagement

  • Charitable financial development and fundraising, including endowment support

  • Marketing and communications

The successful firm will work with the Executive Director to guide us through this evolution and help position the Foundation for long-term impact and sustainability.

Proposals will be accepted between July 7, 2025 and September 2, 2025.

This Request for Proposal (RFP) outlines the requirements, terms, and criteria that will guide the evaluation and selection process. Please structure your response accordingly. Proposals that do not meet these requirements may not be considered.

All inquires with regard to this RFP should be directed to:

Amy Carver
Executive Director
St. Martha’s Regional Hospital Foundation
25 Bay Street, Antigonish, NS, B2G 2G5
Telephone:  902-863-6414
Email:  amy.carver@smrhfoundation.com

SECTION 1 – TERMS AND CONDITIONS

SUBMISSION REQUIREMENTS

  • Submit proposals and correspondence to:
    Amy Carver
    Executive Director, St. Martha’s Regional Hospital Foundation
    25 Bay Street, Antigonish, NS, B2G 2G5
    amy.carver@smrhfoundation.com

  • Hard copy proposals must be submitted in a sealed envelope clearly marked:
    “Confidential – SMRHF Consulting Proposal”

  • Please submit two (2) hard copies and one electronic copy via email.

  • Closing Date: September 2, 2025, 5PM (Atlantic) – Late submissions will not be considered.

  • Interviews: To be held in person in Antigonish Nova Scotia, September 8 – 11, 2025. A virtual option will be considered upon request.

  • Proposal terms must remain firm and irrevocable from the closing date until the successful completion of all deliverables (anticipated March 31, 2026).

  • The successful firm will be notified no later than September 17th 2025.
    All other applicants will be informed of the decision the same day.

PROPOSAL REGULATIONS

  • Submission implies acceptance of all RFP conditions, unless otherwise stated.

  • The Foundation reserves the right, without prejudice:

    • To accept or reject any or all proposals.

    • To not be obligated to select the lowest-cost proposal.

    • To waive formalities or technicalities.

    • To reject proposals from firms deemed unable to meet project demands.

  • Proposals may be withdrawn in writing prior to the submission deadline.

  • No adjustments will be permitted after submission.

  • All proposals become the property of the Foundation.

  • The Foundation is not responsible for any costs incurred in preparing or submitting a proposal.

  • In case of any disputes over completeness, accuracy and/or interpretation of this RFP, the versions of such documents held by the Foundation will be considered correct. Information, offers, commitments or instruction obtained by any source other than the Foundation will not be binding on the Foundation. 

  • All inquiries and responses may be shared with all proponents as addenda. Contact with any Foundation staff or board members other than Amy Carver may result in disqualification.

SECTION 2 –CONSULTING SERVICE REQUIREMENTS

BACKGROUND

Founded in 1990, the St. Martha’s Regional Hospital Foundation exists to ensure access to high-quality healthcare at St. Martha’s Regional Hospital. With the legacy of the Sisters of St. Martha at its core, the Foundation partners with individuals, businesses, and other foundations to raise funds and promote community health.

Over the past 35 years, the Foundation has:

  • Funded essential hospital equipment such as a new operating room, diagnostic imaging and laboratory equipment, and more.

  • Supported professional development and research for hospital staff.

  • Launched the St. Martha’s and You...the Time is NOW! endowment campaign in 2016, with a goal of growing the hospital endowment from $3.5M to $20M by 2026 — a goal reached four years early, thanks to broad-based community and corporate support.

The Foundation is now transitioning toward a health foundation model, expanding impact to address broader health and wellness needs in the community. This includes a renewed focus on social determinants of health, equity, and collaborative care models


OBJECTIVES

The consulting firm will support the Foundation in the following key areas:

  • Strategic Planning: Lead the development of a comprehensive strategic plan that aligns with the Foundation’s expanded mission and long-term vision.

  • Strategic Transition: Guide the organization through its expansion to a population health-focused foundation.

  • Partner and Community Engagement: Design inclusive engagement strategies involving donors, health professionals, board members, and the broader community.

  • Marketing and Communications: Support the development of a clear communication plan and supporting materials that reflect our expanded mission.

  • Financial Strategy: Support financial modeling and budget planning for expanded operations.

  • Fund Development: Provide strategic direction for securing new funding, especially for the Health Endowment Fund.

  • Change Management: Offer guidance to ensure a smooth and sustainable organizational transition.

SCOPE OF WORK

The selected firm will work closely with the Executive Director, Board Chair, and Board of Directors to:

  • Facilitate strategic planning sessions

  • Conduct partner interviews, surveys, and focus groups

  • Develop a comprehensive engagement and communications plan

  • Assist in revising marketing materials and digital assets

  • Design a fundraising strategy for the Health Endowment Fund

  • Provide support with governance, operations, and financial planning and policies related to the expanded scope

QUALIFICATIONS

The ideal firm will have:

  • Demonstrated experience supporting charity or health-sector transitions

  • Expertise in partner and community engagement

  • Experience in fundraising strategy and endowment development

  • Strong background in marketing and communications

  • Familiarity with Canadian charitable regulations and CRA guidelines

  • Demonstrated knowledge of the social determinants of health

  • Demonstrated commitment to, knowledge of and practices in diversity, equity and inclusion (DEI)

  • Project team diversity (ie. Gender, race, etc.)

  • Experience working with rural or small-community organizations is an asset

PROPOSAL REQUIREMENTS

Proposals should include the following:

  • Cover Letter

  • Company Overview, including relevant experience

  • Team bios and roles

  • Proposed methodology and work plan

  • Project timeline with milestones

  • Detailed fee structure and budget breakdown

  • Examples of similar past work (case studies or references)

  • At least two client references

BUDGET

Please provide a detailed fee proposal including an itemized breakdown of services. Final fees will be negotiated based on the finalized scope of work.

SELECTION PROCESS

Proposals will be evaluated based on:

  • Quality and clarity of the proposed plan and timeline

  • Relevant experience and qualifications of the team

  • Demonstrated success with similar organizations and projects

  • Cost and value for money

  • Quality of references

  • Potential for a strong, collaborative working relationship

  • Evidence of high-quality outcomes and evaluation processes

  • Ability to meet deadlines

PROPOSED TIMELINE

Milestone Date
RFP Release July 4, 2025
Proposal Deadline September 2, 2025
Interviews September 8-11, 2025
Selection Notification September 17, 2025
Project Start October 1, 2025
Estimated Completion March 31, 2026