REQUEST FOR PROPOSALS FOR ASSOCIATION MANAGEMENT SERVICES
Oregon Association of Convention and Visitors Bureaus d/b/a Oregon Destination Marketing Organizations (ODMO)
Outline of RFP: •RFP Submittal Information •About ODMO •Proposed Scope of Services oGeneral Responsibilities; Administrative Services; Financial Service; Fundraising Services; Meeting Management Services; Membership; Communications; Leadership; Legislative Services; Compensation; Operations
RFP SUBMITTAL INFORMATION
Anticipated Contract Start Date: July 1, 2018 Proposals Due By: May 21, 2018
Submit Proposals To: Angie Onyewuchi, President, ODMO 388 State Street, Suite 100 Salem, OR 97301
Questions may be directed to: Angie Onyewuchi at AOnyewuchi@travelsalem.com.
Proposals may be submitted by mail or electronically in PDF format to AOnyewuchi@travelsalem.com. All submissions by mail or email will be confirmed by email.
Proposals should include respondent’s history in providing professional contracted association management services, brief biographies of any professionals who will work under this contract and three client references. Hospitality industry knowledge and expertise is preferred and should be included in either the respondent’s company history or in the professional staff biographies.
Proposals will be reviewed by a representative committee of the ODMO Board of Directors with a recommendation back to the full board. ODMO anticipates a contractor being selected prior to June 1, 2018 to ensure a smooth transition from the current contractor, if necessary. ODMO retains the right to reject any and/or all proposals.
The list of duties and responsibilities is a broad overview and ODMO recognizes that there may be more efficient and effective ways of operating. The ODMO Board of Directors encourages suggested changes to be included in all proposals, especially if applicants have experience operating with other proven tactics.
The Oregon Destination Marketing Organizations (ODMO) is seeking proposals for part-time professional association management services, to include services listed below. ODMO has contracted for professional association management services for more than twenty years.
A 501(c)6 non-profit corporation in Oregon, ODMO is a statewide membership association of local and regional destination marketing organizations organized as private non-profit corporations, city or county tourism offices, and/or chambers of commerce responsible for destination marketing. Members also include regional destination marketing organizations, statewide tourism and hospitality organizations and associate members, typically representing media, programs, or prospective vendors. Membership is currently 37 local or regional destination marketing organizations and 12 associate members.
ODMO’s annual programs include one multi-day educational conference, a revenue-generating auction, an annual membership meeting, regular member communications, monthly board meetings and an annual board retreat. Occasional services include issues advocacy coordination, if relevant bills are proposed during a state legislative session.
ODMO’s annual budget is approximately $45,000 in total. Contracted association management services currently comprise $18,000 of ODMO’s expenses. ODMO is seeking proposals that include an estimation of time required to fulfill the management services we are seeking and proposed compensation for those services.
The ODMO Board of Directors consists of nine voting members and two ex-officio advisory members. Officers include a president, vice-president, secretary, treasurer and past president. The association management contractor reports to the board of directors as a whole and is evaluated and contracted by the board of directors.
The ODMO Board of Directors is interested in receiving written proposals for professional association management services. It is the desire of the ODMO Board of Directors to contract for services over a two-year period, with two-year renewal options. It is anticipated that an annual review of services will be conducted and documented.
If interested in submitting a proposal for consideration, please address the following terms in your written proposal and include a not-to-exceed annual fee to include professional services as described and all equipment and time required, unless otherwise noted.
PROPOSED SCOPE OF SERVICES
1)Maintain a business telephone line and email address in the name of ODMO. 2)Maintain regular office hours, Monday thru Friday, for the purpose of answering incoming telephone calls. In the event that staff is unavailable to answer the ODMO telephone line, Contractor shall provide an automated service to capture incoming calls for appropriate follow-up not to exceed 24 hours. 3)Contractor shall provide proof of insurance appropriate and reasonable for liability, theft and fire at a level to cover ODMO records and activities. 4)Provide the professional staff to perform the services under this contract. The Contractor may, with ODMO approval, subcontract for necessary personnel. 5)Pay and hold ODMO harmless for all of the Contractor’s normal operational expenses, including salaries, rents, utilities, taxes and fees (income, employment, license or others), and other similar expenses. 6)Comply with all government (local, state or federal) laws and rules applicable to the operation of the Contractor’s business. 7)Present supporting invoices and/or statements to ODMO for management service and out-of-pocket expenses incurred in conducting projects on behalf of ODMO.
1)Bylaws and policies – Assist with review, update, maintenance and compliance. 2)Coordinate board meetings or conference calls. Prepare agendas and financials and distribute to board of directors several days in advance of board meetings. 3) Attend board and membership meetings and events, including Winter Conference, annual Governor’s Conference on Tourism, and board retreats. 4)Serve as recording secretary for board meeting minutes and general membership meetings and distribute minutes. 5)Maintain an archive of ODMO meeting minutes, records, correspondence and legal documents. 6)Open and respond to all mail (written and, e-mail) as necessary. Ensure continuity of information and service to all ODMO members and prospective members. 7)Maintain an adequate supply of ODMO letterhead note cards and envelopes.
1)Oversee the financial records, preparation of income and expenditure reports, and collection and deposit of dues revenue and meeting fees. 2)Reconcile all bank statements and prepare monthly financial statements, including a balance sheet and profit & loss statement through the most recent month prior to the meeting. 3)Prepare all payables for authorization and approval to pay, including copies of invoices. Cut, sign and mail checks for all approved expenses. 4)Advise board of directors on financial status of organization 5)Prepare and issue invoices to membership or others for reimbursable activities. 6)Prepare and send out invoices for annual membership dues. 7)Assist the board in developing strategies to increase revenue. 8)Prepare and submit an annual budget in accordance with the format established by the board of directors. 9)Work with a CPA to ensure that annual taxes are prepared and submitted, with appropriate board review and oversight.
Fundraising Services Management and oversight of the annual ODMO Auction to coincide with and be held at the annual Oregon Governor’s Conference on Tourism. 1)Lead outreach to statewide DMO partners for solicitation of donation from their partners and members for the annual auction. 2)Lead outreach to statewide DMO partners and statewide wine organizations for solicitation of donations from partners and member for the annual Hooch-in-a-Bag fundraiser. 3)Work with Travel Oregon to secure location for auction to be held on-site at the Governor’s Conference site annually. 4)Produce the auction from start to finish, including, but not limited to creating the auction booklet and bid sheets, staffing the ODMO auction room with paid staff or volunteers, managing the cashing out process for bidders and the delivery of items to winning bidders.
Meetings Management Services
1)Act as official meeting planner for ODMO’s annual conference, annual membership meeting and annual board retreat. This includes, site selection, rate negotiations for meals, lodging and meeting space, sponsorships to help offset costs, educational topics, speakers and registration. (Conference attendance is typically 35-60 persons). 2)Assist in fund-raising by identifying and developing funding sources including sponsorships. Maintain database and records of all sponsors. 3)Organize monthly board meetings/conference calls, set agendas, distribute meeting materials in advance, monitor action items and follow through.
1)Assist in recruitment, promotion and retention of ODMO membership. 2)Proactively monitor staffing changes at DMOs throughout the state and reach out to new leadership with an official welcome to the industry/role from ODMO as well as information on the organization and what they can look to us for help on. 3)Maintain an official membership roster. 4)Serve as first point of contact for all members, and prospective members. 5)Provide membership materials to prospective members upon request.
1)Assist the board of directors in development of a comprehensive communication plan. This work is to include development of PR templates and means of easy communication within the ODMO membership (i.e. monthly e-newsletter). 2)Coordination of ODMO’s website either through direct services or by a separate sub-contract that is approved by ODMO but supervised by the executive director. 3)Gather, post and maintain appropriate data or research as directed by the board on the ODMO website. 4) Manage any communications or other contracts on behalf of the ODMO Board.
1)Maintain regular communications with appropriate tourism/hospitality industry leaders to increase visibility and awareness of industry issues. Leaders could include but are not limited to ORLA, TCLA, Tourism & Hospitality Consortium, RDMO’s and Travel Oregon 2)Act as a spokesperson for the organization if the board president is unavailable.
Legislative Services (if this is not an owned skill set, please recommend a subcontractor option for how you would provide these services to the organization)
1)Identify and prioritize legislative issues and develop positions on those issues in coordination with the ODMO board and other visitor industry organizations. 2)Track identified issues and provide position recommendations to ODMO. 3)Coordinate advocacy and prepare communications on ODMO positions and testimony to appropriate legislative committees. 4)Draft resolutions for ODMO approval. 5)Develop coalitions where appropriate to promote the legislative interests of ODMO. 6)Provide regular written and oral reports on the status of pertinent bills. 7)Participate in conference calls with ODMO Legislative Committee. 8)Provide a session-end report on how ODMO target issues fared. 9)Provide legislative and regulatory expertise and assistance to ODMO members. 10)Assist ODMO in development of relationships with legislators and legislative candidates. 11)Educate ODMO members on the legislative process. 12)Assist with programs that further the public policy goals of ODMO. 13)Promote the role of the government affairs program for membership purposes.
COMPENSATION. In consideration of Contractor’s performance hereunder, ODMO will reimburse the Contractor:
1)A not-to-exceed annual amount, paid in equal monthly payments. This fee is to cover salaries, overhead, operating expenses such as insurance, janitorial supplies, property taxes, office supplies, and all other expenses directly related to administrative staff and office functions.
2) Documentable Expenses at Actual Costs: Includes postage, printing, photocopying, stationery, and similar costs plus pre-approved or budgeted travel costs in conjunction with governance and membership meetings and legislative activities.
3) Additional Compensation: When responsibilities are assigned to the Contractor in addition to those outlined, additional compensation may be negotiated between the Contractor and ODMO when the overall Scope of Services is increased.
EQUIPMENT. Contractor shall provide all equipment necessary to accomplish the Scope of Work. Provisions for office space will be the responsibility of the Contractor, and such office expenses are not reimbursable under this Contract.
STATUS. As an independent contractor, the way the services are performed shall be controlled by Contractor; however, the nature of the services and the results to be achieved shall be specified by ODMO. Contractor is not to be deemed an employee or agent of ODMO and has no authority to make any binding commitments or obligations on behalf of ODMO except as authorized by the Board.
TAXES. ODMO will report the total amount of all payments to the Contractor, including any expenses, in accordance with the Federal Internal Revenue Service and the State of Oregon Department of Revenue regulations.
BENEFITS. Contractor shall not be eligible for any federal Social Security, State Worker's Compensation, or unemployment insurance benefits from this Contract.
APPLICABLE LAWS. Contractor agrees to comply with all applicable local, state and federal laws, rules and regulations in the performance of this Contract. Contractor shall, as per ORS 279.312: a)Make payment promptly, as due, to all persons supplying to such Contractor labor or b)material for the prosecution of the work provided for in such Contract; c)Pay all contributions or amounts due the Industrial Accident Fund from such Contractor or subcontractor incurred in the performance of the Contract; and, d)Pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167.
HOLD HARMLESS. Contractor shall indemnify, protect, defend, and hold ODMO and its officers harmless against any claim for injury or damage and all loss, liability, cost, or expense, including court costs and attorney's fees, growing out of or resulting directly or indirectly from negligence on the part of the Contractor in the performance of this Contract.
ASSIGNABILITY. Nothing in this Contact is intended to prevent the Contractor from hiring employees to assist in the accomplishment of the Scope of Services of this Contract.
TERMINATION AND SEVERANCE. A. ODMO retains the right to terminate the services of the Contractor with or without cause upon sixty (60) days written notice to the Contractor except as noted in Conduct paragraph. B. In the event that the Contractor wishes to terminate this Contact prior to the expiration date outlined, the Contractor must provide sixty (60) days’ notice in advance unless such notice requirement is waived or modified by mutual agreement between ODMO and the Contractor.
DISCRIMINATION. The parties agree not to discriminate on the basis of race, religion, sex, color, marital status, family status, national origin, age, source of income, or sexual orientation in the performance of this Contract.
OWNERSHIP OF WORK PRODUCT. All work products of the Contractor which result from this Contract shall be the exclusive property of ODMO and shall be delivered to ODMO upon completion of the services or termination of this Contract.
CONFIDENTIALITY. It is understood that in the performance of his or her duties, Contractor may obtain information about ODMO and its members that is confidential. Contractor agrees to restrict use of such information to the performance of the duties described in this Contract.
CONDUCT OF CONTRACTOR. During the contract period, the Contractor shall comply with ODMO’s By-Laws, Policies and Code of Ethics. Failure to do so is grounds for immediate termination.
INTERPRETATION. This Contract shall be governed by and interpreted in accordance with the laws of the state of Oregon. The parties to this Contract do not intend to confer on any third party any rights under this Contract.
JURISDICTION AND VENUE. All actions relating to this Contract shall be tried before the courts of the state of Oregon to the exclusion of all other courts which might have jurisdiction apart from this provision. Venue in any action shall lie in the Circuit Court of Marion, Oregon.
ATTORNEY'S FEES. In the event either party shall initiate any suit, action or appeal on any matter related to this Contract, then the court before whom such suit, action or appeal is taken shall award to the prevailing party such attorney's fees as the Court shall deem reasonable, considering the complexity, effort and result against the party who shall not prevail, and such award and all allowable costs of the event may be either added to or deducted from the balance due under this Contract, or be a separate obligation as appropriate.
WAIVER. Waiver of any breach of any provision of the agreement by either party shall not operate as a waiver of any subsequent breach of the same or any other provision of this agreement.
WORKER'S COMPENSATION. If Contractor is a subject employer, Contractor shall comply with ORS 656.017, which requires provision of worker's compensation coverage to all subject workers. Contractor shall show proof to ODMO of compliance.
About Oregon Destination Marketing Organization
The Oregon Destination Marketing Organizations (ODMO) is a Statewide network of convention and visitor bureaus and chambers of commerce directors who share a common interest in the vision and vitality of Oregon’s travel industry.
ODMO’s members are the direct link between tourism-related business and services, and other entities such as the Oregon Tourism Commission. As such, ODMO is the leading voice of the tourism industry.