The Michigan Chapter of the International Association of Arson Investigators (MI-IAAI) is seeking proposals for contracted, remote event management and administrative support services. This Request for Proposal (RFP) is divided into two distinct service areas:

1. Event management for the Annual Training Conference
2. Administrative support for the Michigan Chapter of the IAAI

Respondents are asked to submit separate cost proposals for each service area, along with a combined total should both components be awarded to a single contractor, as outlined below.

EVENT MANAGEMENT (PROPOSAL #1)
All event management responsibilities outlined below are in conjunction with the Michigan Chapter IAAI Annual Training Conference (hereinafter referred to as "Annual" and one [1] Expert Witness Testimony class (hereinafter referred to as "Expert Witness").

PROJECT TIMELINE
Develop the project timeline of the Annual event for distribution to all IAAI board members within 30 days of acceptance of this contract.

BUDGET DEVELOPMENT
Establish a budget in tandem with the board members of the IAAI for both the Annual and Expert Witness events.

HOTEL CONTACT
We will coordinate with the hotel/conference center/facility to prepare banquet event orders, rooming lists, contracts, addenda, when necessary, and finalize guarantee counts, as required, for both the Annual and Expert Witness events. In addition, prepare and submit Requests for Proposal (RFPs) on an annual basis for the next open year for the Annual event.

REGISTRATION ADMINISTRATOR
Serve as administrator for the online registration platform, including preparation of the online registration form, and a link to process registration payments through the IAAI Stripe account. Will send a series of email blasts promoting the event, informing registrants of all necessary details. These emails include items such as save the date, registration open, registration reminder, early bird rates ending, guest room cutoff date, registration closing, etc.

VENDORS | EXHIBITORS
This contract allows for vendor registration via on-line registration for the Annual event for up to ten (10) vendors.

This includes emailing of vendor solicitation letters, working with the IAAI board to ensure acceptance of qualified vendors, confirmation packet processing, assembly and distribution of on-site vendor welcome packets, and greeting of vendors.

CONFERENCE SPEAKERS
For the Annual Event, process speaker confirmations to include travel arrangements, hotel arrangements, coordination of payment for honorarium(s) and/or travel expenses, audio visual needs, acceptance of conference handouts & test questions.

For the Expert Witness event, coordinate all facilitator arrangements.

GRAPHIC DESIGN MATERIALS
Design the look and materials for both the Annual and Expert Witness events. These materials may include the following: attendee registration flyer, vendor/sponsorship information flyer, program booklet, and event signage.

SOCIAL MEDIA
Prepare and post a series of Facebook postings consisting of save the date notices, registration information/reminders, daily postings during the Annual event, and other postings as the IAAI board sees fit, not to exceed ten (10).

WEBSITE MAINTENANCE
While being co-managed with an IAAI board member, this contract allows for five (5) hours of website maintenance for posting various information and documents as they pertain to the Annual and Expert Witness events.

NAMETAGS
Prepare name badges for attendees, speakers, and guests for the Annual event (additional fees apply for supplies).

COURSE TESTING | CERTIFICATES | CONTINUING EDUCATION
For the Annual event, assemble course testing questions through an online test generator program for use during the testing phase of the event. Additionally, attendance certificates will be prepared and distributed to participants within 30 days of completion of the event. Will also apply for continuing education points for those in fire inspection and MCOLES approval.

MEETING MANAGEMENT
Provide up to two (2) on-site registration staff personnel for the duration of the Annual event to organize, staff, and execute various duties, as well as maintain the registration area during scheduled desk hours. No on-site staff will be needed for the Expert Witness event.

FINANCIALS
Review invoices from the hotel/conference center/facility and outside vendors to confirm accuracy before payment approval by IAAI. A final profit/loss statement will be completed within 30 days of receipt of all registration payments for both the Annual and Expert Witness events.

TRAVEL EXPENSES
For the Annual event, mileage to/from the venue, parking fees (if applicable), and all meals not provided under the event will be covered separately by IAAI for the duration of the event. Lodging, for up to two hotel rooms, will be covered under the IAAI master bill at the host hotel of the event. No travel contracted for the Expert Witness event.

ADMINISTRATIVE SERVICES (PROPOSAL #2)
The following responsibilities support the daily operations of the Chapter:

BOARD MEETINGS
Attendance for three (3) in-person and three (3) virtual board/planning meetings between July 1, 2025, and June 30, 2026. Mileage will be reimbursed at the federal mileage rate from the home of record to the location of the in-person meetings for one person from the administration team.

The administrator will work in tandem with the secretary to prepare board meeting minutes and assemble/distribute board meeting packets under the direction of the secretary. Scheduling of board meetings – this would include reserving the Zoom meeting link and/or meeting space and ordering food (when applicable).

ADMINISTRATIVE HUB
Will serve as the communication hub and respond to all inquiries, whether by phone or email. The administrator will work with board members to create committee responsibilities and publish information to increase awareness and volunteer participation.

Prepare all necessary documents and correspondence, maintain an electronic filing system, provide advice and guidance on the day-to-day operations to optimize the effectiveness of all other aspects of the association operations, and serve as the point of contact for disseminating information.

Michigan IAAI will provide an association-owned laptop and cell phone with service that shall be used for all association business. The phone number associated with the association-owned device will be the contact number listed on the website.

DATABASE/EVENT MANAGEMENT SOFTWARE
The contractor will utilize registration software and maintain a current database of attendees, sponsors, vendors, members, and board members through registration software – Constant Contact preferred, but not required. Fees for the software are to be included in the contract price.

WEBSITE MAINTENANCE
While being co-managed with an IAAI board member, this contract allows for eight (8) hours of website maintenance/edits for posting various information and documents to the IAAI website. These hours are for items not related to the Michigan Chapter Annual Training Conference.

ARSON NEWS
Will develop the Arson News every quarter. Items include IAAI news, cutting-edge industry news, instructional articles, and/or board or member profiles. Will suggest articles on ways the IAAI supports local communities through training, public education, and volunteering. Please note: Arson News requires input and information from IAAI board members.

MAILBOX MONITORING & BANKING SERVICES
Weekly, monitor the mailbox and process all payments received. Processing includes copies of all payments received, bank deposits, and monthly reporting to the association treasurer. Additional responsibilities include the monthly financial maintenance through QuickBooks Online. The Association Treasurer shall have access to QuickBooks Online.

MEMBERSHIP
Serve as the sole manager of membership dues collection and tracking, with an IAAI board member serving as the liaison between the administration team and the IAAI board of directors. Responsibilities will also include quarterly reporting of dues payments, serving as a hub for all membership inquiries, monitoring of correct member status for conference registrations, production of membership renewal notifications with follow-up reminders each month, and assembly of membership cards/letters for each renewal/new membership received.

Submit resume to Ryan Volz - rvolz@fentontownship.org

Deadline: Friday, May 16, 2025

NO PHONE CALLS