REQUEST
FOR PROPOSALS (RFP)
“Project
Manager”
2015 Awards of Excellence (AOE)
Dates
Planning: August - December
Event: Beginning December
Planning: August - December
Event: Beginning December
To:
Interested Parties
Re: RFP for TBBA 2015 Awards of
Excellence Project Manager
To ensure a successful 2015 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 sponsorship opportunities available as well.
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 sponsorship opportunities available 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 Project Manager assumes the responsibility of the contest, event,
data and event materials for the project duration.
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
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
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 or Melissa Chaumont at TBBA.
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. A system deemed sufficient by the Project Manager and chair(s) will be used to collect entries. It is the Project Manager's responsibility 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 TBBA within 2-3 days 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.
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. The Project Manager is responsible for full execution of the event and achieving budget regardless of committee participation.
Proposals
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
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
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 or Melissa Chaumont at TBBA.
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. A system deemed sufficient by the Project Manager and chair(s) will be used to collect entries. It is the Project Manager's responsibility 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 TBBA within 2-3 days 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.
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. The Project Manager is responsible for full execution of the event and achieving budget regardless of committee participation.
Proposals
Proposals should demonstrate ability to work with the TBBA staff
and AOE committee efficiently to execute the development and production of the Awards
of Excellence contest and event. 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 cloud services such as Dropbox
and 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 vendor selected. 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., Wednesday, August 5, 2015. A
selection committee will review the proposals the following 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. Venue must hold up to 300 attendees.
Last week of August – select venue.
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
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.
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)
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.
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.
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