RFP: OPEG Administrative Support 2021-2022

The Ohio Program Evaluators’ Group (OPEG)

Request for Proposals for OPEG Administrative Support 2021–2022

The Ohio Program Evaluators’ Group (OPEG) is a nonprofit 501(c)(6) professional organization that serves as a network for program evaluators in Ohio and neighboring states. As a regional affiliate of the American Evaluation Association (AEA), OPEG is made up of about 100 active members and a network of more than 500 evaluators, and is led by a volunteer Board of Directors made up of 4 officers and 7 at- large members. The OPEG board meets via conference call every other month, up to two times annually in person, and as needed to make organizational decisions. Four OPEG committees handle OPEG activities and functions and often meet regularly as well. OPEG Code of Regulations can be found here.

The OPEG Board of Directors has a need to continue to engage with an individual or entity to complete identified administrative tasks in support of the organization.

Qualifications:

• Experience providing administrative support to similar professional membership organizations or related experience

• Proficiency with software and web-based programming tools, including: Wild Apricot, Microsoft Office (Word, PowerPoint, Excel), MailChimp, SurveyMonkey, HTML

• Experience in taking notes during meetings and availability to participate in virtual and in-person meetings and events

Scope of Work:

• Board of Directors: Update content on the OPEG website for programs and communications; provide communications and logistics planning support for scheduling and coordinating meetings; take meeting minutes at board meetings, anticipate and alert Board members about upcoming tasks and deadlines according to the OPEG annual cycle of events and standard operating procedures; assist with ordering supplies and materials.

• Program Committee: Prepare and disseminate materials, and coordinate logistics, for the Spring Exchange (a conference typically held in-person annually in mid-May for approximately 50 participants); attend the Spring Exchange to provide on-site support to run registration, welcome participants, provide directions, and coordinate with the caterer (NOTE: OPEG will reimburse or cover costs directly for lodging, meals & incidentals, and mileage); prepare materials and coordinate logistics for the Fall Conference (typically held in-person annually toward the end of September).

• Awards and Elections Committee: Assist with tracking terms of service and election schedule, update website content, assist with ordering plaques for annual awards given at the Spring Exchange.

• Membership Committee: Review membership database to ensure accuracy of data; assist with the development and dissemination of email blasts and mailings.

• Newsletter Committee: Design and layout the newsletter, review content for editorial correctness, and disseminate electronically up to two OPEG newsletters (one in spring and one in early fall).

Key RFP Dates:

• Publish RFP: March 31, 2021

• Proposal Due: April 22, 2021

• Review of Proposals Completed: April 27, 2021

• Telephone Interviews (optional): April 28-30, 2021

• Decision Made: May 13, 2021

• Start Date: May 14, 2021

Term of Service:

May 14, 2021 to May 31, 2021 (with the option to extend for up to 24 months).

Directions:

Proposals should minimally include the following:

1. Description of the individual or entity submitting the proposal
2. Description of how the work will be achieved
3. Proposed hourly rate, budget, and payment schedule for May 14, 2021 to May 31, 2022
4. Two (2) professional references

Proposals will be accepted until April 22, 2021 at 5:00 p.m. ET and should be sent to T.J. Horwood, Treasurer at Thomas.Horwood@icf.com and Tom Williams, President at williams@adamhscc.org. Please contact T.J. and Tom with any questions about this request.

Respondents should plan to be available for interviews between April 28-30, 2021. The contract is anticipated to be awarded by May 13, 2021 and work is anticipated to begin no later than May 14, 2021.