October 1997

NEAC’s Future Plan

Request for Proposals to Manage NEAC

The National Episcopal AIDS Coalition (NEAC), a national, volunteer run association of 2,500 Episcopal affiliated individuals, congregations and organizations, is seeking a qualified individual and/or firm to provide ongoing non-profit/association management services to include:

The Board estimates that the cost of this service is between $2,000 and $3,500 per month. Bidders are expected to present a budget and narrative. Anticipated start date is February 1, 1998.

The successful candidate application is welcomed from Dioceses, Parishes, Missions, non-profit organizations, HIV/AIDS ministries and commissions, individuals and/or firms shall be licensed and bonded. Familiarity with the Episcopal Church USA and HIV/AIDS is essential. NEAC is incorporated in the District of Columbia and all transactions are governed by the laws of the District of Columbia.

Proposals are to be submitted, postmarked no later than December 15, 1997, to Esther Walter, 1650 Mar Ella Trail, Des Moines, IA, 50310-3820. For further information about the RFP or Scope of Work please contact Hart Roussel, Treasurer, at 202-347-8077 ext 15.

The National Episcopal AIDS Coalition, a national, volunteer run association of 2,500 Episcopal affiliated individuals, congregations and organizations, is seeking a qualified individual and/or firm to provide ongoing non-profit/association management services as detailed in scope of work below:

Background and Parameters

NEAC Mission: NEAC exists to promote and support HIV/AIDS ministry by and on all levels of the Episcopal Church. Familiarity with the Episcopal Church USA and HIV/AIDS required.

Current NEAC Organizational Structure: NEAC is governed by an 18 member Board of Directors. The Executive Committee of the Board (Officers and other members deemed necessary by the Board) serves as the day-to-day managing authority of the Coalition.

Eligible Vendors: Any Diocese, Parish, Mission, non-profit organization, HIV/AIDS ministries and commissions, individual and/or firm possessing appropriate association management experience and capacity is eligible to submit a business proposal. The successful candidate/firm shall be licensed and bonded or eligible for bonding. NEAC is incorporated in the District of Columbia and all transactions are governed by the laws of the District of Columbia.

Funds available: The Board estimates that the cost of this service is between $2,000 and $3,500 per month. Bidders are expected to present a budget and narrative. Anticipated start date is February 1, 1998.

Funds do not include established, routine administrative and program activities currently contained in NEAC’s FY98 budget.

Period of Contract: In FY 98, the anticipated start date is February 1, 1998 through December 31, 1998 (11 months). Contract performance shall be reviewed on an annual basis, 90 days before expiration. Pending successful performance, the contract shall be renewed in the final month of the applicable fiscal year for the subsequent 12-month period.

Payment: Payment shall be made on a monthly basis pending the receipt of an invoice, a detailed accounting of expenses and supporting documents.

Proposal Submission and Content: Proposals (the original and one copy) are to be submitted, postmarked no later than December 15, 1997, to Esther Walter, 1650 Mar Ella Trail, Des Moines, IA, 50310-3820. Anticipated award notification date is January 19, 1998 with a start date of February 1, 1998. For further information about the RFP or Scope of Work please contact Hart Roussel, Treasurer, at 202.347.8077 ext 15.

Business proposals must include, at a minimum, the following four components:

  1. Vendor introduction, history, qualifications and experience. The vendor is required to provide sufficient evidence of similar work performed. A minimum of three professional references/clients must be provided.

  2. Vendor capacity to provide required services. The vendor is required to provide sufficient evidence of possessing or having access to skilled personnel and adequate resources (record storage, office space, computer and faxing equipment, etc) required to pursue the scope of work.

  3. Proposed 12-month budget to provide required services. The budget shall include projected personnel cost, equipment purchase/use cost (fax, computer, Internet access, phone lines, 800 line service) and other expenses related to pursuit of the scope of work.

  4. Verification of required and appropriate business licenses, current bonding and/or proof of eligibility for bonding.

Scope of Work:

Support of Board of Director services: This includes meeting scheduling and logistics support; conference call scheduling and support; Board and committee record keeping; routine distribution of Board communications such as agendas and minutes.

Secretarial, correspondence, file management/ archives, mailing support (bulk mailings, member communications and solicitations): This includes mailings to members and other bulk mailings are required. Maintain appropriate files and prepare archives for annual submission to the Archives of the Episcopal Church.

Press Release and standard public communication: Assist the Executive Committee in the composition and distribution of Coalition information to a variety of media.

Newsletter/annual report editing and production assistance: Assist the Board, through its Communication committee, in the compilation, editing, production and distribution of the NEAC newsletter, NEACtion, and the annual report.

Inquiry and referrals support: Respond to routine telephone, mail, and e-mail inquiries. Work with the Board of Directors to establish a referral resource listing and procedures for accurate referral of inquiries.

PO Box/lock box, deposit services: Maintain and monitor NEAC’s PO Box and deposit funds as required; Provide weekly deposit summaries to the NEAC treasurer and NEAC’s accounting service; forward accounts payable (invoices; bills) to the NEAC treasurer.

Membership and contribution tracking: Maintain the NEAC membership database; routinely update the membership database; manage quarterly membership renewals; assist the Board in new member development; acknowledge all membership payments and non-membership contributions; routinely provide NEAC Board members with new member/member renewal/contribution information.

Grants management and reporting: Assist the Board in the routine management of grant funded activity and required reporting.