REQUEST
FOR PROPOSALS (RFP)
“Project
Manager”
2015 Awards of Excellence (AOE)
Dates
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.
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
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.
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.
