Developing an Effective Request for Proposal (RFP):
Download the Association RFP Information Request Form
Download the Association Profile Form
Before an organization begins to develop a Request for Proposal (RFP), it is important to step back and assess where the organization has been, where are going, the needs of their members, and where they see themselves in their industry or profession. A self-auditing process helps to determine core member services and areas that need enhancement.
This practice will help to determine a “needs” list versus a “wants” list for the RFP’s scope of services. The outcome of this exercise should also be considered when looking at the current staffing structure (independent staff or volunteers) and researching the benefits of an association management company. Keep in mind that association management companies provide a wealth of association management experience through proven best practices and shared resources. Because they manage more than one association, their skills and knowledge base are broad and substantial. An AMC may be the best route to take an organization to the next level.
Information to include in an RFP is outlined below (additional information may be provided):
- History of organization (age, incorporation date and location)
- Mission Statement
- Strategic Plan/Goals and Objectives
- Leadership Organization Chart (Board and Committee Structure)
- Number of Board and Committee Meetings (In Person, Webinar, Conference Calls)
- Number of Conferences/Year (Current and Future Dates and Locations)
- Unique Programs (Example: Certification Programs, Special Interest Groups, Legislative Activity)
- Audit Report and Past Three Year’s Financial Statements
- Annual Budget
- Membership Reports/Numbers (Recent and Past)
- Articles of Incorporation
- Most recent 990
- IRS Application Form and Letter of Determination
- Copies of Publications (E-newsletters, Magazines, Journals, Directories)
- Copy of Conference Brochures
- Calendar of Scheduled Events (Current and Future)
- Scope of Services
- Instructions to Submit Proposal
- Selection Committee Chair’s Contact Information
- Dates: Deadlines, AMC Presentation Dates, Selection Timeline, Hiring Date
IMPORTANT NOTE: Please allow a minimum of 30 – 45 days from the date of RFP distribution for the Proposal Due Date. AML invests a lot of time and research into each RFP before bidding. We need at least 30 – 45 days to decide if an organization is a good fit for our company and if so, to prepare a comprehensive proposal. Thank you for your understanding.
For more information about developing an effective RFP, visit the AMC Institute’s website or the ASAE and the Center for Association Leadership’s website.