This RFP outlines the scope of services, proposal requirements, and submission process.
About BOMA Austin
BOMA Austin is a professional organization representing the commercial real estate (CRE) industry in Austin, Texas. Our mission is to provide value to members through education, advocacy, networking, and operational support. We are committed to fostering a strong community of professionals, ensuring compliance with industry regulations, and driving the success of our members.
III. Scope of Services
The selected firm will provide a range of association management services, including but not limited to:
Executive Management
Serve as steward of BOMA Austin's operations, ensuring adherence to the Association's Bylaws and approved budget, and supporting the strategic plan.
Represent BOMA Austin in the community by collaborating with businesses within and serving the CRE industry, other professional groups serving the real estate community and/or the economic growth of the Central Texas Region, and connecting members when applicable..
Build and promote BOMA Austin’s brand awareness within the commercial real estate sector.
Participate in the International BOMA Association Executives Committee.
Ensure BOMA Austin is represented in both BOMA Texas and Southwest Region activities and leadership.
Foster relationships with governmental officials and regulatory agencies.
Implement and monitor policies set by the Board and investigate opportunities to improve operational efficiencies.
Establish administrative procedures and processes for clear communication with the Board and Committee members.
Ensure the association's mission, programs, and services are presented positively and consistently.
Board/Committee Governance & Support
Attend and provide support for all Board meetings, including securing meeting locations, preparing and distributing agendas, and recording meeting minutes.
Provide administrative support for committees, including maintaining member lists, coordinating meeting logistics, and distributing meeting notes.
Assist with insurance procurement, ensuring competitive rates for General Liability, Financial Security Bond, and Director’s and Officer’s Liability insurance.
Support in the planning of annual leadership retreats.
Membership Services
Drive membership recruitment efforts and promote active committee involvement.
Maintain and update the membership database, reconcile it with BOMA International’s records, and track membership renewals.
Provide monthly membership reports including detailed statistics and trends.
Actively respond to member inquiries regarding programs, services, and leadership opportunities.
Publications / Marketing
Serve as publisher of weekly emails and manage marketing and event promotion communications.
Promote events, luncheons, and other key activities through emails and other marketing channels.
Develop and distribute promotional materials for events.
Education and Events (2-3 courses annually)
Manage registration and logistics for BOMI courses.
Ensure proper student payments and course materials are distributed.
Manage education activities such as seminars and other opportunities to provide members with best practices and changes in the industry.
Web Site Content Management and Maintenance
Maintain and update the BOMA Austin website and social media channels.
Update the event calendar, manage online event registrations, and maintain the Career Center job postings.
Facilitate sponsorship opportunities on the website to generate additional non-dues revenue.
Accounting
Provide bookkeeping support for payables, receivables, deposits, and financial transactions, in coordination with a third-party controller.
Assist with budget development and monitor adherence to financial goals.
Prepare monthly financial reports and ensure GAAP compliance, assisting with audits and preparing annual filings (e.g., Form 990).
General Administrative Services
Maintain the headquarters office and provide phone and mail services, including responding to member inquiries.
Maintain and inventory BOMA Austin materials and ensure all association records are properly filed and stored.
Luncheon and Event Support
Provide administrative support for up to 10 luncheons, a golf tournament, and the annual gala, including committee coordination and event logistics.
Oversee vendor coordination, speaker management, registration, and on-site event management.
BOMA Political Action Committee (PAC)
Assist the PAC Chair in maintaining records, filing reports, and coordinating fundraising efforts for both local and international PACs.
Proposal Requirements
Proposals should address the following key components:
Company Overview:
Provide a brief history of your company, including your experience managing associations of a similar size and scope.
Include an organizational chart and brief descriptions of key staff members who would be assigned to this project.
Understanding of the Scope:
Demonstrate your understanding of BOMA Austin's operational needs, and outline how your firm would manage the various responsibilities outlined in the scope of services.
Approach and Methodology:
Describe your approach to providing the services outlined above, including how you plan to work with BOMA Austin’s Board of Directors, committees, and members.
Experience and References:
Provide examples of similar clients or associations you have worked with, ideally within the commercial real estate or related industries.
Include at least two references from current or past clients.
Fee Structure:
Present a clear breakdown of pricing, whether hourly rates or fixed fees for services.
Include any additional costs that may apply, such as travel or event-related expenses.
Timeline:
Provide a timeline for implementing your services and achieving key milestones, including how quickly you can begin the work once awarded the contract.
Submission Process
Proposal Deadline: March 15, 2025
Submission Instructions: Please submit your proposal electronically to amanda.torres@jll.com
Questions: All questions regarding this RFP should be submitted in writing by March 8,2025 to amanda.torres@jll.com.
BOMA Austin looks forward to reviewing your proposal and working with a partner who can help us continue to serve our members and achieve our strategic goals.
This RFP outlines the scope of services, proposal requirements, and submission process.
II. About BOMA Austin
BOMA Austin is a professional organization representing the commercial real estate (CRE) industry in Austin, Texas. Our mission is to provide value to members through education, advocacy, networking, and operational support. We are committed to fostering a strong community of professionals, ensuring compliance with industry regulations, and driving the success of our members.
III. Scope of Services
The selected firm will provide a range of association management services, including but not limited to:
Executive Management
•Serve as steward of BOMA Austin's operations, ensuring adherence to the Association's Bylaws and approved budget, and supporting the strategic plan.
•Represent BOMA Austin in the community by collaborating with businesses within and serving the CRE industry, other professional groups serving the real estate community and/or the economic growth of the Central Texas Region, and connecting members when applicable..
•Build and promote BOMA Austin’s brand awareness within the commercial real estate sector.
•Participate in the International BOMA Associ...ation Executives Committee.
•Ensure BOMA Austin is represented in both BOMA Texas and Southwest Region activities and leadership.
•Foster relationships with governmental officials and regulatory agencies.
•Implement and monitor policies set by the Board and investigate opportunities to improve operational efficiencies.
•Establish administrative procedures and processes for clear communication with the Board and Committee members.
•Ensure the association's mission, programs, and services are presented positively and consistently.
Board/Committee Governance & Support
•Attend and provide support for all Board meetings, including securing meeting locations, preparing and distributing agendas, and recording meeting minutes.
•Provide administrative support for committees, including maintaining member lists, coordinating meeting logistics, and distributing meeting notes.
•Assist with insurance procurement, ensuring competitive rates for General Liability, Financial Security Bond, and Director’s and Officer’s Liability insurance.
•Support in the planning of annual leadership retreats.
Membership Services
•Drive membership recruitment efforts and promote active committee involvement.
•Maintain and update the membership database, reconcile it with BOMA International’s records, and track membership renewals.
•Provide monthly membership reports including detailed statistics and trends.
•Actively respond to member inquiries regarding programs, services, and leadership opportunities.
Publications / Marketing
•Serve as publisher of weekly emails and manage marketing and event promotion communications.
•Promote events, luncheons, and other key activities through emails and other marketing channels.
•Develop and distribute promotional materials for events.
Education and Events (2-3 courses annually)
•Manage registration and logistics for BOMI courses.
•Ensure proper student payments and course materials are distributed.
•Manage education activities such as seminars and other opportunities to provide members with best practices and changes in the industry.
Web Site Content Management and Maintenance
•Maintain and update the BOMA Austin website and social media channels.
•Update the event calendar, manage online event registrations, and maintain the Career Center job postings.
•Facilitate sponsorship opportunities on the website to generate additional non-dues revenue.
Accounting
•Provide bookkeeping support for payables, receivables, deposits, and financial transactions, in coordination with a third-party controller.
•Assist with budget development and monitor adherence to financial goals.
•Prepare monthly financial reports and ensure GAAP compliance, assisting with audits and preparing annual filings (e.g., Form 990).
General Administrative Services
•Maintain the headquarters office and provide phone and mail services, including responding to member inquiries.
•Maintain and inventory BOMA Austin materials and ensure all association records are properly filed and stored.
Luncheon and Event Support
•Provide administrative support for up to 10 luncheons, a golf tournament, and the annual gala, including committee coordination and event logistics.
•Oversee vendor coordination, speaker management, registration, and on-site event management.
BOMA Political Action Committee (PAC)
•Assist the PAC Chair in maintaining records, filing reports, and coordinating fundraising efforts for both local and international PACs.
IV. Proposal Requirements
Proposals should address the following key components:
1.Company Overview:
oProvide a brief history of your company, including your experience managing associations of a similar size and scope.
oInclude an organizational chart and brief descriptions of key staff members who would be assigned to this project.
2.Understanding of the Scope:
oDemonstrate your understanding of BOMA Austin's operational needs, and outline how your firm would manage the various responsibilities outlined in the scope of services.
3.Approach and Methodology:
oDescribe your approach to providing the services outlined above, including how you plan to work with BOMA Austin’s Board of Directors, committees, and members.
4.Experience and References:
oProvide examples of similar clients or associations you have worked with, ideally within the commercial real estate or related industries.
oInclude at least two references from current or past clients.
5.Fee Structure:
oPresent a clear breakdown of pricing, whether hourly rates or fixed fees for services.
oInclude any additional costs that may apply, such as travel or event-related expenses.
6.Timeline:
oProvide a timeline for implementing your services and achieving key milestones, including how quickly you can begin the work once awarded the contract.
V. Submission Process
•Proposal Deadline: [Insert Deadline Date]
•Submission Instructions: Please submit your proposal electronically to [Insert Email Address] or by mail to [Insert Physical Address].
•Questions: All questions regarding this RFP should be submitted in writing by [Insert Date] to [Insert Contact Email].
BOMA Austin looks forward to reviewing your proposal and working with a partner who can help us continue to serve our members and achieve our strategic goals.
