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.
