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BTF Enterprises

Association Management Agreement

For CAPPO

For good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, it is hereby

agreed by SASI Association Management Company, Inc., a California Corporation, dba BTF Enterprises,

hereinafter referred to as BTF; and California Association on Public Procurement Officials, Inc. a not-for-profit

association, hereinafter referred to as CAPPO, as follows:

Section 1.0 Headquarters:

BTF, as a service provider, will, with discretion and confidentiality, maintain the headquarters for

CAPPO, from an office located at: 3121 Park Avenue, Suite C, Soquel, CA 95073, or such other

location as shall be selected by BTF, and shall provide CAPPO with association management assistance

consisting of the list of services attached as Exhibit A Scope of Services.

In the first year, CAPPO and BTF will agree to a pro-rated implementation schedule and fee basis, as

outlined in Section 4; thereafter BTF will provide the agreed upon services for an annual fee of

$76,050.00 and as agreed upon and documented in the minutes at a CAPPO Board of Directors meeting

each year. BTF will coordinate management of CAPPO business and events in accordance with the

attached list of responsibilities and work closely with the CAPPO President or designee.

Section 2.0 Equipment:

BTF shall provide a headquarters, personnel, vehicles, equipment and facilities needed by it to

perform such services and shall be subject to its exclusive discretion and control.

Section 3.0 Personnel:

3.1 All personnel assigned by BTF to provide services to CAPPO will be employed by BTF and BTF

assumes responsibility for their compensation, terms of employment and related payroll taxes.

Additional BTF or temporary staff and independent contractors will be contracted on an “as

needed” basis to fulfill our agreed upon scope of service or for additional projects, as approved by

the CAPPO President or designee.

3.2 CAPPO agrees that it will not, during the term of this Agreement or for twenty-four (24) months

after termination, hire any executive or administrative personnel, who have left the employ of BTF,

with out express written consent of the BTF President.

3.3 In the unlikely event that CAPPO hires any BTF executive or administrative personnel without

BTF’s express written consent, CAPPO agrees to pay to BTF a finder's fee equal to 45% of that

employee’s annual salary.

Section 4.0 Monthly Fee:

4.1 BTF will be paid a monthly management fee due and payable on the first day of each month, as

compensation for the performance of all services described in this Agreement for that month,

commencing February 1st, 2019. This fee does not include postage, printing, office supplies,

telephone, fax, travel and other out-of-pocket expenses, nor the services of other specialists such as:

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legal counsel, certified public accountant, governmental relations, advertising or public relations

personnel.

4.2 During the initial transition of the management services from the current office structure to the full

management services to be performed by BTF, the following transitional monthly Management Fee

will be as follows:

4.2.1 One-Time initial set-up fee of $3,000 will be due and payable upon the execution and the

first day of transition.

4.2.2 Phase One (2/1/2019 – 2/28/2019): transition will include BTF working with the current

Executive Officer in transitioning over the membership renewal process fully to BTF.

CAPPO agrees to pay BTF a monthly management fee of $2,227.50, during this part of

the transition.

4.2.3 Phase Two (beginning 3/1/2019): this phase of the transition process, BTF will be

required to take full management control of the CAPPO Office and all its office functions

in support of CAPPO’s mission. CAPPO agrees to increase the monthly management fee

from $2,227.50 to the final agreed upon monthly management fee of $6,337.50.

4.2.4 Exhibit-D contains the planned timeline for each phase of the transition process. Both

parties understand and agree that due to the nature of the shortened transition period that

the attached Exhibit-D transition plan is a fluid living document subject to change by

written Agreement of both parties to this Agreement.

Section 5.0 Staff Time:

For additional services such as clerical, secretarial, administrative assistant, graphic designer and

bookkeeper, as requested by the CAPPO President or designee, will be invoiced at the close of each

month. Additional billing hours are to be pre-approved by the CAPPO President or designee. Invoices

for staff time are payable within 15 days of receipt of invoice.

Section 6.0 Authorization:

BTF shall be able to rely on the authorization given by the CAPPO President or designee as approval for

services to be provided.

Section 7.0 BTF Billing:

7.1 Direct Expenses will be invoiced at the end of each month based upon actual expenses incurred.

For a listing of Additional Services and related fees available to CAPPO and a listing of Direct

Expenses and related fees, attached as Exhibit C.

7.2 If applicable, commissions on exhibit, sponsorship and advertising sales are due and payable within

15 days of receipt of proof of deposit by the CAPPO Secretary-Treasurer.

7.3 BTF does not assume responsibility for returned checks or credit card charge backs to the CAPPO

account.

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Section 8.0 Ownership of Materials and Information:

8.1 All materials and information produced by or for BTF, or entrusted to BTF, for the benefit of

CAPPO pursuant to this Agreement are and shall be the sole property of CAPPO. Such materials

include without limitation CAPPO’s membership and prospect lists, conference registration lists,

other mailing lists, publications, copyrights, trademarks, files, financial records, software and

similar property or information now existing or acquired during the term of this Agreement. Should

the Agreement be terminated, all such materials and information shall be delivered by BTF to

CAPPO or to such person or entity as may be designated by CAPPO in writing.

8.2 CAPPO and BTF agree that all procedures, systems, forms and computer software programs

purchased and used by BTF in providing services to CAPPO hereunder are the property of BTF and

may be further used by BTF at any time for any purposes it requires.

• Association Licensed/Owned Software: YourMembership, BoardEffect, A2Z Exhibit

Management, Survey Monkey, and Webex.

Section 9.0 CONFIDENTIALITY:

Information made available to BTF or which BTF becomes privy to or produced by or for them pursuant

to this Agreement, during the term of this Agreement, shall be considered proprietary information

supplied in confidence, and shall not be disclosed to others, or used for any other purposes except as

required under this Agreement, without prior written permission by the CAPPO President or designee.

Section 10.0 Assignment:

Because personnel services are the subject matter of this Agreement, this Agreement may not be

assigned by either party. However, BTF shall have the right to use such of its personnel (as defined in

item 3), as it deems appropriate to complete its obligations under this Agreement.

Section 11.0 Entire Agreement:

This Agreement, along with Exhibits A, B, C & D constitutes the entire Agreement between BTF and

CAPPO for the requested Association Management Services as outlined within CAPPO’s RFP# 201801.

Both parties agree that this Agreement may be amended to reflect additional management services such

as, but not limited to the associations’ Annual Conference.

Section 12.0 Agreements:

CAPPO acknowledges the fact that BTF will be required to enter into certain Agreements with hotels,

caterers, printers and other service providers on behalf of and with the approval of CAPPO in

preparation for CAPPO business and events. CAPPO agrees to indemnify and hold BTF harmless

against any and all loss, damages, costs and expenses that may be incurred if CAPPO should cancel any

event or otherwise fail to keep, observe and perform each of the covenants and Agreement of this

Agreement.

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Section 13.0 Annual & Monthly Reviews:

13.1 The terms of this Agreement shall be and continue in full force with each positive annual

evaluation, this Agreement shall be extended for an additional year thereafter.

13.2 In the unlikely event of a negative evaluation of BTF by CAPPO, BTF shall have sixty (60) days to

correct any deficiencies about services included in this Agreement. If, after sixty (60) days, BTF

has failed to correct any deficiencies to the mutual satisfaction of both parties, CAPPO may put

BTF on notice of termination which will take place during a mutually agreed upon transition period

of not less than thirty (30) days and no more than one hundred eighty (180) days, during which time

management fees and the obligations of this Agreement will remain in effect.

13.3 In the unlikely event of a negative evaluation of CAPPO by BTF, CAPPO shall have sixty (60) days

to correct any deficiencies in its obligations to facilitate BTF’s performance of Agreement services

i.e. CAPPO contact person’s communications with BTF, returning phone calls, materials approval,

meeting deadlines in a timely manner, etc. If, after sixty (60) days, CAPPO has not corrected the

situation to the mutual satisfaction of both parties, BTF may put CAPPO on notice of termination

which will take place during a mutually agreed upon transition period of not less than thirty (30)

days and no more than one hundred eighty (180) days, during which time management fees and the

obligations of this Agreement will remain in effect.

13.4 During the 1st year of the Agreement BTF agrees to provide CAPPO with short thirty-minute brief

updates during the monthly scheduled board conference calls as to how the transition is proceeding

and to identify any areas of concerns or corrections by either party.

13.5 In the event of termination, CAPPO shall pay to BTF, within ten (10) days of submission of invoice,

all outstanding expenses incurred by BTF about CAPPO business prior to the actual date of

termination.

Section 14.0 Management Fee Increases:

14.1 Based on a positive evaluation, annual management fees after the first year of this Agreement may

be subject to adjustment, effective March 1st of each year in-line with the organization’s fiscal year.

14.2 BTF may, on written notice to CAPPO thirty (30) days prior to a regularly scheduled CAPPO Board

meeting, request an increase in its management fees to reflect increased costs of doing business on

each anniversary of this Agreement.

14.3 If the amount of requested increase is not acceptable, CAPPO shall notify BTF within fifteen (15)

working days following the above-mentioned Board meeting.

14.4 If, prior to the effectiveness date of such an increase, the parties shall be unable to agree in writing

as to such increase, then an increase based on the most recent annual Consumer Price Index (CPI)

for San Francisco-Oakland-Hayward Region (as published by the U.S. Department of Labor

Bureau) will prevail.

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Section 15.0 Cancellation Clause:

15.1 Termination by either party must be communicated by written notice delivered by registered or

certified mail, return receipt requested, by either party to the other.

15.2 BTF will fully cooperate with CAPPO to insure an orderly separation and transition after receipt of

notice of termination. The cost of shipping CAPPO materials to another location, designated by

CAPPO, shall be the responsibility of CAPPO.

Section 16.0 Notices of Default and Amendments:

The parties may not modify or amend this Agreement, except by written Agreement executed by the

Executive Director or President of each party. Pursuant to this Agreement, any notices required under this

Agreement shall be in writing and sent by a first-class trackable method, postage pre-paid mail to the

following addresses:

If notice is sent to CAPPO:

CAPPO

Attn: President

If notice is sent to BTF:

BTF Entreprises, Inc.

Attention : Shiela Locatelli Wallace, CAE, CMP

3121 Park Ave, Suite C

Soquel, CA. 95073

Section 17.0 Insurance and Indemnification

17.1 BTF maintains insurance with statutory limits for Worker’s Compensation, general liability and

employer’s liability.

17.2 CAPPO agrees to maintain its own liability insurance policies.

17.3 CAPPO agrees to indemnify, defend, and hold harmless BTF, its officers, directors, partners,

agents, guests, and employees, for, from and against any and all demands, actions, judgments,

claims, losses, liabilities, damages, and expenses, including without limitation, amounts paid in

settlement, reasonable costs of investigation and reasonable attorney’s fees, arising out of or caused

by CAPPO or any obligation of CAPPO or caused directly and primarily by the gross negligence or

willful misconduct of CAPPO.

17.4 BTF agrees to indemnify, defend, and hold harmless CAPPO, its officers, directors, partners,

agents, guests, and employees, for, from and against any and all demands, actions, judgments,

claims, losses, liabilities, damages, and expenses, including without limitation, amounts paid in

settlement, reasonable costs of investigation and reasonable attorney’s fees, arising out of or caused

by BTF or any obligation of BTF or caused directly and primarily by the gross negligence or willful

misconduct of BTF.

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Section 18.0 Dispute Resolution.

In the event of any disagreement or dispute between the parties to this Agreement which cannot be

settled by the parties themselves, BTF and CAPPO agree to mediate any dispute or claim between them

arising out of this Agreement, or any resulting transaction, before resorting to court action. Cost of

mediation shall be divided equally among the parties.

Section 19.0 Attorneys’ Fees Upon Enforcement.

If BTF or CAPPO bring any legal action regarding any provision of this Agreement, the prevailing

party in the litigation shall be entitled to recover reasonable attorneys’ fees, and actual costs and other

necessary disbursements, from the other party, in addition to any other relief that may be granted.

This Agreement is approved and accepted:

For: CAPPO For: BTF Enterprises Inc.

President: __________________________ Officer: ____________________________

Date: _____________________________ Date: ____________________________

Certificate of Secretary:

The Undersigned, as Secretary of the Association, certify that I am duly acting Secretary as of

___________, 2019. By my signature below, I hereby certify and affirm that this letter of Agreement was

reviewed, consented to and approved by the Board of Directors of the Association on _______________.

Witness my hand and the seal of the Association:

Secretary: ___________________________________

Dated: __________________________

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EXHIBIT-A Scope of Services

EXHIBIT A – SCOPE OF SERVICES

Membership Support (based on 2,000 members)

Participate in monthly committee meetings to ensure orderly and timely communication and production of all membership

retention needs (12/year) Maintain electronic database of membership records, including database clean up (i.e., duplicate entries, etc.)

Manage monthly electronic invoicing and renewal reminders

Mail Processing for hard copy invoices, if board elects this method: Collate, folding, stuff, label, meter, etc. is billed hourly

as this is a variable expense month to month based on the number of renewals

Provide monthly membership reports

Membership customer support duties

Receive, record and deposit membership income; including credit card processing

(mgmt. fee does not include credit card processing fees charged by third party vendor)

Mailing list generation (labels, emails, etc.)

Administrative Establish Headquarters; provide all staff and equipment to render all contracted services

Handle all requests in a complete, timely and courteous manner

Distribute Correspondence

Coordinate Mailings & Production Services

Conference Meeting Facilities: up to 12 individuals at Headquarters office, if needed

Maintain records and files: hard copy and electronic

Board / Committee Support

Attend & Coordinate Board Committee Meetings

Up to 5 – two (2) day in person meetings per year; rotated from north to south

Up to 6 - one-hour conference calls per year

Decide and coordinate onsite logistics for Board meetings: facility, lodging, meals, AV

Monthly telephone meetings for Executive Committee

Work with President to develop agendas, as needed

Gather back-up materials and distribute with agenda for meeting

Keep Board informed of the condition and operation of association

Take minutes at meetings; coordinate proofing, editing and distribution to the board

Coordinate and Participate in up to 4 - 1-hour committee meetings per month

Coordinate and distribute election materials via email and website

Develop and maintain an annual organization calendar and timeline for all association programs and projects

Work with board and committees to develop and maintain an organization policy and procedure manual

Staff liaison to ensure orderly and timely communication amongst committees to support their work; inclusive of scheduling

conference calls, maintaining committee lists, providing reports on donors or other data, etc.

Communications

Staff liaison to ensure orderly and timely communication and production of all publications and marketing materials

Broadcast emails – Based on 1 per week

Coordinate collection of content

Coordinate layout and distribution of broadcast emails

Research / Develop member content/highlights for eNews

Quarterly e-Newsletter / Promotional broadcast emails

Coordinate layout and distribution of electronic newsletter

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Volunteer to coordinate collection of articles and data

Website

Website maintenance and updating; inclusive of directories and event registration

Central server and hosting - outsourced

Maintenance of domain name, hosting services and organization email accounts

Re-design / new page creation billed hourly in addition to monthly management (this is typically a onetime process, not

regular maintenance)

Social Media

Create Facebook Events to promote organization events

Promote activities of chamber on Facebook, Twitter, LinkedIn, Instagram

Assist in developing and maintain relationships with partner organizations

Financial Management Establish and maintain bank accounts

Maintain all financial records in QuickBooks

Record and report deposit income (see membership for annual dues billing)

Disburse funds, as authorized

Allocate expenditures to proper expense categories

Reconcile all bank accounts; monthly

Prepare and distribute quarterly reports; by the 15th of each month pending reconciliation

Supervise preparation of tax returns and related statements by an outside firm

Work with treasurer to develop and oversee annual association budget

Assist in development of investment strategies; monitor and report on investments

Coordinate internal & external audit; as directed by Board

Annually review and secure insurance; as directed by executive committee

Webinar Management (up to 4 webinars per month)

Staff liaison to ensure orderly and timely communication and production of all publications and marketing materials

Work with committee to set annual calendar and identify subject matter experts

Committee/Volunteer will identify and verbally confirm speakers

Finalize speaker confirmation - date & time; as well as collect session description, speaker bio, etc.

Run practice sessions with the speakers on the webinar platform as needed

Set up and manage registration for webinars

Provide day of technical support and record webinar

Post webinars on website or send out recordings as determined by organization

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EXHIBIT-B Insurance & Audit Sign Off Document

Insert Date

TO: California Association of Public Procurement Officials, Inc. (CAPPO)

C/o Association Treasurer

By action of the Board of Directors passing the ____________ budget during the board meeting held on

_______ in __________, BTF Enterprises is instructed to follow the accounting and operational procedures as

identified below.

1. Accounting: ___ Cash basis

___ Accrual basis

2. Annual Audit: ___ Internal Review (conducted by a membership audit committee)

___ Independent CPA Review (to be conducted by a CPA)

___ Independent CPA Audit (to be conducted by a CPA)

3. Directors & Officers Liability Insurance Coverage:

____ D&O Insurance is not requested.

____ D&O Insurance is requested.

4. General Liability Insurance Coverage:

____ General Liability Insurance is not requested.

____ General Liability Insurance is requested.

Signed: ____________________________

Name, Secretary-Treasurer

Date: ______________________________

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EXHIBIT-C Direct & Variable Expenses

I. Direct Expenses

A. Third-Party Vendors:

1. Expenses for services provided by third-party vendors will be passed through (no

markup) as direct costs to you at the end of each month. We make every effort to obtain

every available vendor discount or premium in favor of our clients.

2. Examples of third-party costs - printing, photocopies, fax, travel, office supplies,

insurance, legal fees, audits, long distance telephone service, mailing labels, etc.

B. Direct Costs:

Every day office expenses are passed through at no additional cost:

1. $70 Monthly flat fee telephone charge, includes local, long distance, voice mail and fax

usage

2. Copy expenses – charged at current market prices

3. Postage and shipping of Association materials

4. Mail processing through mailing house: folding, envelope stuffing, labeling, etc.

5. Mileage, travel, meals for Account Executive - as approved by Association Agreement

6. Misc. Office supplies as necessary to conduct business: printed stationery, envelopes and

paper stock

7. Bank charges

II. Variable Expenses

A. Staff Time - BTF Enterprises employs highly qualified administrative support team to assist

account executives provide services to you and your association. For services not previously

listed, BTF Enterprises charges staff time at an hourly rate which varies depending on the

services requested.

Staff time will only be used when directed by the CAPPO President or designee. Currently, staff

time rates range from $35 to $95 per hour. Upon request, we provide an estimate of the hours

required for a given project and gain written approval prior to commencement.

B. The cost of design, typeset and publication are as follows:

Graphic Design, Layout & Editing - hourly rate subject to prevailing rate of graphic contractors.

Charged at current market rate.

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PREPARED BY Michael R. Derr TITLE CAPPO 1st VP 2019-2020 DATE 01-22-2019

MODIFIED BY Shiela Locatelli Wallace, CAE TITLE BTF President DATE 01-23-2019

MODIFIED BY Michael R. Derr TITLE CAPPO 1st VP 2019-2020 DATE 01-24-2019

APPROVED BY TITLE DATE

EXHIBIT-D

BUSINESS TRANSITION PLAN

BTF ENTERPRISES

3121 Park Avenue Suite C

Soquel, CA 95073

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TRANSITION SCHEDULE- FEBRUARY 28, 2019 Provide key milestones of a high-level schedule of the transition approach developed.

I. KEY MILESTONES RESPONSIBLE PARTY START DATE END DATE

a. Finalize Agreement between BTF and CAPPO for Management Services CAPPO Board

b. Provide BTF Access to a2z, YM and BoardEffect Devin & Johnnie

c. Establish New Headquarters location CAPPO Board & BTF

d. Process Annual Membership Renewals, invoicing and payment BTF with Hugh/Twila

e. Process the necessary paperwork with all the financial institutes CAPPO

utilizes Johnnie & Jack

f. Develop the plan to re-assign the Financial records and books from the

current office to BTF Johnnie & Jack

g. Schedule the required transfer audit as outlined within the BTF Agreement Johnnie & Jack

h. Physical relocation of CAPPO Equipment, files and archives Jennifer & Others

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COMMUNICATION PLAN

II. TASK Responsible Party Priority Level Start Date Completed Date

a. Schedule and hold weekly transition meetings for month of

February

Hugh & Twila/BTF/ Lead

Transition Officer from Board

(Mike?)

b. Notification to USPS for change of address (from P.O. Box to

physical address) BTF

c. Develop and distribute notification to be sent to Membership,

Partners, other Professional Organizations, Vendors (office supplies) Board / BTF

d. Notify Phone Company of the need to transfer the CAPPO 800

Number from current office to new office. BTF

e. Set up appropriate voice mail greeting for CAPPO BTF

f. Transfer key email addresses for HQ staff; discuss

protocols

• Update any distribution lists as needed

Devin & Johnnie

g. Send/Receive key legal documents for organization

• Articles of Incorporation

• Tax Determination Letter

• Bylaws – historic and recent copy

Johnnie, jack and Darryl

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h. Update Business Information Statement with State of

California (Due March 2019) – Entity # C1078764

BTF

i. Membership Invoicing

• Access YM for electronic notification to membership

• Determine notification schedule and means

• How many reminders, how often, what method – electronic

versus hard copy

• Determine follow up phone calls at certain point for

membership retention – BTF provides list, but calls are

typically completed by committee or board. Typically

done 30 days past due

BTF / Board / Membership

Committee?

j. Transfer or provide access to any key electronic storage; i.e., drop

box, google drive, one drive, etc. Devin & Johnnie

k. Send/Receive copy of all electronic documents; i.e. back up of

server or computers Devin & Johnnie

l. Review status of all projects Board/Hugh & Twila/BTF

m. Send / Receive / Review Financials prior to final transition for

discussion/questions

• Chart of Accounts

Johnnie, Jack & BTF

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• Balance Sheet

• Income Statement/Profit & Loss

• Current Year Budget

• Upcoming Year Budget

• Immediate past year tax return

• Copy of QuickBooks

n. Obtain access to and update contact information for all bank

accounts BTF / Treasurer

o. Review with Treasurer / Finance committee standard financial

protocols and outline any needed adjustments

Treasurer / Finance

Committee

p. Update Signature cards for authorized check signers Board / BTF

q. Order checks/endorsement stamp BTF

r. Send/Receive and review all insurance policies

• General Liability

• Directors & Officers

• Employment policies (if applicable and cancel)

• Broker contact information

Johnnie & Jack

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s. Receive login access for all association accounts

• YourMembership (YM)

• A2Z

• Survey Monkey

• BoardEffect (board meeting portal)

• Wild Apricot

• Social Media Accounts (i.e., Facebook,

Instagram, LinkedIn, etc.)

• Domain Registry

• Merchant Service Accounts

• Constant Contact or other email accounts used if outside of

YM

Devin & Johnnie

t. Update website / social media with new HQ contact info

• Remember google listing

BTF & Devin

u. Send/Receive list of chapter presidents or key positions of contact Adrian

v. Send/Receive list of committees and committee rosters Adrian

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w. Develop or access newsletter production schedule BTF & Jack

x. Transfer physical materials from HQ office & storage unit(s)

• Provide inventory of physical materials from HQ

office & storage unit(s)

• Determine how and who will transfer physical

materials from HQ office & storage unit(s)

• Determine what will come to BTF – Office or Storage (and

any monthly affiliated costs)

Jennifer & Others

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SYSTEMS

AREA METHOD ASSOCIATED COSTS PARTY RESPONSIBLE FREQUENCY

COMPUTER

SYSTEMS AND

APPLICATIONS

• Confirm assets in this category and collection of

said assets

Hugh & Devin

HARDWARE /

PERIPHERALS

TECHNICAL AND

BUSINESS MANUALS

COMMUNICATION

EQUIPMENT

COMMUNICATION

PROCESSES

a) Provide BTF desired method for

answering phone calls, handling inquiries

from membership; expected response

times; escalation process (if needed)

b) Format for outgoing email

communication; standard desired

signature block, correspondence

standards etc.

Full CAPPO Board

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SECURITY

ARRANGEMENTS

a) Check list creation of access that needs to be

given as new board members join or leave;

b) Cell phones, laptops, etc which need to be

collected

Full CAPPO Board

Initial: _____ Date: _____

Initial: _____ Date: _____

BTF Enterprises

Management Agreement

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BTF Rader Dove Tail Smith/Moore Full Smith/Moore HybridCRITERIA POINT VALUE 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5Proposed approach for meeting the services requested. 30 27 28 24 30 30 15 15 28 10 10 15 10 21 0 15 25 20 30 20 20 18 15Experience performing services requested. 25 25 20 23 25 25 15 8 22 5 5 12 15 20 0 20 18 20 25 15 20 20 20Available resources to perform the services requested. 25 25 25 23 25 25 18 10 22 5 10 15 10 20 0 10 25 18 25 15 20 20 16References. 10 10 10 10 7 10 8 5 8 3 10 6 7 10 0 10 10 7 10 5 10 7 8Pricing 10 8 10 8 9 8 7 10 8 10 8 0 2 5 0 0 5 7 10 2 6 6 4

100 POSSIBLE 95 93 88 96 98 63 48 88 33 43 48 44 76 0 55 83 72 100 57 76 71 63

Rankings by Evaluator:1 2 3 4 5

1 BTF BTF SMA BTF BTF2 SMA SMA BTF SMA SMA3 Rader Rader Rader Rader Dove Tail4 Dove Tail Dove Tail Dove Tail Dove Tail Rader

Final Ratings:1 BTF2 SMA3 Rader4 Dove Tail

BTF Comments:

Rader Comments:

Dove Tail Comments:

SMA Comments:

The information contained in this spreadsheet is intended only for the use of the stated recipient and contains information that is confidential and/or privileged. If the reader is not the intended recipient or the agent thereof, you are hereby notified that any dissemination, distribution or copying of this spreadsheet is strictly prohibited and may constitute a breach of confidence and/or privilege. If you have received this spreadsheet in error, please notify the sender immediately.

RFP 2018-01 – CAPPO Association Management Services

· Significant Board Meeting and Committee support activities (see Appendix C)· Broadcast emails and collection of content· Up to 4 Webinar Support per month (significantly more than CAPPO’s present needs)· Use of social media

Weaknesses/Concerns· Change in CAPPO Office will be an adjustment for the membership

Strengths:

· Proposal for spouse travel and vacation may give rise to CAPPO employee/employer relationship and liabilities· Not proposing access to any association management software (beyond what CAPPO presently uses)

· 16 years of CAPPO experience; served in several leadership roles· Understands CAPPO’s mission, goals and membership· Respected by CAPPO membership

· Hold $1M Errors and Omissions coverage· Cite use of current software packages and systems· References cited significant and well known organizations like: CADA, National Charity League & CASL· CADA and CASL full management supports membership in excess of CAPPO· Proposing to assume accounting responsibilities (after CPA transition)

Strengths:· 27 years business experience; Accredited by AMC Institute· Will assign an Account Executive to interface with Board and Cross-Train staff (8 full time staff)· Significant experience with running events and conferences; membership development and Administration & Management (which is the primary focus of this RFP)

Weaknesses/Concerns

Strengths: · 22 years business experience;· 20 staff available· Previous experience with CAPPO – completed organizational review and facilitated CAPPO strategic plan

· In-house certified staff (CAE, CMP)· Addressed many of the day-to-day operations

· Proposing to assume accounting responsibilities (budgeting and reporting)· Board Meeting and Conference support activities· Chapter and Committee support

· System analysis to make organization programs routine and efficient· Identified financial management objectives to ensure the board has accurate information regarding budget

· They understand the challenges of CAPPO

· Some links on BTF website were not working, minor spelling errors

· No Office support-no identified redundancy- structural liability· Proposal doesn't clearly identify the benefits of the spouses additional expenses· This proposal puts CAPPO right back into the employee/employer structure which is a liability for CAPPO

Strengths:

Weaknesses/Concerns

· 20 years of experience with far larger organizations

· Pricing to high· Experience doesn't seem to translate to CAPPO, large number of subcontractors utilized· Didn't address interim needs or details of changes over the current service

Weaknesses/Concerns· No previous Association Management experience· Proposing to continue present Office organization and support model

· Unclear duties of Executive Officer which significantly increases pricing· Cost is substantially more than the current cost to CAPPO· Cost benefit hard to support based on the proposal received· A number of services are to be outsourced· It is unclear what would be different than current service levels