INSTITUTE OF INSPECTION CLEANING AND RESTORATION CERTIFICATION. REQUEST FOR PROPOSAL (RFP) FOR CEO and/or ASSOCIATION MANAGEMENT SERVICES

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1 ATTACHMENT 1 INSTITUTE OF INSPECTION CLEANING AND RESTORATION CERTIFICATION REQUEST FOR PROPOSAL (RFP) FOR CEO and/or ASSOCIATION MANAGEMENT SERVICES To see the entire RFP and Scope of Services and Attachments: Site: User name: IICRC-RFP Password: rfp411crc (site information above is case sensitive) I.BACKGROUND: The Institute of Inspection, Cleaning and Restoration Certification (IICRC) is the certification registry and standard setting organization for the inspection, cleaning and restoration industry. The Institute is requesting proposals for CEO and/or management services. The Institute is the largest non-profit registry of inspectors, cleaners and restorers serving the U.S., Great Britain, Australia and Japan. It is governed by a Board of Directors and an Executive Committee. The Board of Directors is made up of representatives of regional and international trade associations. IICRC is administered by a management firm and President/CEO. The management firm reports to the volunteer Chairman, Board of Directors and President/CEO. The IICRC is a 501 (c) 6 non-profit organization and was incorporated in the State of Washington in 1972 to provide a means by which professionals could receive training and become certified. Today, it is recognized as the impartial certification body for the inspection, cleaning and restoration industry. Independent and franchise professionals IICRC Mgmt/CEO Request for Proposal 1

2 worldwide are tested and certified through the Institute. The Institute is an ANSI Accredited Standards Development Organization (SDO) with published standards in professional water damage restoration, professional mold remediation, professional carpet cleaning and professional upholstery cleaning. New standards under development include professional carpet installation. The Institute is currently working on becoming ANSI Accredited for one of its courses and plans to pursue others in the future. The IICRC sets industry standards, establishes required course criteria, approves schools and instructors, administers uniform testing, and maintains an up to date registry of certified professionals. It verifies that individuals and companies within the industry meet prescribed levels of proficiency based on training, education and field experience. Currently the Institute has close to 7,000 active certified firms and 60,000 active certified technicians. Students who attend an IICRC approved course and pay appropriate fees are eligible to take certification exams and become IICRC Certified in each specific category. IICRC certification is a process that must be renewed annually, as well as maintained by earning IICRC approved Continuing Education Credits (CEC s) and meeting on-going program requirements. Also, registrant s pledge to adhere to an IICRC Code of ethics. THE NUMBERS: Over 60,000 certified individuals. Close to 7,000 Certified firms (Australia/NZ 105, Canada 684, Japan 116, UK 86, USA 5,800, and Other 4.) Fastest growing category continues to be Water Damage Restoration Technician (WRT). In the last six months there were 1,032 classes for an average of 172 classes per month. The Institute does not schedule the classes they are scheduled by Institute approved instructors and schools who operate independently of the Institute. There are over 150 approved instructors. The average number of students is 2,206 per month or nearly 26,480 per year. Approximately 20,000 exams were processed by the Institute in the last year. Many of these represent the 2 nd and 3 rd certification per registrant which is why the number of registrants does not grow by 25,000 per year. An average of 3,288 technician renewals are processed by the Institute per month plus an average of 2,600 exams for 5,800 certifications per month. IICRC Mgmt/CEO Request for Proposal 2

3 Further information on the Institute can be found at II.MANAGEMENT HISTORY: Since inception the Institute has been managed by: KCI 4317 NE Thurston Way, Suite 200 Vancouver, WA III.MISSION STATEMENT and STRATEGIC PLAN: IICRC recently completed a strategic planning process and approved a new strategic plan in January, See Attachment 3. IV.VOLUNTEER ORGANIZATION CHART: Attachment 4. V.AUDIT REPORT AND IRS FORM 990: Attachment 5 and 6. VI. RECENT FINANCIAL BUDGET and REPORT: Attachment 7. VII. BYLAWS: Attachment 8. VIII. STAFF ORGANIZATION CHARTS AND RESPONSIBILITIES: The Institute currently has two employees, the President/CEO, and Standards Director. IICRC contracts for the following positions: management firm with an Executive Administrator, Education/Certification Director, Chief Financial Officer, part time employee to assist in working towards ANSI Accreditation and support staff to administer the certification programs; Legal Counsel; Marketing firms. Attachment 9. IX. OPERATIONAL INFORMATION: Administrator Report is Attachment 10. X. SCOPE OF SERVICES: Attachment 2. XI. LOCATION OF OFFICE: The IICRC has purchased an office building/education center in Las Vegas, NV, titled the IICRC Global Resource Center. If applying for the CEO position you must be willing to relocate and if an association management company you must be able to set up headquarters or branch operations in Las Vegas. XII. APPLY TO AND TIMELINE/DEADLINE DATES: IICRC Mgmt/CEO Request for Proposal 3

4 President to If any questions please submit by to above addresses. Dates subject to change October 1 December 31 RFP released and individuals and firms submit information January 1 March 31 Review of applications and proposals. April 1 June 31 First round of interviews and selection of finalists. July 1 September 31 Interview finalist and selection of individual/firm. October 1 December 31 Negotiation of contract January - September Transition period. October 1 New Contract begins. XIII. PROPOSAL SUBMISSION REQUIREMENTS for ASSOCIATION MANAGEMENT COMPANIES: 1. Company history, mission and business philosophy. 2. Outline of methodology for fulfilling major functions and adherence to the ASAE Best Practices for Association Management Companies. Please state if you are an Accredited Association Management Company and how you adhere to the Association Management Standard ANSI/AMCI A 100 Revised April Description of infrastructure capabilities: offices, equipment, software capabilities, security measures, management of database, telephone, fax services, hardware and software systems, website development, back up and disaster recovery provisions, document storage, fire and flood, protection, office security. etc. 4. Company policy manual that lists policies on co-mingling of funds, privacy and integrity of client records, data, proceedings, etc, 5. Number of full time employees and how the company is organized to service its clients. 6. List of clients, types of services provided to clients, budget size of clients, staff assigned to clients that would also be assigned to the IICRC account. 7. How you plan to meet the Scope of Services as outlined in this RFP. IICRC Mgmt/CEO Request for Proposal 4

5 8. How you plan to meet the Strategic Plan. 9. How you plan to add value to the already existing organization. 10. Include a proposed staff organization chart with titles and coverage of all volunteer committees. 11. Include resumes of any staff specialists currently on staff that would be used on this account and job descriptions. If not currently on staff please include job description and plan for recruitment. 12. Include a flat fee (fixed fee) for services (a yearly fee broken down by month that covers all services performed, including personnel and equipment. Direct expenses such as postage, telephone, fax, copies and travel are billed separately) in Scope of Services which includes Sections 1, 2, 3 and 4. (It is expected the contract will be for a three year term based on a yearly evaluation with 90 day termination clause.) Provide how all fees are calculated and arrived at. 13. List professional membership societies or associations your firm belongs to (ASAE, IIAMC, ICE, ANSI), leadership positions held, certifications received, etc. 14. List insurance companies and coverage, bonding, financial practices. 15. Three client references (current client officers, telephone and contact information.) 16. Financial references (banks, CPA s). 17. List any past, for the last five years, current or anticipated legal actions. 18. List any other unique strengths and benefits provided by the company. XIIII. APPLICATION SUBMISSION REQUIREMENTS FOR CEO POSITION. 1. Submit cover letter and resume addressing the CEO Scope of Services, salary requirements, writing sample and three references (will not be contacted without permission and not until a finalist). In put last name in subject line and label any attachments with last name first and title of document (i.e.: Smith Cover letter, Smith Resume, Smith writing sample, Smith references). Thank you. XV. PROPOSAL EVALUATION AND DECISION PROCESS. Proposals will be evaluated by a Task Force appointed by the Chairman of the Board which will review proposals and narrow down to a small number to be interviewed. Task Force will review individuals/firms and make a recommendation to the Executive Committee which will conduct personal interviews for final approval by the Board of Directors. IICRC Mgmt/CEO Request for Proposal 5

6 XVI. RELATIONSHIP. The chosen professional and/or non-profit management company in partnership with the IICRC is responsible for assuring that the Institutes goals and objectives (RFP, Scope of Services, Strategic Plan, etc.) are being met. The management company is responsible for its own profit and viability as a separate corporate entity. The IICRC is profit orientated and believes the management company should also make a fair profit. A mutually beneficial working relationship between the CEO and/or management company and the IICRC is critical to the success of both parties. IICRC Mgmt/CEO Request for Proposal 6

7 ATTACHMENT 2 INSTITUTE OF INSPECTION CLEANING AND RESTORATION CERTIFICATION (IICRC) SCOPE OF SERVICES REQUEST FOR PROPOSAL FOR CEO and/or ASSOCIATION MANAGEMENT COMPANY (AMC) SERVICES IICRC CEO POSITION DESCRIPTION/SCOPE OF SERVICES SUMMARY: The position is responsible for implementation of policies set by the Board of Directors as well annual goals and objectives, financial program and administrative management of the corporation. Guidance and direction is provided by the Chairman of the Board, Executive Committee and Board of Directors. ESSENTIAL DUTIES AND RESONSIBILITIES include the following and other duties as may be assigned. 1. MISSION, GOALS AND OBJECTIVES. Responsible for the development, implementation and accomplishment of the annual work plan of the institute, as approved by the Board. 2. GOVERNING BODY, OFFICERS AND DIRECTORS. Responsible for providing information, advice and counsel to the Chairman of the Board, Committees IICRC Scope of Services Page 1

8 and Board of Directors in the creation of policies, programs and strategic direction of the Institute. Responsible for support of all activities associated with the Board, including staffing all Board and Committee meetings, meeting schedules, locations, development of agenda and meeting materials. 3. ORGANIZATIONAL STRUCTURE AND DOCUMENTS. Responsible for regular review and compliance with State and Federal Statutes, regulatory agencies, insurance, policy and leadership manuals, etc. 4. PROGRAMS, SERVICES AND ACTIVITIES. Responsible for the Institutes value to its registrants and to see that all areas meet registrants and other targeted groups needs. Develops processes to plan, monitor and evaluate the programs, services and activities of the Institute. 5. HUMAN RESOURCES. Responsible for the effective staffing and use of inhouse and outsource resources and for the overall leadership of staff and contractors in the development and implementation of short and long range plans and policies and other activities. Responsible for implementation of appropriate personnel and contracting practices, opportunities for professional development and the evaluation of all personnel and contractors. 6. FINANCAL PLANNING AND REPORTING. Responsible for the financial management of the Institute, including the development and implementation of the annual budget and that it aligns with the strategic goals of the Institute. 7. REGISTRANT DEVELOPMENT AND RETENTION. Responsible for the annual development of registrants and certified firm development recruitment and retention programs. 8. COMMUNICATIONS. Responsible for developing external and internal communication and marketing plans in relation to the goals, programs, products and services of the Institute. IICRC Scope of Services Page 2

9 9. GOVERNMENT AND EXTERNAL AFFAIRS. Responsible for defining a list of clearly defined issues and that they are monitored, analyzed and reported regularly to internal and outside publics in a timely manner. Responsible for liaison to other organizations and the development and administration of memorandums of understanding (mou s). 10. OFFICE TECHNOLOGY and MANAGEMENT. Responsible for administration of overall operation of the Institute including technology, data base management, word processing, telecommunications, security and documentation procedures. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each responsibility as listed above. The requirements listed below are representative of the knowledge, skills and abilities required: 1. ECUCATION AND EXPERIENCE. Bachelors or other equivalent advanced degree in a related field and ten years increasingly responsible experience, at least five of which shall have been in a supervisory capacity, Certified Association Executive (CAE) and/or Institute of Organization Management (IOM) professional certifications required. 2. PERSONAL CHARACTERISTICS. Leadership ability whose vision, passion and commitment to the Institute will inspire and motivate. 3. COMMUNICATOR. Excel as a speaker, good listener, and patient without losing sight of priorities. 4. TEAM BUILDER. Motivate and inspire others and empower subordinates to achieve success. Have a collaborative working style that attracts and motivates quality staff and volunteers. 5. STRONG ADMINSTRATOR. Have a proven track record in association/institute/nonprofit management and all functional areas as listed above. IICRC Scope of Services Page 3

10 IICRC MANAGEMENT FIRM SCOPE OF SERVICES I. STAFFING. Provide an account Executive that can perform the responsibilities of the CEO (above) and provide the staff to accomplish the administration, operations and goals of the Institute. II. CENTRAL OFFICE FACILITIES a. Provide office services to serve at Institute headquarters, open Monday Friday, 8:00 AM Eastern 5:00 PM Pacific. b. Mailing address, fax and telephone service. c. Provide central files and storage of materials, current and historical. d. Maintain working supply of inventory. e. Answer and route correspondence and telephone calls. f. Serve as registered agent of the Institute. g. Plan the use of the conference and meeting space for meetings as needed. Plan external meetings as needed per policy of the Board of Directors. h. Maintain a schedule of calendar of events and internal calendar. i. Provide full IT services including website updates and redesign with marketing company. j. Provide full human resource services including hiring, terminating, professional development plans for employees, etc. Obtain maximum utilization of staff by clearly defining duties, establishing performance standards, conducting performance reviews and maintain competitive salaries. k. Provide fully staffed and equipped headquarters office to render all services required by the Institute. Provide up to date state of the art equipment or assist the Institute in specifications to purchase equipment. l. Provide normal office supplies. IICRC Scope of Services Page 4

11 m. Coordinate production and distribution of newsletter. n. Provide employee dishonesty insurance in the amount of $250,000 and Errors and Omissions insurance in the amount of $1 million dollars. The Institute will provide and pay for its directors and officers insurance, general liability and other insurance as needed. III. BOARD OF DIRECTORS AND COMMITTEES Provide professional non-profit staff to lead, provide assistance and support to the Board of Directors, Committees, Task Forces, employees, contractors and consultants. a. Prepare meeting notices, agendas, and backup material for all meetings. (2-4 Board of Directors meetings, 6-12 Executive Committee Meetings, 2-4 Certification Council meetings, numerous committees and task forces, strategic planning and Board orientation meetings, etc.) b. Prepare reports and meeting materials for all meetings. c. Make all logistical arrangements for meeting site or telephone conference meetings. d. Provide required staff at board and committee meetings. e. Take minutes at all meetings, review with Board Secretary for Board and Executive Committee meetings, review with Chairman of Committee for Committee meetings. Write, edit and distribute meeting minutes and materials. f. Provide administrative reports at required meetings. g. Maintain historical records and meeting minutes and update Policy Manual and Leadership Manual after each Board meeting. h. Develop and maintain Internal Planning Calendar and RASI (who is Responsible, Accountable, Supports and Informed/Decision) Chart. i. Develop program/project business plans, budgets, return on investments, etc. j. Develop contracts and scope of services for all consultants and contractors and responsible for planning, monitoring, directing and IICRC Scope of Services Page 5

12 evaluating performance and provide needed assistance in achieving goals. IV. FINANCIAL Provide professional staff familiar with non-profit financial and accounting education and experience to accomplish the work of the volunteer Treasure, Investment Committee, independent Audit Committee, and Finance Committee. a. Establish and maintain a quality financial accounting system in accordance with IRS and state requirements, non-profit best practices and Institute Policy. b. Prepare mail and collect all income for registrants, workshops, seminars, meetings, etc. c. Collect, record and deposit to account all cash and checks as received by mail, at events, website. d. Re-bill outstanding receivables every 30 days. e. Invoices not paid in 30 days report to Treasure. f. Initial budget preparation, make changes for revised budget, and present budget to Treasure for adoption by Board of Directors. g. Present Financial Reports by the 15 th of every month with explanation of variances. Prepare other financial reports as requested. h. Monitor and recommend investment decisions and administer such investments. i. Notify Treasure of due dates and reinvestment dates. j. Monitor all requests for payment comparing them to budget. k. Issue checks in the same month. l. Maintain all journals and ledgers. m. Balance accounts. n. Prepare financial reports, code to chart of accounts. o. Furnish financial reports to treasure prior to distribution. p. Prepare for external audit by audit firm. IICRC Scope of Services Page 6

13 q. File all required U.S and international government reports, Annual Reports and the Federal Tax Reports as prepared by Auditor and implement any recommendations in management letter after review and approval by the Audit Committee and Board. r. Prepare and process renewals statements and reminders. s. Provide a sound fiscal cash management plan. t. Implement Budget development process u. Recommend policy and implement approved policy as needed for the efficient operations of the finances of the organization. v. Inform appropriate Committees and Board of Directors of upcoming legal and regulatory issues and recommendations for compliance. V. CERTIFICATION a. Provide full time professional staff to the Institute with the Core Competencies of Certification Professionals and broad association non-profit management competencies to lead and support the Strategic Plan and all committees and task forces. (Attachment 3.) 1. It is expected at a minimum this will consist of a full time Education Director to support the strategic iniatives of the Certification Council and Chairman of the Council. The Education Director serves as the certification expert for the Institute and maintains relations with accrediting bodies and schools, implements the strategic plan, leads efforts in obtaining and maintaining accreditation for certification programs, manages all the processes and procedures of the certification programs, serve as liaison with contract psychometrican and other contractors, develops new programs and budgets, oversee newsletter and communications, Provide leadership and expertise to IICRC Scope of Services Page 7

14 accomplish course revisions, create and recommend meaningful services for registrants. 2. Education Managers/Coordinators with Certification Core Competencies (Attachment 11) to support the Committees and Task Forces under the volunteer vice presidents (Examinations, Instructors and Schools, Distance Learning, International, etc.) b. Provide line staff for data processing and technical staff to support the operations of the Institute. 1. PHONES. Receive, answer and direct phone calls. Supply information to the general public, consumers, instructors, schools, technicians, firms as well an answer questions and provide referrals. 2. WEBSITES. Implement, maintain content and oversee day to day management and updates of websites and assure quality and filing integrity of pages Set up and maintain accounts. Respond in timely and courteous manner to s from public, consumers, instructors, schools, technicians firms, etc. 4. FAXES. Receive, distribute, process and file mail and faxes. 5. MAIL. Receive, track, distribute, process and file mail and return mail. 6. DATA. Provide database and security for all data. 7. DOCUMENTS. Securely file all documents 8. CORRESPONDENCE. Develop and maintain forms and form letters 9. GENERAL TECHNOLOGY. Support general technological needs. The Institute has been using a customized system for several years which is difficult to operate and costly to maintain. The Institute is currently undergoing a technology assessment being conducted by an independent consultant with the goal of purchasing our own systems. IICRC Scope of Services Page 8

15 10. ADMINISTRATIVE PROCEDURE. Develop and maintain and execute administrative procedures and maintain Procedures Manual. 11. POLICY. Develop and Propose Policy and Maintain Policy Manual 12. PERFORMANCE. Develop for Board approval Key Performance Indicators (KPI s), monitor internal and external KPI s and report to Board. 13. CALENDAR. Maintain, send out and assist or perform individuals or groups responsibilities on Internal Calendar. 14. CONTINUING EDUCATION. Review and process continuing education event applications. Publish and maintain updated list of approved continuing education events. Receive process and file submitted continuing education credit applications. 15. CERTIFIED FIRMS. Provide certified firm phone, fax, mail, and service (provide information, answer questions and send out applications, contact information updates, technician s lists, copies of invoices, certificates and cards, etc). Annually bill certified from renewal fees (due, past due and drop notices.) Process certified firm application request forms, applications, renewals, contact information updates and technician lists, review, record entry, payment processing and entry, document filing and certificate or follow up letter packaging and mailing). 16. CERTIFIED TECHNICIAN. Provide certified technician phone, fax, mail and service (provide information, answer questions and send out contact information updates, copies of invoices, certificates and cards etc. Monthly invoice technician fees (due, past due and drop notice). Process certified technician renewals, contact information updates, continuing education credits, AMRS Reports, inspector contracts and reinstatements (record entry, payment processing and entry, IICRC Scope of Services Page 9

16 document filing and certificate or follow up letter packing and mailing). Receive technician submitted documents for AMRS reports, inspector reports or reinstatement requests, facilitate committee review and execute committee directives. 17. SUPPLY/STANDARDS ORDERS. Provide supply standard order phone, mail, fax, and customer service (provide information, answer questions and send out supply/standard order forms.) Process supply standard orders (record entry, inventory updating, payment processing and entry, document filing product packaging shipping). Develop and maintain online supply/ standard store. 18. SUPPORTERS. Provide supporter phone, fax, mail and services (provide information, answer questions and send out applications, etc.)annually invoice supporter renewal fees Process supporter applications (review, record entry, payment processing and entry, document filing and certificate or follow up letter packaging and mailing. 19. CLASS SCHEDULE. Provide class schedule phone fax, mail and service (provides information and answer questions.) Coordinate, review, update and display class schedule website. 20. CLASS OR RETEST EXAMINATIONS AND CERTIFICATION. Provide class or retest examination phone, fax, and service (provide information and answer questions).process class or retest examinations (receipt, check in, grading,) certification application database entry, document filing, results or invoice printing, results or invoice packaging and mailing. Coordinate with Exam and Standards Chair and TAC Chair, print and distribute new and revised examinations. 21. INSTRUCTORS AND SCHOOLS. Provide instructor phone, fax, mail and service (provides information, answers IICRC Scope of Services Page 10

17 questions and sends out exam supply replenishments). Annually invoice instructors and schools (due, past due and drop notices). Process instructor and school applications, renewals, exam monitor fees, penalties and track compliance (record entry, payment processing and entry (if applicable), document filing and follow up letter packaging and mailing.) 22. INTERNATIONAL. Provide international offices or international representative phone, fax, mail and service (provides assistance or information and answer questions). Coordinate and work with UK an AUS offices although they are currently in transition to operate independently. 23. BULK PARTIES. Provide bulk parties phone, fax, mail and service (provide coordination, assistance, information and answer questions.) Coordinate and implement administrative procedure with bulk parties. 24. TRADEMARK/LOGO MISUSE COMPLAINTS. Process trademark/logo complaints (verify, investigate, record entry,) committee coordination, document filing and compliance and follow up letter packaging and mailing. 25. Certified Firm Complaints. Process certified firm complaints (verify, investigate, record entry), committee coordination, document filing and compliance and follow up letter packaging and mailing. 26. BOOTH/EXHIBITS. Process booth/exhibit requests (send, receive and check in.) 27. Provide an online Discussion Board for Board, committees, Technical Advisory committees, etc. VI. STANDARDS a. Provide administrative and meeting planning support to Standards Director (already an employee and works remotely) in processing Standards, coordinating meetings, etc. Plan four to six meetings a IICRC Scope of Services Page 11

18 year for an average of fifteen people each with getting bids from hotels, selecting hotel per policy, finalizing meeting arrangements, food and beverage and contracts. VII. MARKETING a. Provide Marketing Coordinator or Director to support the activities of the Marketing Committee and contractors. Please provide as a separate cost in your proposal. IICRC Scope of Services Page 12