Request for Proposals

This form is provided by the CPPA at no charge to allow the submital of RFP's. The CPPA takes no responsibility for the accuracy or the specific content of these notices.

Post a New Proposal

Current Proposals

The California Public Parking Association seeks professional association management services. 


Key Characteristics of our Association Coordinator:

·         Support the CPPA Leadership in maximizing member value

·         Provide solid experience in event management

·         Provide the highest level of member service

·         Respond to the Board’s needs in a timely fashion and with flexibility

·         Leverage the value of membership in a volunteer driven association

·         Enhance the CPPA’s image in a positive and professional light

 

Skills we expect:

·         Expertise in administrative/operational tasks

·         Expertise in conference operations budget management

·         Expertise in meetings and event management

·         Expert communication skills

·         Expertise in developing and implementing processes for efficiencies

·         Demonstrated negotiation skills

·         Demonstrated organizational skills

·         Out of the box thinking

·         Proficiency with Microsoft Office products



Posted
5/25/2018 4:18:01 PM
Deadline
7/13/2018 5:00 PM
Reference
Contact
Casey Jones
(208) 866-7743
cjones@timhaahs.com
Additional Info

I.     INTRODUCTION

The California Public Parking Association seeks professional association management services as described herein.  The CPPA Association Coordinator will serve the association as a contracted provider of services with an initial contract term of three (3) years plus the potential for two (2) 1-year contract extensions.

II.    PROPOSAL PROTOCOL & SUBMISSION INFORMATION

     A.   Intent to Bid

We request notification of your intent to bid or by 5:00 p.m. (Pacific) on Friday, June 8, 2018 to Casey Jones at cjones@timhaahs.com.  Bidders who do not provide notice of intent to bid will not be considered further.  

     B.   Questions

All questions must be submitted in writing. We invite you to submit questions, electronically only, by 5:00 p.m. (Pacific) on Friday, June 22, 2018 to Casey Jones at cjones@timhaahs.com. 

 

A composition of all questions with answers will be distributed electronically to all bidding companies by end of business, Friday, June 29, 2018.

 

C.   Submission Due Date

Proposals must include complete responses to each question in the order presented in this RFP. All proposals must be submitted electronically by 5:00 p.m. (Pacific) on Friday, July 13, 2018 to Casey Jones at cjones@timhaahs.com.

 

D.   Interviews

Final candidates may be invited by the CPPA to in-person or telephone interviews, which are tentatively scheduled for the week of July 23, 2018.  

 

E.   Notification Date

All candidates will be notified concerning the final decision of the CPPA Association Coordinator search committee no later than August 24, 2018.

 

F.    Tentative Timeline (ALL TIMES PACIFIC)

RFP Notice

May 24, 2018

Intent to Bid from Prospective Bidders

5:00pm June 8, 2018

Questions Due from Prospective Bidders

5:00pm June 22, 2018

Answers from CPPA

June 29, 2018

PROPOSALS DUE

5:00pm July 13, 2018

Finalist Interviews (optional)

Week of July 23, 2018

Notification

August 24, 2018

Contract Begins

January 1, 2019


III.  OVERVIEW

The California Public Parking Association (CPPA) is a non-profit trade association purposed to advance the public parking profession in the state by providing a forum for its members to interact, exchange ideas and information, and to provide technical and legislative support.  CPPA currently has approximately 250 members representing all facets of the parking industry from public and private owners, vendors and suppliers and architects and engineers.

 

CPPA provides the following member services:

Professional Development: CPPA provides its members with professional development opportunities through conferences and workshops, web-based delivery.  The CPPA is a non-profit organization run by individuals in the parking profession who volunteer their time to operate and advance the Association. Members are encouraged to participate by joining one of many committees that assist the Board of Directors in the management of the Association. Any member can become involved with one of our various committees. There are also opportunities to volunteer with various aspects of the annual conference and other CPPA activities.

Legislation and Advocacy:  The CPPA, through its Legislative Committee, actively monitors all parking related legislative initiatives and participates in the legislative process based upon the input received from its members.

Networking and Information Exchange: CPPA offers its members the ability to communicate directly with parking colleagues for support and interaction. Our annual conference and trade show and our regional meeting and workshops offer a face-to-face experience for both how-to and basic requirements and our social media platforms provide the ability to post information or ask questions.

POSITION:

CPPA Association Coordinator

 

Key Characteristics of our Association Coordinator:

·         Support the CPPA Leadership in maximizing member value

·         Provide solid experience in event management

·         Provide the highest level of member service

·         Respond to the Board’s needs in a timely fashion and with flexibility

·         Leverage the value of membership in a volunteer driven association

·         Enhance the CPPA’s image in a positive and professional light

 

Skills we expect:

·         Expertise in administrative/operational tasks

·         Expertise in conference operations budget management

·         Expertise in meetings and event management

·         Expert communication skills

·         Expertise in developing and implementing processes for efficiencies

·         Demonstrated negotiation skills

·         Demonstrated organizational skills

·         Out of the box thinking

·         Proficiency with Microsoft Office products

 

Behaviors we require:


·         Highly ethical

·         Responsive and accessible

·         Diplomatic

·         Patience

·         Flexible

·         Accountable

·         Decisive

·         Realistic

·         Creative

·         Positive

·         Constructive

·         Communicative

 

 

IV.  SUBMISSION REQUIREMENTS

 

Proposals must include complete responses to each question in the order presented below. You may clearly specify any tasks deselected in your proposal that you may not be willing or able to support.

  

A.   Experience  

1.    Provide the number of years of experience in association and/or meeting management

2.    List your experience in conducting large events and how you have managed the coordination of the timeline and how you have prevented any unexpected delays or situations

3.    List your experience with managing a budget and how you handle unforeseen over expenditures

4.    Provide your experiences to negotiate a venue, important points to deliver

5.    List your experiences in working with an exhibit hall, drayage companies, and exhibiting vendors

6.    Explain your expectations of a working Board of Directors

7.    Provide a description of the company’s business history

 

B.   Location and Accessibility

1.    Provide the location from which services would be provided

2.    Provide a description of how travel will be handled to support needed services

 

 

C.   Technology and Staff

1.    What software package that will be used to complete the tasks described herein

2.    Clearly identify how services will be managed by you and or your staff

3.    Provide a description, responsibilities and biographies of your staff who will work on the account

4.    Describe any real or perceived conflict of interest in working with the CPPA

D.   Fees

1.    Basic Management Fee (Required).  Please provide a basic management fee proposal based on: 

a.    Time estimates of required services as listed in RFP.  Include the time estimates used to derive your proposed fees. 

b.    Office and miscellaneous out-of-pocket expenses and/or reimbursements.

c.    State clearly your assumptions. 

2.    Alternative Fee (Not Required).  You may provide an alternative to the basic management fee such as an incentive-based approach.  If you elect to provide an alternative, please provide sufficient detail about how this approach will work and any pertinent assumptions. 

 

E.   Additional Services, Skills or Innovations

1.    List any additional contributions you feel you could make or skills that set you apart

2.    List any innovative ideas you may have related to the duties of the Association Coordinator

 

F.    References

1.    Provide three client references with contact name, phone and e-mail address and a brief description of the nature of your relationship to the reference. 

 

G.   Other Associations

1.    List all organizations for which you currently provide association administrative services.  Include a description of your duties and approximate amount of time in hours per month you provide. List the hours for each month separately.

 

 V.   SUMMARY OF ASSOCIATION COORDINATOR SCOPE OF WORK

 The Association Coordinator Scope of Work includes:

 

A.   CONFERENCE PLANNING

1.    Coordination

a)    Participate in periodic conference planning meetings as scheduled by the CPPA President, the CPPA Conference Program Chair(s), or their designee.


2.    Marketing

a)    Prepare for approval and distribution the conference program and registration information. 

b)    Prepare for approval by the CPPA Conference Program Chair(s) and Board conference promotion schedule.

c)    Prepare and distribute communications regarding conference speakers.

 

3.    Conference Registration/Budget

a)    Assist the Treasurer, Association bookkeeper and Board of Directors with maintaining records of registration payments. 

b)    Prepare follow-up list of registration names pending payment to the CPPA Treasurer.

c)    Serve as conference liaison to attendees/potential attends regarding questions concerning conference specifics (i.e., registration requirements, hotel accommodations, etc.) at all times throughout the year.

d)    Prepare a written estimate of Conference Expenditures and coordinate the draft budget with the Treasurer.

e)    Receive mailed registration payments, and process payments as directed by the CPPA President or Treasurer. 

f)     Update the registration database at least weekly identifying payments that are received.  

g)    Manage conference expenditures within the approved conference budget.

h)    In a manner consistent with CPPA policy, seek and document approval for any proposed expenditures that may exceed the approved conference budget.  

 

4.    Program Mailings, Advertising and Printed Materials

a)    Coordinate with the CPPA printer/reprographic vendor to evaluate and assure that all advertisements and solicitation mailings are on schedule and contain all pertinent information.  Seek alternate bids when directed.

b)    Provide notice of the conference to industry representatives and associations in order to maximize event exposure, marketing and publicity.  

c)    Prepare and present for approval to CPPA Board of Directors and Conference Program Chair(s) a detailed conference schedule.

d)    Purchase Event Registration Bags, name tag holders and lanyards for attendees.

e)    Provide recommendations to the Board/Conference Committee for the purchase and distribution of ancillary marketing materials (SWAG).

f)     Prepare and distribute session and conference evaluation form(s) to attendees.

g)    Prepare conference registration name tags.

 

5.    Program and Registration Updates

a)    Assist with travel, hotel sleeping rooms, AV or other needs as required by speakers & presenters.

b)    Collect speakers/presenters and Board/Committee member biographical information    

c)    Provide periodic conference and hotel registration updates to the CPPA Board and Conference Program Chair(s).

 

6.    Program Guide

a)    After receiving approval as to the form, design and content by the CPPA Board and Conference Program Chair(s), facilitate production of the Conference Program Guide.

 

7.     Conference Venue

a)    Coordinate with CPPA Board, Conference Program Chair(s) and venue management the specifications of the venue contract at least 60 days in advance of the Annual Conference.

b)    With CPPA President approval, make required visits to the selected venue to coordinate and/or finalize conference needs.

c)    Assist with setting up the Master Account if needed between the Hotel and the Treasurer.

d)    Coordinate any Exhibit Hall requirements and provide the CPPA Vendor Representative updated exhibit all requirements and arrangements.   

e)    Coordinate with CPPA Conference Program Chair(s), Professional Development Chair, CPPA Vendor Representative and hotel management to arrange all venue accommodations.  

f)     Coordinate with Hotel Management the arrangements for Board Meeting, luncheons and/or refreshments during conference sessions and vendor exhibitions.   

g)    Serve as hotel banquet point-of contact and assist in miscellaneous banquet needs such as the coordination of entertainment, decorations and special seating. 

h)    Coordinate sleeping rooms for speakers or any other person that will have rooms charged to the master account.

i)     Coordinate any insurance certificates required by the hotel.

j)     Coordinate conference transportation needs.

 

8.    Conference Duties 

a)    Serve as staff point of contact throughout the duration of the conference to include any official pre- or post-conference events.

b)    Arrive on-site one day in advance of the first conference function to include official pre-conference events. 

c)    Wear business attire for the duration of the conference.

d)    Approve all food changes, sign food and beverage orders and verify accuracy of food and beverage received versus what was ordered.

e)    Provide oversight and supervision of any on-site conference volunteers.

f)     Keep Board apprised of contract compliance and changes.

 

9.    Future Conference Venues

a)    Research prospective sites for future conferences.  

b)    Prepare a written analysis with recommendations for the CPPA Board’s consideration. 

c)    Upon direction and approval from the Board of Directors, meet with venue management.  Assist with the negotiating specifications of CPPA budget and conference needs.

 

10. Conference Follow Up 

a)    Maintain conference records and create an archival file of conference history.

b)    Coordinate the final billing between Hotel Management and CPPA Treasurer. 

c)    Prepare and distribute speaker Thank-You mailings for CPPA President’s signature within 30 days of conference.

d)    Prepare a follow-up-collections list for outstanding payments for the CPPA Treasurer and report to the Board of Directors. 

e)    Assist CPPA Treasurer in the collection of outstanding payments.

f)     Prepare final Conference Report for CPPA Board and Conference Program Chair(s). This report shall include, at a minimum, summary financial information and attendee and exhibitor evaluations.

  

B.   OTHER DUTIES

1.    Event Assistance

a)    Provide registration assistance for other CPPA professional development and networking events as directed to include:

                                                      i.        Receive and record on-site registration payments

                                                    ii.        Prepare attendee lists

                                                   iii.        Prepare certificates of completion

                                                   iv.        Prepare event site

                                                    v.         Coordinate provision of food and beverage

 

2.    Board Meeting Coordination

a)    Coordinate and facilitate monthly Board conference calls and meetings.

b)    Assist Board by arranging accommodations for quarterly in-person Board meetings as well as arranging food and beverage and audio-visual needs.

c)    Attend in-person Board meetings.

3.    Member Liaison

a)    Serve as contact for individuals interested in being part of CPPA. 

b)    Connect prospective members to appropriate Board or Committee member for further information as needed.

 

4.    PO Box Management

a)    Collect mail and make deposits of any checks received into the Association banking account on a weekly basis.  

 

VI.  INSURANCE REQUIRMENTS

 

Provide proof of insurance to include:

 

A.   AUTO INSURANCE Auto Insurance in the amount of $2,000,000

B.   PERSONAL LIABILITY Personal Liability in the amount of $2,000,000 with the CPPA named as additional insured (note: an umbrella policy is acceptable for this purpose)

C.   WORKER’S COMPENSATION Worker’s Compensation – unless the business is a sole proprietorship