RFP: 2015 Parade of Homes, Showcase Builder

REQUEST FOR PROPOSALS (RFP)

“SHOWCASE HOME BUILDER”

2015 TBBA Spring Parade of Homes™

Tentative Parade Dates: 4/11/15 - 4/26/15

To:  Interested Parties

Updated:  10/20/2014
View Updates:
1. Photography & Parade Dates (Updated 10/2/2014)
2. Minimum Bid (Updated 10/20/2014)

Re: RFP for TBBA 2015 Spring Parade of Homes™ Showcase Home Builder 

The 2015 Spring Parade of Homes™ sponsored by the Tampa Bay Builders Association (TBBA) will feature a home constructed by a “Showcase Home Builder”.  The “Showcase Home Builder” can present an inventory, production model, inventory custom home or attached housing. Or, the Showcase Home Builder can present an entirely new model that has been designed and constructed especially for the 2015 Parade of Homes™. We aim to attract all types of builders, including single and multi-family builders. 

As a member driven organization who supports members doing business with members, all proposals must be made by members companies in order to be considered. If you are not currently a member of the TBBA, please contact our office for more information on how to join.

Recognition

The successful bidder to be designated as the “Showcase Home Builder” will realize a tremendous marketing opportunity as the flagship home of the 2015 Parade of Homes™.  The model presented by the “Showcase Home Builder” will be featured on the cover of the Parade of Homes ™ Guidebook, distributed by our partner, The Tampa Bay Times, and will receive additional free promotion through our suite of advertising partners including major print, and online media.

The distribution goal of the Parade of Homes™ Guidebook is to over 300,000 households in the Pinellas, Hillsborough and Pasco County areas. Online marketing support could reach thousands of additional consumers daily. 

Opportunities for Showcase Home Builder

• TBBA Member, Grey Street Studios, Inc. is including their quality photography services to produce marketing materials for the Parade of Homes. Grey Street Studios, Inc. will donate a complete elevation and interior photography session along with a video tour of the 2015 showcase home. These images will be available for the marketing efforts of both the TBBA Parade of Homes™ event and the Builder of this  year's showcase home. Grey Street Studios, Inc. will also create new “Wall of Fame” images to hang in the downtown TBBA office. 
• Full color photo of the model by the “Showcase Home Builder” on the cover of the Guidebook
• Full page, full color article in the Guidebook
• Showcase home receives first listing in the Guidebook, upgraded
• Identification in newspaper advertisements for the Spring Parade of Homes™
• “Showcase Home Builder” with full color photos on the official TBBA Parade of Homes website for 3 months
• Recognition in press releases throughout the Parade of Homes™ event
• Spring Parade of Homes™ launch party and Realtor preview event provided by Showcase Home Builder at home site and coordinated with TBBA.
• Featured on “Showcase Wall” at the TBBA Home Office for one year.
• Receive a Preferred Listing on the TBBA Member Directory, giving the contact and company large ad space at the top of the list
• The Showcase Home will be featured on the cover of the annual TBBA Membership Directory
• Featured at the TBBA Booth for the Spring 2015 Tampa Bay Homeshow by Turner Expositions, our tradeshow partner.

Requirements & Selection
The Showcase Home Builder will be chosen based on the entire package value provided to TBBA including a minimum acceptable bid of $60,000. The home must be located in Pasco, Pinellas, or Hillsborough Counties, must be fully furnished, and be open to the public during the regular hours of the 2015 Parade of Homes™. The model by the “Showcase Home Builder” must be completed no more than 24 months prior to the start of the Parade of Homes and (never occupied). It will also need to some features of interest to the public, e.g., energy efficiencies, extensive hurricane protection, unique design features, or other interesting characteristics that would distinguish it from a typical model.

The minimum acceptable bid to TBBA is $60,000. The Showcase Home Builder will be chosen based on the entire package value provided to TBBA.

Please send your written proposal to the Association by 5:00 p.m., Monday, October 27, 2014. A selection committee will review the proposals and may request a presentation following submittal.

For additional questions please contact Melissa Chaumont, Special Events & Communications

melissa@tbba.net or (813)571-8222.  

 

RFP: Awards of Excellence Project Manager

REQUEST FOR PROPOSALS (RFP)

“Project Manager”

 2014 Awards of Excellence (AOE)

Date
Planning:  August - December
Event:  Beginning December

To:  Interested Parties 

Re: RFP for TBBA 2014 Awards of Excellence Project Manager

To ensure a successful 2014 Awards of Excellence, the Tampa Bay Builders Association (TBBA) is seeking proposals to contract with company who can provide project and event management, and logistical support to the Awards of Excellence Program.

As a member driven organization who supports members doing business with members, all proposals must be made by member companies in order to be considered. If you are not currently a member of the TBBA, please contact our office for more information on how to join.

Awards of Excellence
The Awards of Excellence is an annual event to recognize outstanding sales professionals in the home building industry. Every year sales professionals and managers are nominated to be recognized for top performance in their categories. After reviewing sales records and recorded interviews, a selection panel determines the winners. The winners are announced with great celebration at the Awards of Excellence event.  The event is promoted to the TBBA membership and through the Sales and Marketing Council both for entries and event attendance. There are opportunities for event and prize sponsors as well.
 

Event Manager Role 

The Project Manager will be an independent contractor of the TBBA, responsible for guiding and implementing the many components of the event from beginning to end. The overall direction of the event requires approval by the chair, committee, and Executive Vice President, Jennifer Doerfel. The need for the role is two-fold. The regular TBBA Special Events Coordinator will be out on maternity leave for an large portion of this event, leave beginning in November. Additionally the Sales & Marketing Council would like to appoint an Event Manager to the event in order to address concerns of sufficient volunteers. Although the regular staff liaison, Melissa Chaumont, will be present and will assist at the beginning and some of the middle stages of planning, it is important the Project Manager assumes the role through the entire event to ensure he or she is up-to-date on event proceedings. 

Independent Contractor & Rate
It is requested that the candidate submit a flat fee for services. This fee should be broken into two parts: Contest Coordination and Event Management. Work is not in exchange for sponsorship unless otherwise negotiated. The SMC Executive Committee will review the proposals and submit a recommendation to the TBBA Executive and Finance Committee which holds final approval. The fee for the Project Manager will need to include all services rendered. Payment to the Project Manager for this event will be based on the rate agreed upon in the final contract.  A final contract will be drawn after a proposal has been accepted and reviewed. 

Budgeting
As practice, a budget will be created by the Project Manager and event chair(s). The budget will be reviewed by Jennifer Doerfel, Executive Vice President, and the TBBA Finance Committee. Any recommendations or updates will be provided. 

Purchases on the event may not be made until the budget has been approved. However seeking possible site selections and scoping of other items may proceed.

To facilitate approval of the hire and budget approval, a member of the 2014/2015 SMC Executive Committee will review the budget every few weeks with the hired Project Manager. This will also appease a possible conflict of interest.

Quotes & Contracts
Quotes for services, and updates to quotes, must be shared with the chair/vice chairs.
Executive Vice President, Jennifer Doerfel is the only TBBA staff member authorized to sign contracts. Changes to contracts must also be signed by Jennifer, otherwise the previous signed contract is standing.

Accounting
The accountant is part-time and check requests/ payments must be made in that time-table.  Please note it may take a week before a check is mailed. It may be two weeks before a check of $2000 or more is mailed as it requires TBBA Exec approval and signature. It is important the Project Manager be able to accommodate this schedule in order make timely deposits and payments.

An updated budget must be provided to the accountant approximately 2/3 of the way into the event. A final budget must be submitted one week after the event. All items will need to be listed and anything that is a variable should be noted along with the approximate variation. A sample budget will be provided the chairs and event manager for reference.

The Project Manager will need to schedule time with the accountant one week after submitting the final budget, to review details and close the budget.    

Emails
The Project Manager is responsible for sending event-related emails to TBBA members and award candidates. An email list will be provided and may only be used for this event. 

Emails to members must be approved by the event chair/ vice chairs.

Event-only emails (invitations, call for applications) are limited to 3 each. Event reminders may also be included in the weekly TBBA Talk and content can be submitted to Lauren Morgan, TBBA Membership Director.

Email communications of event milestones (invitation, call for applications) will need to start approximately 30 days prior to deadline. 

Other Responsibilities
The two primary components of the Awards of Excellence are the contest/ call for entries and the awards event. In the past, an AOE entry program from the Orlando Home Builders Association was utilized to gather entries. The same system may be utilized again if deemed sufficient by the Project Manager and chair(s). It is the Project Manager's responsiblity to manage the selected system.

Billing for entry candidates, sponsorship, and event ticketing is the responsibility of the Project Manager. The Project Manager will need to coordinate with TBBA staff to ensure the billing is executed properly.

The Project Manager is responsible for scheduling monthly committee meetings. They are commonly held following the monthly SMC Board meetings however they should be scheduled at the convenience of the committee. Committee meeting notes must be provided to Jennifer within 24 hours after a committee meeting.  

Budgets, contracts, marketing and other event related files are property of the TBBA and need to be turned over to TBBA for reference of future committees.

Some design work may be necessary when creating the event materials.

Highest and Best Use of Time and Funds
The Project Manager shall utilize the AOE committee as appropriate, based on what volunteers are willing to contribute. This may result in the committee focusing more on one area than another.

It is recognized the Project Manager will not perform 100% of event tasks given the support of the committee. Therefore it is highly recommend a venue is selected with as many amenities included as possible (for example:  stage, AV, bar, catering). This will also ease time spent on accounting. 

Proposals

Proposals should demonstrate ability to work with the TBBA staff and AOE committee efficiently and promote the fun and excitement of the Awards of Excellence theme. Samples of work may be requested if not submitted with the proposal. This may include invitations, flyers, and banners. TBBA also promotes events through social media outlets such as the TBBA Facebook page. We would encourage the Project Manager to include pieces that can be shared and promoted through Facebook. The marketing strategy for the "Call for Entries" will primarily focus on sales professionals. The event marketing will focus on the general TBBA Membership, encouraging attendance by both sales teams and those involved in the home building industry.

Candidates must be able to demonstrate project management, effective and efficient communication and ability to share resources via Dropbox and collaborate on Google Docs. 

An outline of project milestones, both for the contest and the event is outlined at the bottom. The TBBA staff and committee will adhere to this schedule as closely as possible and the Project Manager will be requested to do so as well. Not all payment details are outlined as many depend on the terms of the vendor. The Project Manager is required to execute all payments in a timely manner. 

Please send your written proposal to the Association by 5:00 p.m., Friday, August 8, 2014. A selection committee will review the proposals the next week. You may be asked to present a formal presentation.

For additional questions please contact Melissa Chaumont, Special Events & Communications, melissa@tbba.net or (813)571-8222. 

Schedule Outline:

August

Start visiting and shortlisting venues. Requires up to 300 attendees.
Last week of August – select venue.

September

First week of September
Quote and contract for venue.
Send any revisions for contest entry website and obtain contract and quote.
Sponsors with “Right of First Refusal” must claim within first two weeks of September.
Mid-September
Begin promoting “Call for Entries”. Entry window is open for two weeks.
Begin promoting “Save the Date” and “Call for Sponsors” for AOE event via email and social media.

October

First two weeks of October
Schedule interviews of candidates.  
All sponsors gathered with exception of “Friends of” sponsors.
Begin design of invitation. If printed, order by mid-October to arrive beg. Nov.
Last two weeks of October
Candidate interviews to take place third week of October. Fourth week of October is back up.
Update on budget income and expenses shared with TBBA accountant.

November

First week of November
SMC Executive Committee nominates Member of the Year for Associate and Builder.
Invitations mailed (if printed) and emailed a few days after.
Begin working on presentation and script.
Order signs, prints, trophies.
Event tickets go on sale one month prior to the event.
Second week of November
SMC Executive Committee votes for Member of the Year.
Third week of November
Presentation and script complete.
Last call – exclusive email for ticket sales. (With sufficient time around Thanksgiving holiday.)
Fourth week of November
Any preparation for event needed prior to event day (ie: décor, seat signs)

December

2 days before AOE Event
Rehearse presentation/ script and make adjustments.
Test on actual AV equipment and computer to be utilized.
1 day before AOE Event / day of Event (depending on venue)
Set up any additional items, (silent auction), signage, check in, etc.
First week of December – AOE EVENT
Second week of December
All receipts and invoices in with payments requested.
Third week of December
Budget should be closed with TBBA accountant. TBBA Office closed the following week.

RFP: TBBA Furniture Partner

 

REQUEST FOR PROPOSALS (RFP)

“Furniture Partner”
 

To:  Interested Parties 

Re: RFP for TBBA Furniture Partner 
Updated 8/21/2014: Selection Made - Ashley Furniture. RFP is closed.

To maximize the renovation budget of the new TBBA office located at 512 East Kennedy Blvd, the association is relying on its members to assist by donating products and services in exchange for sponsorship opportunities known as “partnerships”.  

As a member driven organization who supports members doing business with members, all proposals must be made by members companies in order to be considered. If you are not currently a member of the TBBA, please contact our office for more information on how to join.

Opportunities for Furniture Partner

The Furniture Partner will be recognized as the Furniture Partner for a term of one year after agreement has been approved.  This partnership is an in-kind sponsorship and does not include a financial contribution to be made by the association. The promotion of this partnership will be displayed at our office and depending on level of partnership may include additional promotions at each TBBA event, each edition of the Building Barometer as well as on our website, www.tbba.net. 

In order to develop a generous partnership package, the proposal should include the amount or value of partnership (sponsorship) dollars being donated to the association. We welcome ideas of what TBBA could offer your company as part of the partnership package.  Please outline any requests for marketing assistance in your proposal.    

Requirements

The success of this partnership depends largely on the ability to coordinate and communicate effectively what is needed and what is to be done in preparation of occupancy. The projected date of occupancy is June 30, 2014, however this date is subject to change.

As a result of the Furniture Partner, TBBA owns the furniture and accessories donated. The furniture and accessories will be displayed in the TBBA office only.

Please send your written proposal to the Association by 5:00 p.m., Friday, June 13, 2014. All proposals can be emailed to Lauren Morgan, TBBA Membership Director at Lauren@tbba.net.  A selection committee will review the proposals the following week. You may be asked to present a formal presentation.

For additional questions please contact Jennifer Doerfel, Executive Vice President at Jennifer@tbba.net or (813)571-8222. 

RFP: 2014 Homeshow Partner

REQUEST FOR PROPOSALS (RFP)

“Homeshow Partner”

 2014 / 2015 Homeshows

 To:  Interested Parties 

Re: RFP for TBBA to participate in select Tampa Homeshows
Updated 8/1/2014: Selection Made - Turner Home Shows. RFP is closed.

To ensure a successful partnership between the Tampa Bay Builders Association (TBBA) and a Homeshow provider, TBBA is seeking proposals for a Homeshow partnership in exchange for being an exclusive supporter and vendor of the selected Homeshow for one year.  

As a member driven organization who supports members doing business with members, we encourage all proposals must be made by member companies in order to be considered. If you are not currently a member of the TBBA, please contact our office for more information on how to join.

Requirements
Advertising - As a supporter of the Homeshow Partner events, TBBA would like to be given the opportunity to be included in promotional coverage the homeshows receive. The Homeshow Partner will use the following verbiage to advertise the partnership only for the dates the TBBA attends the Homeshow. TBBA may be replaced with the Tampa Bay Builders Association. Any variation requires prior approval, signed by Jennifer Doerfel.

·         This Homeshow is officially supported by the TBBA

·         Supported by the TBBA

·         Official Homeshow partner of the TBBA

·         Official Homeshow partner of the TBBA Remodelers Council

·         Supported by the Remodelers Council of the TBBA

Booth - The Homeshow partner must provide:

·         8x10 booth with pipe, drape, carpet, table, tablecloth, two chairs, and a trash can

·         The Homeshow partner must establish with the TBBA the date the booth will be assembled so members may bring their materials to set up.

·         The booth must be located in a high traffic location and it is preferred if it is the same location from show to show, to establish repeat traffic.

·         The booth number must be provided no less than two weeks in advance.

·          If a recurring booth location is established and then changed, the TBBA must be notified two weeks in advance. Additionally if the TBBA determines the location or other parameters become insufficient then the TBBA will notify the Homeshow partner as soon as possible to correct and/or will have the ability to withdraw from participation of the event.

Venue - Members of the TBBA have expressed interest in supporting the Homeshows at the Tampa Bay Convention Center. The TBBA will commit to setting up and attending a booth at the Tampa Bay Convention Center a minimum of two times per year. If additional Homeshow opportunities and/or locations receive sufficient interest by the members in this or other locations, the TBBA will notify the Homeshow partner of additional attendance 30 days prior to the event.

Member/Vendor List – The TBBA is interested in promoting our members who choose to attend the Homeshow event. In order to do this the TBBA requires a Homeshow vendor list including email or phne number, up to two weeks prior to the event. If the TBBA implements a contest at one of the Homeshows, a vendor list from the prior show may be requested.

Speaking Time - One hour of stage time must be provided to the association to present on safety and current issues in the home building industry.

Partnership – This is the first official Homeshow Partnership. The partnership agreement will be in effect for one year from acceptance by both parties.

Opportunities for Partner
The Homeshow Partner will be recognized as the Homeshow Partner.
The Homeshow events (4 max) will be included in our digital publication and/or our printed publication (quarterly) depending on timing.
The publication will include information on how members can participate in the TBBA booth.
The publication will direct members on who to contact to purchase a booth of their own at a discounted rate.

In order to develop a generous partnership package, the proposal should include the amount or value of partnership (sponsorship) dollars being donated to the association. We welcome ideas of what TBBA could offer your company as well as additional opportunities the partner may want to offer the TBBA. 

The Homeshow partnership success depends largely on the ability to coordinate and communicate effectively what is needed and what is to be done in preparation of the event. Candidates must be able to demonstrate project management, effective and efficient communication and ability to share resources. Any changes or discussion of changes to this agreement must be presented in writing to Melissa Chaumont or Jennifer Doerfel of the TBBA and must be signed by Jennifer Doerfel prior to implementation.

Please send your written proposal to the Association by 5:00 p.m., Monday, June 30, 2014. A selection committee will review the proposals within 7-14 days after. You may be asked to present a formal presentation.

For additional questions please contact Melissa Chaumont, Special Events & Communications

melissa@tbba.net or (813)571-8222

 

RFP: 2014 Realtor/Builder Expo Marketing Partner

REQUEST FOR PROPOSALS (RFP)

“Marketing Partner”

 2014 Realtor / Builder Expo

 

Tentative Dates: Thursday, June 26, 2014

To:  Interested Parties 

Re: RFP for TBBA 2014 Realtor/Builder Expo Marketing Partner 
Update: Awarded to Lab3 Marketing. RFP is closed.

To ensure a successful 2014 Realtor/Builder Expo the Tampa Bay Builders Association (TBBA) is seeking proposals for the partnership of a company who can provide marketing and advertising as well as logistical support to the event. Last year we were proud to have 116 entries. All submissions should be based on at least 100 entries.

As a member driven organization who supports members doing business with members, all proposals must be made by member companies in order to be considered. If you are not currently a member of the TBBA, please contact our office for more information on how to join.

Realtor/Builder Expo
The Expo is an event where new home builders and remodelers set up booths at a venue and Realtors buy tickets to attend the expo. This is a unique opportunity to bring builders and Realtors together under one roof. The TBBA partners with the Greater Tampa Association of Realtors (GTAR) to make this event a success. The event is promoted beforehand to the Realtors and most tickets are sold prior to the event, although there are some sales at the door. The builders are encouraged to theme their booth with the theme of the Expo. Prizes are awarded to booths for different categories. There are event sponsors and as well as prize sponsors which are given away during the event. 

Opportunities for Marketing Partner
The Marketing Partner will be recognized as the Marketing Sponsor for the 2014 Realtor/Builder Expo.  This sponsorship is an in-kind sponsorship during the duration of the event. This includes recognition as a sponsor in printed and electronic materials when sponsors are recognized.

In order to develop a generous partnership package, the proposal should include the amount or value of partnership (sponsorship) dollars being donated to the association. We welcome ideas of what TBBA could offer your company as part of the partnership package.  We may also provide you with an extra opportunity to market your business to our membership. Please outline any requests for marketing assistance in your proposal.    

Marketing/Advertising
Proposals should demonstrate ability to work with the Expo committee efficiently, communicate the Expo’s opportunity for Realtors to connect with builders, and promote the fun and excitement of the Expo theme. Proposals should also include Realtor outreach, ability to design marketing pieces such as print and electronic flyers, tickets, and banners. TBBA also promotes events through social media outlets such as the TBBA Facebook page. We would encourage the marketing partner to include pieces that can be shared and promoted through Facebook. The marketing strategy will primarily focus on gaining Realtor attendance but should be attractive to the home builders, encouraging entries into the Expo.

The Expo’s success depends largely on the ability to coordinate and communicate effectively what is needed and what is to be done in preparation of the event. Candidates must be able to demonstrate project management, effective and efficient communication and ability to share resources via Dropbox. 

TBBA operates a large member mail list from which the event can be promoted. Additionally GTAR promotes the event to its members which are the primary attendees, Realtors. It is required that creative content and image files are shared with the TBBA and GTAR in order to maintain branding and send marketing and notices to members.

TBBA will collect the booth registrations and GTAR and TBBA will sell tickets. The Marketing partner will need collaborate with the Expo committee, TBBA, GTAR and other parties involved.

Please send your written proposal to the Association by 5:00 p.m., Wednesday, March 5, 2014. A selection committee will review the proposals the next week. You may be asked to present a formal presentation.

For additional questions please contact Melissa Chaumont, Special Events & Communications

melissa@tbba.net or (813)571-8222.