Henry Vilas Zoo Foundation
Henry Vilas Zoo Foundation
Overview
The Henry Vilas Zoo Foundation (“Foundation”) invites proposals to provide services pursuant to an engagement agreement on the general terms and conditions described below.
The services to be provided (the “Services”) will include executive leadership, cultivation of donor relationships and support for the Foundation’s fundraising activities, oversight of Foundation operations, supervision of certain other service providers, and miscellaneous other services typically performed by the Executive Director of a nonprofit fundraising organization, as requested by the Board of Directors or officers of the Foundation from time to time, up to an average of 25 hours per week.
The Services will not include oversight of Zoo operations or any of the revenue-raising activities conducted on the grounds of the Zoo, which will solely be conducted by employees of Dane County under the supervision and authority of the Zoo Director.
The service provider will be an independent contractor achieving goals and objectives established by the Board of Directors and officers of the Foundation and will be expected to determine the method and supply the means of performing the Services, including providing any required office space, equipment, communication services, technology licenses, and supplies.
The Foundation will maintain a website, email account, and social media accounts for use in providing the Services. As an independent contractor, the service provider will be responsible for all required withholding and payment of all applicable federal and state employment taxes. The Foundation will not provide workers’ compensation, employment compensation, health or disability insurance, retirement benefits, or other welfare or pension benefits to any person or persons providing the Services.
About the Henry Vilas Zoo Foundation
The Henry Vilas Zoo Foundation exists to inspire philanthropy and secure private support for County-approved capital projects undertaken by the Henry Vilas Zoo. Working in partnership with Zoo leadership, Dane County, donors, volunteers, and community partners, the Foundation raises funds for projects that enhance animal care, support educational programming, enable conservation initiatives, and ensure the Zoo remains a treasured destination for generations to come.
Scope of Services
1. Fundraising & Donor Development — Primary Responsibility
Responsibilities include:
Developing and implementing an annual fundraising strategy
Managing capital campaigns
Identifying, cultivating, soliciting, and stewarding individual, corporate, and foundation donors
Building and managing a robust donor pipeline
Preparing sponsorship proposals and donor presentations
Coordinating donor meetings and cultivation activities
Assisting with capital grant opportunities as appropriate
Developing long-term fundraising initiatives and campaigns
2. Board Partnership & Governance
Responsibilities include:
Serving as the primary liaison between the Board and Foundation operations
Tracking Board action items and strategic priorities
Assisting with implementation of Board decisions
Providing regular reports regarding fundraising progress and Foundation activities
3. Foundation Operations
Responsibilities include:
Managing day-to-day Foundation operations
Coordinating vendors and other consultants
Maintaining Foundation records and files
Overseeing donation processing and timely donor acknowledgments
Managing organizational priorities
Assisting with financial tracking and coordination with accounting professionals
Helping ensure efficient and professional organizational operations
4. Marketing & Communications
Responsibilities include:
Developing donor communications
Coordinating newsletters and email communications
Creating promotional and fundraising materials
In partnership with vendors, assisting with website and social media content
5. Event Leadership
Responsibilities include:
Coordinating with the Board of Directors in the planning and management of Foundation events
Coordinating vendors, volunteers, and sponsors
Assisting with sponsorship fulfillment
Supporting donor stewardship activities surrounding Foundation events
6. Zoo Staff Connection
Responsibilities include:
Liaising with the Zoo Director when designated specialized staff expertise is needed for donor cultivation or technical campaign details
Establishing a cadence and delivering regular status updates with the Zoo Director
Following permissible use as granted for limited official zoo logos and master plan rendering assets for the use of capital fundraising campaigns
Establishing joint public messaging and media protocols with the Zoo Director
Complying with Public Records requirements, as joint communications may be subject to Wisconsin open records law
Desired Qualifications
The ideal service provider will demonstrate:
Proven success in nonprofit fundraising and donor development
Experience cultivating major gifts and corporate partnerships
Strong project management and organizational skills
Excellent written and verbal communication abilities
Experience working effectively with nonprofit boards
Ability to build relationships across diverse stakeholder groups
Experience planning and executing nonprofit events
High level of professionalism, initiative, and discretion
Familiarity with donor management systems and online giving platforms
Preference will be given to service providers with strong connections to the greater Madison community and experience working with nonprofit organizations, cultural institutions, or philanthropic organizations.
Performance Expectations
The successful contractor will be expected to:
Increase annual philanthropic support
Expand and strengthen donor relationships
Ensure timely acknowledgment and stewardship of all gifts
Maintain strong communication with the Board of Directors and officers of the Foundation, the Henry Vilas Zoo Director, and the Foundation’s other service providers
Develop and monitor measurable fundraising goals
Provide regular reports regarding fundraising activities, operational priorities, and project progress
Strictly adhere to Association of Zoos & Aquariums (AZA) Governing Authority and Support Organization standards in relation to fundraising entities
Be available to provide the Services on a timely basis, up to an average of 25 hours of service per week, calculated on a rolling 12-week basis
Contract Terms
The Foundation anticipates entering into an independent contractor agreement for the provision of the Services.
The agreement will include, among other terms:
Scope of services
Fees and any expense reimbursement provisions
Performance expectations
Reporting requirements
Confidentiality provisions
Term, termination, and renewal options
Timeline
RFP Issued:
September 4, 2026
Proposals Due:
September 21, 2026
Interviews:
Early October
HOW TO APPLY
Proposal Requirements
Interested service providers should submit:
Cover letter describing your approach to fundraising and relevant experience
Service provider’s relevant experience, including resumes for any individuals who would be providing the Services
Three references
Proposed fee structure and amount (monthly retainer, milestone-based, or other)
Estimated availability of the key person or persons who would be providing the Services
Proposals should be submitted electronically in PDF format to:
Henry Vilas Zoo Foundation
Attention: Libby Gerds and Molly Walsh
Info@hvzfoundation.org
Questions regarding this RFP may also be directed to Libby Gerds and Molly Walsh at
Info@hvzfoundation.org
.
The Henry Vilas Zoo Foundation reserves the right to reject any or all proposals, request additional information, negotiate with selected respondents, and award a contract in the best interest of the Foundation.
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Posted
09/08/2026
Website
http://info@hvzfoundation.org
City
Madison
State
Wisconsin
Functions
Consultant, Corporate and Foundation Relations, Donor Relations, Executive, Fundraising, Major Gifts
Industries
Foundations, Non-profit - NPO
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