Women in International Trade Charitable Trust

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1 Women in International Trade Charitable Trust REQUEST FOR PROPOSAL This Request for Proposal (RFP) outlines key service types the WIIT Charitable Trust expects to receive from an association management company. The RFP also communicates the nature, scope, procedures other details as these relate to the provision of such services. Publication Date: July 15, 2015 Closing Date: August 15, 2015

2 DISCLAIMERS This document is the proprietary and exclusive property of WIIT Charitable Trust except as otherwise indicated. No part of this document, in whole or in part, may be reproduced, stored, transmitted, or used for design purposes without the prior written permission of WIIT Charitable Trust. The information contained in this document is subject to change without notice. The information in this document is for information purposes only. The WIIT Charitable Trust disclaims all warranties, express or implied, including, but not limited, to the implied warranties of merchantability and fitness for a particular purpose. ii

3 TABLE OF CONTENTS 1. Inquiry Handling Executive Summary RFP Purpose Proposal Requirements Deadline Format Contents Additional Evaluation Criteria Contract Terms Organization Background Objectives Organizational Structure Requested Association Administration Membership Management... Error! Bookmark not defined Organizational Meeting Management... Error! Bookmark not defined. 8.4 Public Events... Error! Bookmark not defined Financial Website... Error! Bookmark not defined. iii

4 1. INQUIRY HANDLING Send inquiries concerning this proposal to: Nicole Bivens Collinson, Chair WIIT Charitable Trust 1300 Pennsylvania Avenue N.W., Suite 400 Washington, DC Tel: (202) Inquiries must be received at least 10 working days before the closing date. Note: Inquiries sent to other parties will not be accepted and could be interpreted as canvassing, i.e. as endeavoring to gain inside information about the procurement effort. 2. EXECUTIVE SUMMARY The WIIT Charitable Trust is accepting responses to this Request for Proposal for Provision of Association Management and Accounting. WIIT Charitable Trust will welcome responses to provide services requested under either or both categories. The WIIT Board of Directors has authorized an ad hoc committee to prepare this RFP to solicit proposals for a Contract beginning no later than October 1, The WIIT Charitable Trust seeks to continue working with an association management company (AMC) to handle association management services, including administration, accounting and other financial functions. 3. RFP PURPOSE The purpose of this RFP is to afford a fair evaluation for all AMC candidates and to provide the bidders with the criteria on which their proposal will be evaluated. 4. PROPOSAL REQUIREMENTS 4.1. Deadline Completed proposals must be delivered electronically via no later than 5:00 P.M. ET on August 15, 2015 to: Nicole Bivens Collinson, Chair WIIT Charitable Trust Proposals received after the deadline will not be considered. 1

5 4.2. Format Proposals must be clearly marked Proposal Regarding Association Management and Accounting. Maximum proposal length including title page, cover letter, proposal, qualifications and budget should not exceed 35 pages Font type must be legible (e.g., Times New Roman or other standard style), and either 10- or 12-point. Title page must contain the proposal name, your firm name, address, website, and the primary contact person, including telephone number and address. Cover letter cannot be longer than 2 pages, and must be signed by the person(s) authorized to sign on behalf of the firm. The proposal contents must discuss your firm s proposed solution, including the features, benefits and uniqueness of your solutions and services. If bidders want to submit alternate solutions, they are welcome to do so. Completed proposals must be signed by, or contain the signature of, a duly authorized officer or an agent of the firm submitting the proposal Contents Firm profile, including: o full name and address o length of time in business o core competencies o number of firm s full-time staff, an organizational chart, and resumes of specific staff members who will be most actively managing the WIIT Charitable Trust s affairs Name and address of your auditing firm, along with a copy of the latest audit report Current reference information for three former or current clients, preferably nonprofit associations A discussion of your firm s commitment to providing timely responses to specific requests from the WIIT Charitable Trust s leadership for administrative support Details regarding your firm s experience with the following: o administrative management o bookkeeping and financials, namely budget preparation, accounting, and financial and budgetary efforts o experience handling online billing and acceptance of payment and processing refunds, and your firm s organizational capacity for interacting with an existing 2

6 web-based event registration platform and online silent auction platform A detailed cost schedule for all or part of the requested below. All costs associated with any should be presented in a flat rate, retainer, or fee-forservice format. o If a proposal bid excludes certain fees or charges, please provide a detailed list of excluded fees with a complete explanation of the nature of those fees. o If the execution of work to be performed by the bidder s organization requires hiring of sub-contractors, this must be clearly stated in the proposal. Subcontractors must be identified and the work they will perform must be defined. In the proposal please provide the name, address, and EIN of the subcontractor. The WIIT Charitable Trust will not refuse a proposal based upon the use of sub-contractors; however the WIIT Charitable Trust retains the right to refuse the sub-contractors the bidder has selected. Provisions of this RFP and the contents of the successful response(s) are considered available for inclusion in final contractual obligations. 5. ADDITIONAL EVALUATION CRITERIA Proposals that meet the mandatory requirements, as detailed above, will also be evaluated according to the following criteria: Suitability of the Proposal the proposed solution meets the needs and criteria set forth in this RFP. Aesthetic Capabilities Prior work demonstrates artistic and innovative, user friendly interfaces that engage the target audience Value/Pricing Structure and Price Levels Price commensurate with the value offered. As a non-profit organization, the WIIT Charitable Trust is able to accept pro bono services and recognize the provider to the full extent allowed by the Internal Revenue Service, including naming its AMC on its website and other collateral as a WIIT Charitable Trust supporter and partner Depth and Breadth of Staff The candidate firm has appropriate staff to provide the minimum requested Proposal Presentation The information will be presented in a clear, logical and well organized format Demonstrated commitment to high service level agreements 6. CONTRACT TERMS The WIIT Charitable Trust is under no obligation to award any contract or contracts as a result of this RFP. WIIT will negotiate contract terms upon selection of the successful bidder(s), if any. All contracts are subject to review by the WIIT Charitable Trust s legal counsel, and no project 3

7 will be awarded except upon signing of an agreement or contract, which outlines terms, scope, budget and other necessary items, and is satisfactory in all respects to the WIIT Charitable Trust s Trustee: WIIT and the WIIT Board of Directors. Entry by the WIIT Charitable Trust into the Contract is subject to the approval of the WIIT Trust Committee also approving at the same time the availability of funding. Proposals should also contemplate the following contract terms, among others: Initial contract duration will be two years WIIT Charitable Trust contract year starts on October 1 and ends on September 30 of the next year Contract can be either renewed after two years or offered for competitive bidding at the WIIT Charitable Trust s option Contract will be terminated before its two year term expires should the AMC default on a timely, proper and full delivery of services discussed in this RFP 7. ORGANIZATION BACKGROUND The WIIT Charitable Trust was created in 2001 to fund charitable, trade-related educational activities in general and in particular to ensure educational opportunities for trade professionals and non-trade professionals. The WIIT Charitable Trust has responsibility for the World Trade Library, providing up-to-date information, reports and treatises on trade-related matters. This library is available to anyone with access to the internet and will serve as a single source for reliable trade information. The WIIT Charitable Trust also has a scholarship program for women interested in international trade education. This merit-based scholarship requires the submission of an essay on a traderelated topic and is awarded to undergraduate and graduate candidates. The WIIT Trust is also working to educate non-trade professionals. Regular programs are held in Washington DC for the staff of members of Congress and the public on basic trade concepts. These presentations are non-partisan and non-positional. Glossaries of trade terms and other relevant information are provided. We also have a high school project that enhances students' understanding of international trade issues through presentations given by trade professionals. The WIIT Charitable Trust is a 501(c)(3) organization and contributions are largely tax exempt. Contributions to the Trust are separate from dues paid to our Trustee, the Association of Women in International Trade, Inc.. 4

8 7.1. Objectives The WIIT Charitable Trust s principal objectives include: fund charitable, trade-related educational activities ensure educational opportunities for trade professionals and non-trade professionals Organizational Structure The WIIT Charitable Trust is currently run by volunteer-members with certain management and administrative tasks outsourced to our current administrative services provider. The WIIT Charitable Trust is the foundational arm of the Association of Women in International Trade (WIIT). WIIT Board of Directors WIIT President Chair, WIIT Charitable Trust WIIT Charitable Trust Committee WIIT Charitable Trust Volunteers 8. SERVICES REQUESTED The WIIT Charitable Trust calls for all proposals to address general and specific services requested in this Section. 5

9 8.1. Association Administration Maintenance of a dedicated telephone line and voic for the WIIT Charitable Trust, including daily retrieval of voice mail messages and promptly returning calls (no later than next business day), and updating the outgoing voice mail message as needed; Prompt answering of telephone calls during regular business hours, and providing and courteous communication with members and other callers; Provide a fax number for the WIIT Charitable Trust and forward faxes received to the appropriate WIIT Charitable Trust officer(s) prior to the close of business on the day of receipt, preferably as a scanned attachment to an ; Monitoring incoming and postal mail, and promptly replying or referring to appropriate the WIIT Charitable Trust officer Financial Maintenance of the WIIT Charitable Trust s financial records (Inuit QuickBooks); Reconciliation of the WIIT Charitable Trust s bank statements against QuickBooks records on a monthly basis, reporting any discrepancies to the WIIT Charitable Trust s Treasurer(s) Generation of detailed monthly financial statements to be forwarded to the WIIT Charitable Trust s Treasurer(s) and other designated officers; Monitoring expenses against income and notifying the Treasurer(s) regarding annual budget discrepancies and potential fiscal problems Preparation and mailing of all invoices, direct payments to be paid to the order of the WIIT Charitable Trust as applicable and depositing all payments into the appropriate the WIIT Charitable Trust bank account Preparation of checks and forwarding to Treasurer for signature; Timely preparation of all information required for tax filings; and Provide information to other the WIIT Charitable Trust s consultants and advisors relevant to maintenance of the WIIT Charitable Trust s legal structure, authorizations, and operations. 6

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