The Florida Association of Professional Lobbyists, a Florida 501(c) non-profit trade association, seeks proposals from interested parties to provide professional association management services to the association (hereinafter “FAPL”).
Proposals must include responses to each element of the scope of work outlined below, and shall also include a recommended annual fee for such services.
Responses to this request are due no later than 5:00 PM on Monday, December 4, 2017. Responses to this request must be emailed to the FAPL Search Committee.
The FAPL Board of Directors (hereinafter “Board”) will review all proposals received by the deadline and shall make a decision to award or not award a services contract to proposing parties by December 20, 2017. Such contract, if agreed to by the parties, shall have an effective date of Monday, January 1, 2018.
Scope of Work. The association manager shall have the following duties and responsibilities:
1.Serve the Board of Directors of FAPL, consistent with the directions of the Chair of the Board, the Executive Committee, other committees of FAPL which may be created from time to time, and the corporation’s governing documents.
2.Proactively implement the goals of FAPL, as identified and approved by the Board. The association manager shall at all times work in close coordination with the Board, its Executive Committee, and any committees created by the Board. The association manager shall actively promote and support committee participation by FAPL members and utilize volunteer services as appropriate.
3.Prepare an annual operating budget by October 15 for Board review and approval, working in close coordination with the Chair and the Secretary/Treasurer on monthly financial statements.
4.As part of the annual budget preparation, the association manager shall focus, at a minimum, on improving revenue generation in the following five key areas: (1) Membership development and retention; (2) Conference registrations and sponsorships; (3) FAPL member directory; (4) Candidate interviews; and (5) Designated Professional Lobbyist (DPL)/education programs and events. The Association Manager shall propose other sources of non-dues revenue for consideration by the Executive Committee.
5.Manage the daily business operations of FAPL, consistent with the Board’s direction.
6.Ensure that all approved corporate expenses are documented and paid, upon notice to the Secretary/Treasurer and Board Chair. The association manager shall maintain all corporate financial records, consistent with section 8 below. 7.All checks shall be signed by the association manager and one member of the Executive Committee. Reimbursements for expenses and compensation for the association manager shall be paid separately, upon receipt of appropriate supporting documentation.
8.Maintain FAPL corporate records, which shall include all corporate governing documents and any amendments thereto, corporate financial records, corporate checks and check register, meeting minutes, corporate records, membership records, and any other records which would be kept in the ordinary course of business by a similar association. Corporate records shall be readily available to members of the Board by electronic means, with originals kept in an accessible location as determined by the Board.
9.Present to the Board a written quarterly operational and financial report, outlining the major activities of FAPL to-date, progress made on any expected deliverables, an update on the budget, and an evaluation of the performance of any other vendors who provide services to FAPL under contract. The quarterly reports shall include an update on deliverables by the association manager. The association manager shall also provide updates to the Board or its Executive Committee as requested.
10.Plan, organize, and staff the FAPL annual conference, consistent with the directions of the Board and any committee created by the Board which has responsibility for conference planning or educational outreach. Professional meeting planning services may be contracted for to support the annual conference, upon approval of the Board. These services may be subcontracted to third parties by the Association Manager, with the approval of the Board but are preferred to be provided by the association manager and included in the proposed scope of services.
11.Manage outside contractors who may be retained by FAPL, ensuring that monthly expenses for these services are within approved budgeted amounts. The association manager shall notify the Board immediately if actual or projected expenses vary by 20-percent of the approved budgeted amounts.
12.In conjunction with the Education and Events Committee, the association manager shall develop educational programs that meet the educational standards required to obtain and maintain the “Designated Professional Lobbyist” certification, and shall ensure that the educational standards approved by the Board and any committee created by the Board which has responsibility for educational outreach, are consistently applied.
13.Design and publish the annual FAPL Member Directory, which is delivered to all FAPL members, members of the legislature and executive branch in hard copy and which may be published electronically. The design and printing services may be subcontracted to third parties by the association manager, with the approval of the Board but which cost should be offset by publication sponsorships secured by the association manager.
14.The association manager shall provide bookkeeping services to FAPL, on mutual agreement of the parties. Such services shall include the keeping of all financial records, the reconciliation of bank statements, and the timely and accurate reporting of FAPL’s financial condition to the Board. These services may be subcontracted to third parties by the association manager, with the approval of the Board but are preferred to be provided within the scope of services of the association manager.
Conflicts. The association manager shall at all times promote the goals of FAPL, as identified and approved by the Board, and shall serve the interests of FAPL and its members. The association manager shall not solicit clients of any FAPL member. Upon approval of the Board, the Association Manager may engage a client for lobbying as long as such lobbying, in the Board's opinion, does not limit the association manager's ability to perform his or her services for FAPL as required by this agreement.
Term of Agreement and Renewal. The term of this agreement shall be for 12 months, beginning on January 1, 2018 and ending on December 31, 2018, unless otherwise cancelled as provided by paragraph F.
Cancellation. Either party may cancel this Agreement upon 60-days written notice. Such notice may be via electronic mail.
Renewal. Agreement may be renewed upon the majority vote of the Board of Directors.
Additional Salary Information: Fee.
To be determined by agreement of the parties. The 2018 annual budget for all services listed in items 1 – 14 shall not exceed $60,000.
The association manager shall be entitled to reimbursement for budgeted FAPL-related travel expenses only as pre-approved by the Board Chairman or Secretary-Treasurer and such expenses will be reimbursed pursuant to Paragraph 7 only after production and review of expense receipts.
About Florida Association of Professional Lobbyists
Founded in 2002, The Florida Association of Professional Lobbyists (FAPL) is a broad-based organization committed to establishing and maintaining high standards for professional advocates.FAPL members adhere to explicit standards of conduct in dealing with public officials, clients, and other members of the lobby corps. Our principles are centered on honesty, integrity, and respect for the politic...al process. FAPL's mission focuses on education and the ethical conduct which fosters a lobby corps that is both knowledgeable and professional.FAPL is governed by a Board of Directors, but ultimate power is vested in our members. FAPL membership is open to any Florida registered lobbyist.