REQUEST FOR PROPOSAL (RFP) 2017 Annual Conference Registration Management
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1 1 CONTENT I. Purpose II. Background Information III. Scope of work IV. Proposal Submission REQUEST FOR PROPOSAL (RFP) 2017 Annual Conference Registration Management I. PURPOSE The Virginia Association for Early Childhood Education (VAECE) requests proposals for a registration management contractor for the VAECE 2017 Annual Conference. Approximately 1000 attendees are expected for the conference to be held in March 30-April 1 in Hampton, VA. II. BACKGROUND INFORMATION Association overview. The Virginia Association for Early Childhood Education (VAECE) has its roots in the Virginia Council on Social Work. Efforts began in 1955 to bring together childcare personnel and others interested in preschool children. In 1956, 60 individuals attended a Child Care Preschool Institute in Roanoke, VA. A year later, more than 200 advocates met, adopted a constitution, and selected the name -- Virginia Association for Early Childhood Education. In 1969, VAECE affiliated with the National Association for the Education of Young Children (NAEYC). In 1972, VAECE affiliated with the Southern Early Childhood Association (SECA). VAECE s mission is to act and speak on behalf of all children in Virginia. Today there are approximately 2000 members. For more information about VAECE, visit Event overview. The VAECE conference has been held annually for more than 50 years. It is a professional development and networking opportunity for public, private, and home child care professionals including teachers of young children birth through 8, school and center directors, and higher education faculty. It typically includes 2 ½ days of workshops, seminars, tours, public policy luncheon, an annual membership meeting, exhibits, and nationally known keynote speakers in the field of early childhood. The 2016 conference is offering separate preconference institutes for an extra registration fee to delve more deeply into specific topics and explore local community resources. It is essential that the registration management contractor work cooperatively and collaboratively with the 2 nd VP for Professional development, and the Conference Planning Committee (CPC) ensuring a smooth conference experience for all participants. III. SCOPE OF WORK Manage registration process including:
2 2 o Using system contracted by VAECE, prepare the system for operation and coordinate links with VAECE webmaster o Managing online and paper registration for all attendees, providing information about schedule, menus, special sessions, etc. o Coordinate with CPC and Conference Facilitator on all details about paid events for the conference. o Coordinate access to membership data with VAECE administrator. o Set up and manage complimentary online registration for VAECE board members and VIP attendees. o Coordinate with CPC to provide support to members during online and onsite registration process o Prepare all materials for registration (name badges, ribbons, special event attendance lists & tracking) in consultation with the CPC. Submit monthly summary registration reports to CPC chairs, treasurer, VAECE 2 nd VP, and President. Weekly reports in the final two (2) months before conference. As needed in the last week. Onsite Coordination and Logistics Management. Registration Set up registration desk and signage Coordinate management of registration desk with CPC, to distribute speaker, sponsor, exhibitor and attendee nametags, programs etc. and to assist with registration issues onsite during registrations hours Ensure check-in of all registrants and speakers Plan and allow for onsite payments Provide one staff member for technical assistance during conference registration Note: VAECE CPC will provide up to three (3) volunteers/members as resources to assist with onsite registration the first day and morning of the second day. One volunteer will be on hand whenever desk is open. Provide VAECE CPC volunteers/members in above bullet the technical assistance training needed to assist with registration prior to the start of the conference. Final Report Provide CPC chairs, treasurer, VAECE 2 nd VP and President with post conference registration reports within two (2) weeks of the end of the conference. Collect any additional registration funds due after the conference and ensure that all money is received, deposited, and recorded within thirty (30) days of the end of the conference. Update status with VAECE board Provide VAECE with a list of refund requests to registrants within two (2) weeks of the end of the conference Provide VAECE access to the database with complete list of speakers and registrants, including pertinent contact information. Submit to VAECE any challenges faced in carrying out the scope of work
3 3 Work with the VAECE board to identify strategies, programs, and services to improve the conference in the future. IV. PROPOSAL SUBMISSION Proposal Guidelines Submissions cannot exceed 5 pages and must include: 1. Cover Letter one page 2. Work Plan. Include a project schedule & work breakdown structure, which identifies timelines, key milestones, project phases, or other project plan information. (see rubric) 3. Capacity. Include the following: Statement of qualifications Brief description of previous work in related areas Names and brief summary of experience of key personnel (if applicable) Three references, including contact person, phone number, project description and budget 4. Cost: Include a comprehensive flat rate that includes all deliverables outlined in the work plan. Selection Criteria All proposals will be evaluated systematically, based on the following key criterion. 1. Work Plan: Indicates a comprehensive understanding of the project and is appropriate to the charge Proposed methodology is complete, clear, and well-explained, clearly indicating what cost estimates include Clear description of strategy, plan, task lists, outcomes and timelines that demonstrates a full understanding of the scope of the project and is comprehensive, logical, and sequential 2. Demonstrated Capacity to Do the Work: The proposal provides evidence of specific qualities, including: o Thorough understanding of conference and hospitality industry practices o Relevant knowledge, skills and experience to perform this task successfully o Experience successfully planning state-wide conferences and/or knowledge and experience in large- scale event planning
4 4 o Ability to take the lead in generating solutions Experience and capability of principal applicant and key personnel Demonstrated capacity to negotiate business agreements and represent VAECE s best interests 3. Cost: The proposal addresses the deliverables outlined in the work plan Costs presented for tasks to be performed are reasonable and feasible Submission Submit electronically in PDF format to president@vaece.org In no case shall verbal communication govern over written communications. Communications shall not be effective unless VAECE s president or designee, who is responsible for managing the RFP process, formally confirms these communications in writing. No questions regarding the RFP will be answered by telephone. Responses to all questions will be made available to all respondents on VAECE s website. Timeline Proposal Deadline January 29, :00 PM Award Date: March 1, 2016 Conference dates: March 30-April 1, 2017 Final Report Due: May 1, 2017 Deadline VAECE must receive proposals no later than 5:00 p.m. on Friday, January 29, The proposed work plan must demonstrate the ability to begin this work on or after March 1 and to complete the scope of work by May 1, There is no guarantee that funding for this project will continue and is solely contingent upon the availability of VAECE funding, and the satisfactory completion of the contracted scope of work by the registration management contractor. Selection Process Proposals will be evaluated and scored based solely on the Selection Criteria stated in this RFP. An applicant s geographic location is not taken into consideration during the selection process. The VAECE Executive Board approves the final selection of the registration management contractor. VAECE does not
5 5 foresee any changes in the Scope of Work for applicants prior to awarding a contract but does reserve the right to negotiate, as necessary, any portion of the work plan and/or budget prior to selection. Non-Responsive Proposal The proposal may be judged non-responsive and removed from consideration for any of the following: The proposal is not received timely in accordance with the terms of this RFP The proposal does not follow the specified format or does not include all requested content The proposal is not authorized by an individual who can contract on behalf of the applicant The proposal s budget excessively exceeds the budgeted amount and/or is inappropriate to plan submitted General Conditions VAECE reserves the right to issue clarifications and/or modify the conditions of the RFP up to the closing date of the RFP. A contract for the accepted proposal will be drafted based upon the factors described in this RFP. Efforts will be made by VAECE to utilize small businesses, women and/or minority owned businesses. The successful applicant may also be required to present additional documentation necessary to determine financial and programmatic capability. Contact Information For questions regarding this RFP, please contact president@vaece.org
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