Request for Proposal - Full-Service Management

AMC Institute provides this free online RFP tool to help you find an AMC that is a perfect fit for your needs. Please follow these 5 easy steps to ensure your RFP includes all of the information necessary for prospective AMCs to develop a useful proposal for your review

1. Make sure you have all the information requested in the online profile form below. Scan the questions before you begin. If you have any questions about the profile form, contact Jennifer Miller at AMC Institute..
   
   
   IMPORTANT NOTE: Please allow a minimum of 30-45 days from the date of distribution for the Proposal Due Date. AMC Institute members devote a lot of time and research into each RFP before bidding. They need at least 30-45 days to decide if your organization is a good fit for their company and if so, to prepare a comprehensive proposal. Thank you for your understanding.
   
   
   
2. Once you have completed the online form, click here for samples, tips, and advice on how to develop your written RFP (which must be uploaded at the bottom of the online form). The written RFP allows you to explain your organization and needs in more detail. If you have any specials requests, please indicate them in your written RFP.
   
   
3. Along with your written RFP, please upload any supplementary materials that would be useful to prospective AMCs. We ask that you upload the following documents: financials, bylaws, and any other collateral that will paint a thorough picture of your organization. **Please note: no more than 9 files may be attached. **
   
   
4. When you have finished preparing your online form and have uploaded your attachments, click the "Submit Request for Proposal" button at the bottom of the online form and your entry will be sent directly to Jennifer Miller at AMC Institute. She will review the proposal to ensure all necessary information has been included. Upon approval, she will post it to the Members Only section of the AMC Institute website and notify AMC Institute members that a new RFP is available.
   
   
5. Once the RFP has been posted, Jennifer will send you a confirmation email within 48 hours. If you have additional questions as you are preparing your RFP, please contact Jennifer Miller at AMC Institute Headquarters. She can be reached at (215) 564-3484, ext. 2249 or jmiller@amcinstitute.org.
   
   
6. For all date entries, please use the format xx/xx/xxxx

* Required Fields

Section I. – Overview

1.1  Name of organization* 1.2  Acronym 1.3  Website address* 1.4  Letter of intent (if any) due date 1.5  Proposal due date* 1.6  Date and location of presentation  1.7  Selection date* 1.8  Hire date* 1.9  RFP contact name* 1.10  Position within association* 1.11  Complete mailing address* 1.12  Phone* 1.13  Fax* 1.14  Email* 1.15  Send proposals via   Please Select Mail Email Email and Mail 1.16  If mailed, number of copies 1.17  Has board authorized search?* Please Select Yes No 1.18  What has prompted your search?* 1.19  How did you hear about the AMC Institute RFP process?

Section II. – Organization Current Information

A. Basic 2.1  Year established 2.2  Type of organization* Trade Association Professional Society Foundation Other (Specify) 2.3  IRS classification* 501 (c)3 501 (c)6 Other (Specify) 2.4  Geographic scope of association* Please Select Local State Regional National International 2.5  Number of Chapters/Regional groups 2.6  Year when most recent strategic plan developed? (please upload in section IV) 2.7  If your organization does not have a strategic plan, do you intend to develop one under new management? Please Select Yes No Maybe 2.8  Number of board members* 2.9  Key membership benefits (check all that apply) Education Networking Lobbying Other (Specify)   B. Current management 2.10  Currently managed by?* 2.11  How many years with current management? 2.12  How many full time equivalent (FTE) personnel currently manage the association? (e.g., 2.75 FTE) 2.13  Has current management been asked to submit a proposal? Please Select Yes No 2.14  Has current management been notified of the search?* Please Select Yes No 2.15  Will current management submit a proposal to continue? Please Select Yes No Don't Know   C. Membership 2.16  Total number of members (all classes)* 2.17  How many classes of membership 2.18  Membership history for the past 3 years Increasing Decreasing Constant 2.19  Membership communication preference Please Select Electronic Paper Fax Combination 2.20  What software is your organization currently using for its membership database?   D. Financial 2.21  Total GROSS income from all sources for most recent completed fiscal year* 2.22  Total income derived from membership dues 2.23  Dues billing cycle when* Please Select Anniversary Month January Billing Other - Month (if other, explain here) 2.24  Equity at last fiscal Year-End* 2.25  Fiscal year begins* 2.26  Accounting method* Please Select Cash Accrual 2.27  Are financials routinely Audited/Reviewed by an independent CPA?* Please Select Yes No 2.28  If Yes, when was most recent audit performed? 2.29  Dues amounts* Member Type Number of Members Amount   E. Conference & Meetings 2.30  Number of board or executive committee meetings per year in person* 2.31  Number of board or executive committee meetings per year via teleconference* 2.32  Committee or Special Interest Group (SIG) meetings per year in person* 2.33  Committee or SIG meetings per year via teleconference* 2.34  Indicate all conferences of whatever size, for the current calendar year: For all entries that request a date, please use the format XX/XX/XXXX. Meeting Name Location and Hotel Dates Registration Fee Number of Attendance Number of Sessions Number of Speakers Number of Exhibits

Section III. Selection Criteria

3.1  Services to be provided* (mark all that apply)     Membership Management Financials Meeting/Convention   Web Management Publications Marketing   Educational Workshops/Seminars Specialized Government Relations / Lobbying   Accreditation /Certification Other 3.2  Please list up to five areas of service where you would like to see improvement from the new AMC:   1.    2.    3.    4.    5.  3.3  Selection criteria for Chief Staff Officer - Please mark one of the three boxes:   The Chief Staff Officer's experience with or knowledge of our profession or industry is more important than his/her overall association management experience and expertise. The Chief Staff Officer's experience with or knowledge of our profession or industry is EQUALLY as important as his/her overall association management experience and expertise. The Chief Staff Officer's overall association management experience and expertise is more important than his/her experience with or knowledge of our profession or industry. 3.4  Please indicate if any special credentialing is expected of Chief Staff Officer (e.g., CAE): 3.5  Selection criteria for AMC - Please mark one of the three boxes:   The AMC's experience with or knowledge of our profession or industry is more important than overall association management experience and expertise. The AMC's experience with or knowledge of our profession or industry is EQUALLY as important as its overall association management experience and expertise. The AMC's overall association management experience and expertise is more important than experience with or knowledge of our profession or industry. 3.6  Must the AMC be headquartered in a specific location? Y/N If yes, where (specify country, region, state, or metro area) Please Select Yes No 3.7  Is it important that all or most services be provided by the AMC directly, as opposed to subcontractors? Please select Yes/No (please explain:) Please Select Yes No 3.8  How important is it to hire an AMC Institute Accredited AMC?* (please select one)   Not important / no preference will be given to Accredited AMCs Important / preference will be given to Accredited AMCs Mandatory / we will only consider Accredited AMCs (check box to send RFP only to accredited firms)

Section IV. Supporting Documents

4.1  Written RFP upload   4.2  Financial Statements upload   (For best results from your RFP process, please include unabridged Statement of Financial Position (balance sheet) Statement of Financial Activities (income statement) and any schedules for the most recent completed fiscal year, and include a budget for the current or upcoming year)   4.3  Bylaws upload   4.4  Strategic Plan upload     Other uploads that may be helpful include copies of internal policies and procedures, detailed annual calendar, project timelines, and samples of any meeting agendas, list of board members: 4.5  4.6  4.7  4.8  4.9

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