Scope of Contracted Work

The following information describes MAPCR’s expectations of the awarded contractor’s responsibilities, as they relate to providing association management services to MAPCR. The selected contractor will report directly to the MAPCR President and its Board of Directors. The scope of contracted work includes, but is not limited to:

Executive/Administrative

• Serve as the Executive Director of MAPCR which includes both thought leadership about the future of MAPCR and its potential, as well as the management of day-to-day operations
• Assist in the implementation of directives of the executive committee and board of directors
• Assist with annual strategic planning and monitor and report progress on the plan
• Identify site of board meetings and coordinate all aspects, including assisting the president with setting the agenda and providing the board with meeting materials
• Oversee administrative print and electronic files and records, and maintain organizational archives
• Maintain passwords, log-in information and other important details for all accounts
• Manage association equipment, supplies and software (e.g., credit card processing, banners, member nametags, archives)
• Assist the Board with conducting surveys and assessments, analyzing data and producing reports
• Submit corporate filing with the state of Michigan annually.

Board Meetings

• Prepare board agendas in conjunction with the president, send out meeting notices, collect antitrust agreements, prepare financial reports, prepare membership reports, collect committee reports and send out board packets prior to the meeting.
• Typically there are 4-5 board meetings held per year. Most take place virtually with 1-2 held in person.

Website, Social Media and Publications

• Maintain database to ensure that email list and social media accounts are current and accurate
• Become familiar with content management system, social media and other forms of communication utilized by MAPCR
• Assist committee as they serve webmasters and ensure that all content is accurate and posted in a timely fashion
• Assist committee with posting MAPCR news and activities, and other news of interest to MAPCR membership on social media
• Maintain calendar of events and ensure that pricing details and registration deadlines are accurate
• Prepare and send out electronic correspondence (emails, announcements, ) as needed by the MAPCR leadership, Committee Chairs
• Maintain permission levels on the website, cloud servers or software with annual leadership changes
• Assist committee with submitting and/or post event photos, calendar listings, press releases, to news media
• Manage association website sponsor recruitment

Financial/Database Management

• Manage MAPCR’s finances in coordination with the volunteer treasurer, maintaining all financial data using relevant software
• Provide financial reports as requested by treasurer and board
• Assist treasurer and board with annual budget preparation
• Assist board and committee chairs with identifying and soliciting meeting and event sponsors and ensuring that sponsor entitlements are fulfilled
• Manage accounts payable and receivable
• Invoice attendees, sponsors, and companies, as necessary along with monthly member invoices.
• Process money received (checks, credit cards, cash)
• Reconcile bank and credit card statements
• Provide receipts and/or refunds for member activities, upon request
• Reimburse members, officers, board members and others, as appropriate
• Prepare information for annual taxes and other financial filings
• Make bank arrangements for account signatories

Member/Volunteer/Committee Support

• Maintain the membership database including addition of new members, renewals, removal of dropped members and job/address/phone/email changes
• Provide monthly/quarterly reports of membership and other lists as requested by MAPCR leadership
• Advise board on recruitment and retention strategies
• Ensure annual committee recruitment process; monitor and report committee activity
• Assist committees and other volunteer groups with information on procedures and policies to conduct their work
• Assist nominating committee with the nomination and election process in accordance with the bylaws.

Meeting and Event Management

• Manage MAPCR’s annual conference held in various locations each Conference management includes assisting committee with program development, logistical support, recruiting sponsors, etc.
• Serve in an advisory capacity to event chairs and association leadership, communicating event logistics to committee/event chairs, members and participants
• Identify and negotiate conference and event site contracts in coordination with MAPCR leadership
• Serve as primary point of contact with event venues by providing attendee count, special meal requirements, technology needs by requested deadline
• Secure conference and event exhibitors/sponsors, and coordinate exhibitor and sponsor agreements and required payments
• Assist committee chairs with promoting the annual conference
• Oversee invitations, announcements and updates to conference
• Assist conference and event participants with registration via web and phone
• Manage pre-registration and on-site registration for conference and events, as applicable, which includes the collection of payments
• Prepare registration lists, nametags and materials for conference
• Take photos at conference to post on website, social media and repository. Oversee awards events, annual business meeting, and other special programs within annual conference
• Prepare evaluations and evaluation results summary
• Order awards for awardees
• Manage tasks associated with Continuing Education Credits for annual conference including submitting application for approval, tracking credits earned, submitting reports to national, paying fees.
• Purchase gift for outgoing president

The Michigan Association of Professional Court Reporters (MAPCR) is seeking proposals from qualified individuals and firms for the provision of association management services to MAPCR.

The following Request for Proposals (RFP) describes the areas of expertise that are sought in support of MAPCR meetings, activities and executive/administrative tasks. MAPCR seeks to establish a contract with an individual or firm that is experienced in providing professional association management services.

The MAPCR Board will conduct an evaluation of submitted proposals and will award a contract to the individual or firm whose proposal is determined to be most advantageous to MAPCR considering the factors set forth in this RFP.

The initial contract resulting from the RFP will be effective after approval by the MAPCR Board to start on an agreed upon date for a period not to exceed three (3) years, with annual renewal contingent upon contractual requirements being satisfied based on a mid-year review and an end-of-year review by MAPCR officers. MAPCR will determine when it will be appropriate to issue a new RFP for management services or to renew for a successive contract.

Background Information

MAPCR is the state association representing professionals working in the field of stenographic and voice court reporting. With close to 130 professional, associate, retired and student members, MAPCR is a nonprofit that serves as the state level community of association of professional court reporters. MAPCR promotes connections and professional growth through meetings, conferences, social activities, and seminars. MAPCR is transitioning to new management as it seeks to sustain membership and increase relevance for its members.

Visit MAPCR.org for more information about MAPCR. Please contact MAPCR Executive Director Cheryl Anne Farmer (mapcroffice@gmail.com) with any questions.

Response Format and Proposal Instructions

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

1. Provide an executive summary of your approach -- condense and highlight your approach to the contents of the proposal. The summary should provide the MAPCR Board with an overall understanding of the proposal and the individual/firm’s approach.
2. Provide evidence of the individual/firm’s ability to provide association management services, including company background and history.
3. Provide the following information:
   • Identify how you will manage, service and support MAPCR
   • Describe your individual/firm’s experience with similar clients/associations, including their approximate budget level
   • Present a detailed process for your services and how those components will benefit MAPCR.
4. An outline of the individual/firm’s credentials and the professional experience of individual staff members— positions held, past clients, etc. Individuals/firms should include resumes or other descriptions of relevant past experience and qualifications of key individuals who will work with MAPCR.
5. Individuals/firms must list at least three (3) references for similar work completed in the association management market that includes the following information: company name, address and phone number; contact name, title and e-mail; website address (if applicable). MAPCR may contact the individuals listed to validate the nature of the individual/firm’s experience.
6. Fee Structure: Detail the fees associated with providing each of the items listed in the detailed Scope of Work and any additional costs that may be associated with fulfilling this scope of
7. Individuals/firms may also provide any additional information that may be germane to the proposal and the evaluation of the individual/firm’s

Submission and General Instructions

Individuals and firms responding to this announcement shall submit their proposal by email to MAPCR Executive Director (mapcroffice@gmail.com) by September 30, 2024. Late proposals will not be accepted.

Important Dates Deadline

1. RFP Notice – Open for Submission – August 30, 2024
2. Proposal Submission Deadline – September 30, 2024
3. MAPCR Search Committee Review and Interviews – October 1-October 25
4. MAPCR Board Consideration/Approval/Contract with New Management – November 1-10
5. New Management Announced – November 15

All proposals should be submitted as a Word document or as a PDF. Submitted proposals should not exceed 10 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 10-page submission and resumes, will not be reviewed. Font size for basic narrative descriptions must be no smaller than 12-point Times New Roman. The subject line should read: MAPCR Proposal for Association Management Services.