Now Hiring: SCPRSA Chapter Administrator

REQUEST FOR ADMINISTRATIVE ASSISTANCE
The South Carolina Chapter of the Public Relations Society of America (SCPRSA), a nonprofit association serving public relations practitioners statewide, is seeking applications from qualified individuals to handle various administrative and association management functions on a contract basis.

Organizational Background
SCPRSA was established and granted a charter on September 21, 1967. From that small group of dedicated professionals, the chapter has grown steadily over the years and now has nearly 200 members statewide. Members represent a variety of businesses and organizations – from agencies, corporations, nonprofits, government entities, educational institutions and more.The South Carolina Chapter of the Public Relations Society of America (SCPRSA), a nonprofit association serving public relations practitioners statewide, is seeking applications from qualified individuals to handle various administrative and association management functions on a contract basis.
Organizational Background

SCPRSA was established and granted a charter on September 21, 1967. From that small group of dedicated professionals, the chapter has grown steadily over the years and now has nearly 200 members statewide. Members represent a variety of businesses and organizations – from agencies, corporations, nonprofits, government entities, educational institutions and more.

Annual activities include:
• Monthly meetings in Columbia, Charleston and Greenville; Annual Meeting in the fall;
• Annual professional development conference (held in the fall);
• Mercury Awards competition (held in the winter/spring) and banquet recognizing outstanding achievement in the public relations field;
• Sponsorship of an annual accreditation process for members that includes recruiting candidates and assisting with preparation for the exam;
• Working with the student chapters (PRSSA) at the University of South Carolina, Claflin University, Anderson University and Clemson University;
• Participation in both southeast district and national PRSA activities.
The association management services detailed herein will be carried out under the guidance of the SCPRSA executive committee and in coordination with applicable board and chapter members.

SCPRSA is not bound to its current administrative processes and is open to alternate methods that may be more efficient and timely. Please attach as a separate exhibit any additional information, service or procedure that you would like the review committee to consider as part of your bid.

SCPRSA invites you to submit an application in accordance with this request for assistance. Applications must be received no later than 5:00 p.m. on Friday, February 19, 2021. This solicitation does not commit SCPRSA to award a contract or pay any costs incurred to prepare a proposal. SCPRSA reserves the right to accept or reject any, all or part of offers received in response to this request.

PROPOSAL REQUIREMENTS
1. Submittal Date. Applications must be received by 5:00 p.m. on Friday, February 19, 2021. All applications submitted shall be held open for acceptance by the chapter for a period of 20 days following the submission date.

2. Submission of Proposals. Each vendor (or individual) must submit one copy of the application in response to this Request for Proposals to Pamela Flasch, SCPRSA president via e-mail to [email protected].

3. Format of Submissions. The following section discusses information that must be included in the vendor (or individual)'s response. Information in the response must follow the order of the paragraph heading in this section and use the same names.
a. Company Profile for vendors (or individuals). No more than one page. Include a brief history of the company or professional experience in which you have provided similar services. Specifically include any information about your experience working with statewide professional organizations. Discuss how and when your company was founded, the geographical area served by your company and how long the company has been working in the administrative or association management field. Include a list of past (last two years) and current clients (or employers) for which your company has provided similar services. Include the organization's name, number of members and the length of time your firm has been or was associated with that organization.

b. Proposal Overview. No more than three pages. Generally describe how you or your firm will provide the services listed herein. Address each service that will be provided in your proposal.

c. References. No more than one page. Include a minimum of three references who can demonstrate your ability to fulfill the requirements outlined in this request for assistance. References must be reasonably accessible; references that cannot be contacted and verified will not be given consideration. Reference information must include name of organization, contact person, phone number, e-mail address, mailing address and description of the work performed.

4. Criteria Used in Evaluation. Once applications are received, they will be reviewed to verify that they meet the requirements. Applications not meeting the requirements may be eliminated from consideration. The chapter may contact references to determine which vendors (or individuals) have the qualifications, experience and reputation that are most appropriate to the requirements. Based on a combination of the qualifications and cost, a set of finalists may be selected for further evaluation. This may involve presentation by vendor (or individuals), interviews or requests for additional information. From this group a vendor (or individual) will be chosen.
All applications submitted will be evaluated on the following items: Completeness of response; experience in management of professional organizations; references and cost.

5. Type of Contract. PRSA intends to provide its members with the most favorable terms and conditions it can negotiate. This request for assistance, any written materials altering the request for assistance, the vendor (or individual)'s initial response and all addenda to that response, will be incorporated as part of the contract. The contract period of 12 months will be determined at hiring.

6. Equipment Required. PRSA requires the selected vendor (or individual) or individual to have access to a computer, e-mail, Internet service and a copy machine. Vendor (or individual) / individual should have and be familiar with the Microsoft Office suite of software, specifically Word, Excel and Access. The financial records are maintained in QuickBooks software. Access to QuickBooks is needed by the candidate. Please indicate if conversion to another format is included in your proposal.

7. Security and Ownership. Vendor (or individual) will be required to sign confidentiality agreements designed to protect against disclosure of chapter business, financial data and member information. Ownership of all data, material and documentation originated and prepared for SCPRSA pursuant to this contract shall belong exclusively to SCPRSA.

8. Insurance. Selected vendors/administrators may be required to maintain certificates of insurance certifying financial and physical liability and workers' compensation coverage. Current liability insurance and workers' compensation coverage verification must be submitted to the organization from the vendor’s (or individual’s) insurance company on or before the date of the contract, should one be awarded. Verification of such insurance and coverage will be required upon policy renewal from the insurance carrier if the vendor (or individual) is awarded a contract.