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PRSA Houston Issues RFP for Chapter Administrator

Organization: Public Relations Society of America, Houston Chapter

Date: 
July 22, 2019

Type of Business: Local chapter of a national non-profit public relations and marketing communications society

Project: 
Chapter Administrator

PRSA Houston Contacts: Isidro Reyna, APR, President, PRSA Houston, [email protected], Jessica Anderson, President-Elect, PRSA Houston, [email protected]

# of individuals/firms presenting:  Up to three

Proposal Due Date:
Aug. 22, 2019

Presentation Date for Finalists:
To be determined

 

ORGANIZATION BACKGROUND
With more than 400 members, the Houston Chapter of the Public Relations Society of America was founded in 1950 and represents business and industry, counseling firms, government, associations, hospitals and medical centers, oil & gas, biotech, education, agencies, professional services, and non-profit organizations. We focus on helping members become more valuable to their organizations and clients, and therefore, become a more successful professional by; proving peer-based support, encouraging professional growth through participation in educational programs and leadership roles, and promoting the highest standards of professional competence. Its parent organization, PRSA, was chartered in 1947, and is the world’s largest organization for public relations professionals. With the vision to unify, strengthen and advance the profession of public relations, PRSA has established itself as the pre-eminent organization that builds value, demand and global understanding for public relations.

OPPORTUNITY
Individual or firm to serve as chapter administrator for PRSA Houston and proactive partner in providing operational/promotional support to the organization’s Board of Directors in developing and executing chapter programming, as well as attracting new members and sponsors.  Administrator will report directly to PRSA Houston president and will work alongside Chapter officers and committee chairs.

Prospective Individual/Firm Criteria

 

 

  • Event management expertise
  • Passion and understanding of Public Relations
  • Internet/social media expertise
  • E-marketing capability, including, but not limited to Basic HTML/WordPress, electronic survey experience
  • Experience servicing associations and volunteer/non-profit organizations (preferred)
  • Office space based in Houston (virtual office/home office acceptable, but must be able to provide storage)
  • Securely maintain electronic files including, but not limited to chapter minutes, financial reports, member lists
  • Adherence to PRSA Code of Ethics
  • Maintain dedicated email and phone number

Core Capabilities

______________________________________________

  • Administrative support
  • Event/management/logistics support, including, but not limited to site selection, contract negotiation, registration processing, and all communications related to event
  • Marketing and sponsorship development
  • Basic graphic design
  • Internet marketing/social media

 
STRUCTURE AND GOVERNANCE
PRSA Houston is governed by an eighteen-member board of directors, which includes six officers (the president, the president-elect, past president, vice-president, secretary, and treasurer); seven elected directors serving two-year terms; four assembly delegates serving three-year terms and one appointed non-voting director who serves for a one-year term and oversees the scholarship committee. The board of directors establishes policy, adopts an annual budget, approves contracts and expenditures for all necessary items and services in connection with the management of the chapter, authorizes the creation of standing committees by the president, provides for the business and conduct of annual and other meetings of the chapter and of the board of directors, authorizes chapter sponsorship of conferences and workshops, performs such other duties as are prescribed elsewhere in its bylaws, and delegates its authority, powers, and duties to officers and committees as it so decides. Individual board members may be designated by the president to oversee committees. PRSA Houston currently serves its members through the activities of various committees, including the following:

  • Accreditation & Continuing Education
  • Anniversary
  • Budget
  • Communications/Newsletter
  • Digital
  • Diversity
  • Ethics
  • Excalibur Awards & Gala
  • Holiday Party
  • Hospitality
  • Membership
  • New Professionals
  • PR Day
  • President’s Academy
  • Service
  • Scholarships
  • Social Media
  • Sponsorships
  • University Relations

 
KEY ORGANIZATIONAL GOALS/PRIORITIES
Key organizational goals and priorities for PRSA Houston include:

  • Attract new members—especially new professionals—and retain existing members.
  • Develop a pipeline of members to serve in leadership positions (board members and/or committee chairs).
  • Increase the diversity of membership and speakers for the chapter.
  • Create strategic, value-driven programming for different segments of our membership.
  • Continue to improve communications with members by leveraging social media channels.
  • Increase treasury

 

SCOPE OF WORK

  • Provide support to PRSA Houston’s committees (Events/Programming, New Professionals, Foundation, Membership, etc.) to help plan and execute events, projects and programs, including promotion, facilitation and operational support for monthly professional development events, after hours networking sessions, membership mixers, media tours, holiday party, PR Day and annual Excalibur Gala & Awards.
  • Attend all PRSA Houston events as requested, develop nametags and promotional materials, staff registration tables, and execute pre-at-venue and post-event management (including surveys).
  • Create and distribute promotional materials for PRSA Houston events, including email invitations (e.g. Emma and Star Chapter) and direct mail flyers to promote chapter events.  Manage/post content to PRSA Houston’s website (other social media sites) and support PRSA Houston’s communications chair, as needed.
  • Assist in chapter-building membership by spearheading outreach to prospective members, members up for renewal, and new members using lists obtained by PRSA National.
  • Maintain PRSA Houston membership list and correspondence.
  • Assist with budget management; work with PRSA Houston treasurer and president as needed to ensure chapter finances are in order and tax requirements are accurate – including ensuring annual filings are met, bank-signing signatures are current, and bills are paid timely.
  • Provide clerical support as needed.
  • Provide board (president, incoming president, vice president, treasurer, secretary) monthly reconciliation of services and bill no later than 5thday of the following month.
  • Provide and distribute well organized, professional, clear, concise and grammatically correct materials as outlined above.

PRE-SUBMISSION
Confirmation: Firms or individuals intending to submit a proposal are asked to confirm their intentions in writing, via e-mail, to Isidro Reyna, APR, president of PRSA Houston at [email protected] and Jessica Anderson, president-elect of PRSA Houston at [email protected] by Monday, August 5. The correspondence should be directly from the individual or from the firm’s primary contact or executive. It should confirm that the firm or individual has no existing client relationship that would constitute a conflict of interest with any work for PRSA Houston, and also confirm that this RFP will be used only for purposes of proposal development (it should not be shared with others).

RFP REQUIREMENTS
RFP response should be limited to no more than eight (8) pages and must include:

  • Company Name
  • Contact Name
  • Phone
  • Email Address
  • Website Address
  • In what areas of association management does your agency have special expertise?
  • Please list your top clients and the type of work for each.
  • When would you be able to commence service?
  • Is a senior member of your organization available to respond to emergency situations outside normal business hours? Yes/No

  1. Firm/Individual Description: Briefly describe your agency, including its history, size, relevant practice areas, key leadership and clients.
  2. Qualifications: Describe your agency’s in-house capabilities, including work for non-profits/associations of comparable size and scope.
  3. Scope of Work: Describe how your agency intends to meet PRSA Houston’s chapter administrator criteria, core capabilities and scope of work including both strategic and tactical implementation.
  4. Staffing: Describe how your agency would staff your work for PRSA Houston, including who would act as the single-point of contact, and why this person is best-suited for this role.
  5. Client References: Provide references from three clients of similar size and scope (name, title, company, telephone and email address). In addition, PRSA Houston encourages interested agencies to submit sample work relevant to this RFP that the agency has provided for similar clients.
  6. Budget: Provide a detailed budget for both service fees and anticipated out-of-pocket expenses, as well as proposed fee structure.

EVALUATION CRITERIA
The following criteria will form the basis upon which PRSA Houston will evaluate proposals:

  • Overall capabilities to serve PRSA Houston’s needs as stated in the RFP;
  • Experience working with non-profit, volunteer-based associations and the extent to which the qualifications and past performance are likely to lead to a successful relationship with PRSA Houston;
  • Qualifications of the proposed account team and ability to provide sufficient personnel to meet the chapter’s needs;
  • Ability to assist with financial reporting and documentation;
  • Quality of the overall proposal (strategic thought and insight); and
  • Competitive nature of the fee.


PRSA Houston reserves the right to reject, any and all, proposals without specification of reasons and to award the contract in whole, or in part, as it deems appropriate.

 ANTICIPATED TIMELINE

  • Proposal submission deadline – Aug. 22, 2019
  • Initial screening of proposals by Board – August 23 through Sep. 6, 2019
  • Start date – To be determined

 
FINALIST PRESENTATIONS

  • 60 minutes per presentation including Q&A will be scheduled (time/location TBD).
  • Five hard copies of the presentation are required at the start of the presentation.
  • Electronic copy is required upon completion of presentation.

 

QUESTIONS AND RFP RESPONSE CONTACT:
Firm or individual’s inquiries, questions and requests for clarification related to this RFP are to be directed to:


Email RFP response to PRSA Houston President Isidro Reyna [email protected] and President-Elect  [email protected] no later than 5 p.m. Thursday, Aug. 22, 2019. All proposals should be submitted as a Word document or as a PDF. Submitted proposals should not exceed eight printed pages in length in their entirety, inclusive of appendices and other reference material, but not including individual resumes. Please note that any additional information, other than the eight-page submission and resumes, will not be reviewed. Font size must be no smaller than 10-point Arial or 12-point Times New Roman. The subject line should read: PRSA-Houston Proposal for Chapter Administrator

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