Florida Association of Housing & Redevelopment Officials (FAHRO)

 RFP FOR ASSOCIATION MANAGEMENT

(EXECUTIVE DIRECTOR) SERVICES

 PURPOSE

The Florida Association of Housing and Redevelopment Officials (FAHRO) is seeking proposals from respondents to provide association management/executive director services to our trade association. FAHRO is open to the respondent being a firm that provides multiple staff to manage our association or an individual to serve as our Executive Director.

HISTORY OF ASSOCIATION

FAHRO, which currently has 84 members, was established nearly 75 years ago as a means of exchanging information for the purpose of improving low income and affordable housing and community services. Since then, FAHRO has grown to represent more than 200 housing agencies, community development agencies, and associate members who work together to ensure that Florida’ s citizens have clean, safe, affordable and sanitary housing.

MISSION, VISION, STRATEGIC PLAN

 FAHRO is committed to the professional development of the people who provide public, assisted, and other affordable housing in Florida, by offering a network for increased communication and training. FAHRO is also known nationally for its effective advocacy at the state and federal level, and we will continue to advocate for our members and families to improve affordable housing and economic opportunities.

SUMMARY OF ASSOCIATION STATUS

 FAHRO is a strong organization with healthy finances and membership base, with well-attended conferences.

TYPES OF MEMBERS

FAHRO members typically consist of housing authorities in Florida. Some community development agencies are also members. In addition, vendors participate as associate members.

DESCRIPTION OF LEADERSHIP STRUCTURE

 FAHRO is governed by a Board of Directors that is elected for two year terms by the membership. FAHRO also has committees set up by the FAHRO President and made up of various members.

DESCRIPTION OF MEETINGS

 Typically, FAHRO will host an Annual Executive Director Forum each year in February and an Annual Convention in August. Board meetings are typically held quarterly.  In addition, every two years after a new board and President are voted in, a strategic planning session is held, typically in Orlando.

PUBLICATIONS

 In the past, FAHRO has published a FAHRO gram six times a year through a third-party vendor.  In recent years, the FAHRO staff have been sending out “email blasts” with relevant news and information.  These emails could be as frequently as several times a week or month.

SUMMARY OF CONTRACTS

 FAHRO currently contracts for association management as well as  federal affairs consulting.

SCOPE OF SERVICES:

 I.           Provide and staff FAHRO headquarters

1. Receive and respond to phone, text and email communications from members by the next business
2. Receive official FAHRO correspondence via postal address.
3. Clerical services, including but not limited to, word-processing, coordination, printing, and mailing of FAHRO communications such as the ballot to elect officers, board and annual business meeting minutes, special information from the President, or other member

II.        Support for the FAHRO Board of Directors

1. Coordinate with the FAHRO President to plan the schedule of Board meetings for the year and notify all FAHRO Board members, email all FAHRO members and post on the FAHRO web site all meeting dates and times.
2. Negotiate the best available contracts on behalf of FAHRO for hotel and meeting room Any gratuities offered by hotels to management firm must be disclosed to the board.
3. Coordinate with the President to develop the Board meeting agenda and notify members of deadlines for materials to be included in the Board Board packets shall be provided to the Board no less than one week in advance of called meetings.
4. Prepare reports for the Board meeting, including but not limited to, management accomplishments, membership reports, financial statements, and strategic plan
5. Attend each Board meeting and provide support in taking
6. Provide support services to Board for committee
7. Make sure that management staff is thoroughly familiar with the FAHRO bylaws, and all appropriate officers and members will be alerted in a timely manner to actions which need to be
8. Facilitate nominations and elections according to the
9. Run the annual business meeting at the annual conference.
10. Cooridnate with the Scholarship committee to advertise and receive applications for the FAHRO annual scholarship competition. Assist the committee in the creation of the application and scoring criterea.   Publish award winners and make awards to winners.  Assist the SERC-NAHRO scholarship members in the collection of fundraising items for SERC NAHRO fundraising.  Follow SERC-NAHRO guidelines for requests of matching scholarship funds for FAHRO.  Support/cooridnate any fundraising events for the FAHRO scholarship in conjunction with the Scholarship committee.

III.           Government Affairs

1. Coordinate with FAHRO government affairs representatives (state and federal) to keep abreast and administratively support their
2. Attend and participate in meetings, either in Florida or Washington, DC, only as directed by the FAHRO President and/or the Advocacy Committee Ch

IV.           Financial Services

1. Coordinate with the Treasurer and take the lead in developing the annual budget for approval each year by the FAHRO Board of Directors and FAHRO
2. The draft annual budget approved by the Board must be circulated and made available to members in advance of the annual
3. Invoice for all memberships and other obligations to FAHRO, write all checks for FAHRO’s bills and invoices, reconcile bank statements monthly and maintain fidelity insurance on the association’s
4. Track all FAHRO revenues and expenditures through an accounting software system and provide the FAHRO Treasurer and the Board with a monthly status report with respect to the approved budget and provide Board members with financial status reports at Board
5. Prepare all financial reports and backup materials for a CPA firm to conduct the annual audit and IRS form 990 so they may be submitted on

V.           Membership

1. Development and submission of a Member Recruitment Plan to Board for consideration, including identification of all administration functions, potential target membership list, draft solicitation letter and sequential benchmarks with timelines for Plan

VI.           Education

1. Take the lead in negotiating hotel contracts advantageous to FAHRO for the Annual Meeting, Executive Director Forum, regional trainings and other meetings as necessary.
2. Participate in Education Committee conference calls for program planning, providing suggestions of current topics and potential
3. Develop marketing strategies for Education Committee approval to increase attendance through additional mailings, liaison activities with ancillary organizations, special events, or other
4. Coordinate with the Treasurer to ensure that the meeting budget approved by the board is adhered

 

VII. Annual Conference

1.  Fully participate, support and coordinate with the FAHRO Annual Conference Committee in the identification of training topics of member interests, as well as topic presenters and key note speakers.
2. Promote and publicize the Annual Conference, including press releases, save the date flyer, program and other information to maximize attendance, exhibits, and spon
3. Design, produce, and distribute Annual Conference materials for approval, including the following:
   1. Annual Conference Preliminary Program and Registration Form
   2. Annual Conference Program Book (distributed at the Annual Conference)
4. Receive, receipt, and process all Annual Conference registrations. In processing each registration:
   1. Open, receipt, stamp for deposit, and deposit all checks within two business days.
   2. Check to assure that persons who register as members have paid current dues.
   3. Invoices will be sent for those using purchase order system.
   4. Unpaid accounts will be tracked.
   5. Will prepare all nametags.
   6. Full reports of attendees and income and expenses will be provided to the Board of Directors.
5. Assume primary responsibility for the Annual Conference Exhibit Hall, including the following:
   1. Prepare and mail letters and other exhibit information and correspondence; select exposition companies.
   2. Exhibit fees for the Annual Conference shall be determined by the FAHRO Board.
   3. Aggressively recruit exhibitors, including contacting potential exhibitors and negotiating locations and fees.  Association Manager shall provide event staff on site in the exhibit hall during the exposition to assure that all details run smoothly.
   4. Solicit feedback from exhibitors for use in planning and improving future expositions and provide feedback to the FAHRO Board promptly.
6. Assist the Board of Directors in the recruitment of Annual Conference sponsors, including the following:
   1. Offer sponsors the opportunity to underwrite plenary speakers, workshop sessions, ads in the Annual Conference program, coffee breaks, food functions, special exhibits, and other activities.
   2. Produce a brochure outlining sponsorship opportunities.
   3. Undertake initial planning and coordination with the Annual Conference Committee, contacting potential sponsors, negotiating opportunities, publicity (in the program, with signage, and at designated seats at head tables), billing for fees, and social interactions between corporate representatives and FAHRO leaders.
7. Complete follow-up communications after the Annual Conference, such as tracking unpaid invoices and sending thank-you letters.
8. Provide at least two to three professionals on site during the Annual Conference to staff the registration desk at all times that it is open in order to oversee the Exhibit Hall and coordinate speakers, audio visual and other hotel-related activities.
9. Provide direct detailed billing to FAHRO of official meeting expenses and other fees or purchases for FAHRO.  These will be paid by FAHRO checks drawn on FAHRO accounts. Reimbursable expenses of Association Manager and/or staff attending meetings on behalf of FAHRO (transportation, hotel rooms, meals, etc., that must be paid by cash or credit card and thus cannot be directly billed) will be documented and included on Association Manager’s monthly invoice to FAHRO.

VIII.  Website/Publications

1. Issue brief news bulletins (in coordination with the FAHRO President) as needed via e-mail in order to alert the membership to developments in the industry and in public policy.
2. Publish member newsletter quarterly to be distributed by mail, and email and posted on the FAHRO web site.
3. Maintain the FAHRO website.
4. Solicit newsletter advertising to help underwrite the costs of newsletter printing and postage.
5. Coordinate the design, printing and distribution of the annual member directory ensuring the highest level of quality control.
6. Coordinate and circulate member-to-member information solicitations through the FAHRO e-mail network.

IX.           Response Format & Proposal Instructions

Responses must include the following information that will serve as the basis for rating demonstrated qualifications of the individual/firm in this RFP.  In the review process, FAHRO will evaluate the proposal on the basis of the following information that must be submitted in each response:

Please provide a pdf file that is tabbed for the following items:

1. A description of how the association manager is organized to serve FAHRO.
2. An indication of your ability to provide support for each aspect of the Scope of Services section above. Also indicate services that you typically outsource.
3. An explanation of the manager’s experience in related industries.
4. Proposed fee/salary for management services.
5. The qualifications, professional experience and responsibilities of the manager/team who will serve our association.
6. A description of how the association manager will meet the scope of work contained herein.
7. A representative client list and references that includes the following information:
   1. Company name, address and phone number
   2. Contact name, title and email
   3. Website address (if applicable)

Submission and General Instructions

Individuals and firms responding to this announcement shall submit their proposal by email to FAHRO President Elect Becky Sue Mercer (director@housingarcadia.com) by August 20, 2024 at 4pm. Late proposals will not be accepted.

TIMELINE

The following timeline will apply to this process:

 

All proposals due date	August 20, 2024
Review of proposals by search committee	August 22 ,2024
Zoom Interview(s) of Finalist	August 29-Sept 6,2024
Presentation of finalists to the Board of Directors	September 10, 2024
Selection and negotiation of contract specifics	September 11-15,2024
Transition process (if needed)	December 1, 2024
Formal start date	January 1, 2024

If the timeline changes, the Management Committee will keep respondents apprised.

Evaluation and Selection Process

The FAHRO Board will evaluate the merits of proposals received in accordance with the evaluation factors stated in this RFP and will identify the proposal that is most advantageous to FAHRO.  Numeric evaluations will be used to identify strengths and weaknesses of proposal and to establish a ranking based on the following criteria:

• Demonstrated experience in association or business management
• Demonstrated capacity to a manage administrative tasks
• Ability to provide support for association activities
• Ability to assist with financial reporting and documentation
• Pricing
• Individual/firm’s experience, qualifications, and key personnel, and the extent to which the qualifications, experience, and past performance are likely to foster successful, on-time performance

Proposals that are incomplete in terms of the requirements of this RFP will not be considered.  Individuals/firms will not be provided and opportunity for proposal revision.

All individuals/firms must meet the minimum requirements established by this RFP to be eligible for award.  FAHRO reserves the right to reject any and all proposals or parts thereof. 

CONTACT INFORMATION

 For questions regarding this RFP, please contact:

Shannon Young
145 W Pine Ave
Longwood, FL  32750
(407) 365-3621 Ext 801
syoung@schafla.org