Project Name: Association Management Software Implementation
Company Name: Washington State Association of Counties
Address: 206 Tenth Avenue SE Olympia, WA 98501
Procurement Contact Person: Mitch Netzer
Telephone Number of PCP: 360.485.8549
Email Address of PCP: firstname.lastname@example.org
RFP Opens March 1, 2023
RFP Closes March 31, 2023
Bidders Conference March 14, 2023 at 1:00pm PST (Join Zoom Meeting Here)
Interviews/Software Demos April 17 – 21, 2023
Final Selection and Contract Negotiations April 24-28, 2023
Contract Start May 1, 2023
Created in 1906, the Washington State Association of Counties (WSAC) is a voluntary, non-profit association serving all of Washington’s 39 counties. WSAC members include elected county commissioners, council members, and executives.
The Association provides a variety of services to its member counties, including advocacy, training, workshops, and a forum to network and share best practices. The Association also serves as an umbrella for affiliate organizations representing county road engineers, local public health officials, county administrators, emergency managers, county human service administrators, solid waste managers, clerks of county boards, and others.
WSAC is seeking proposals for implementing a new association management software system (AMS) to merge and manage its multiple databases to allow for ease of member management, communications, reporting, engagement tracking, learning, and other resources.
We currently use the following software, which we are looking to either replace within an AMS or integrate, depending on functionality and price.
We will use this AMS system for not only WSAC membership, but memberships of the Washington State Association of County Engineers, Washington State Association of Local Public Health Officials, Washington Counties Administration Association, Washington Association of County Solid Waste Managers, and several other smaller affiliate groups of county leaders. We will also use this system to manage our Business Partners, Lobbyists, and other state agency stakeholders. We anticipate our database to have approximately 5,000 members.
We are seeking a vendor to provide an AMS that will support our membership and outreach efforts, streamline our processes, and provide our staff with a modern, customizable, efficient, and easy-to-use system.
The ideal solution should include, but is not limited to, the following features:
WSAC staff will be available for a pre-proposal webinar meeting on March 14th at 1:00pm. To facilitate a timely response to questions at the pre-proposal meeting, we encourage prospective contractors to submit any questions in writing no later than 5 days before your scheduled appointment. All questions and requests for an invitation to the webinar may be submitted to the following email address:
Subject Line: AMS Pre-Proposal Meeting Request
Responses to questions will be posted on our website within 5 business days of the meeting. Additional questions may be sent in to the email address listed above through March 20th. The website will be updated through March 24thwill responses.
A diverse stakeholder committee will oversee and direct the project, including the contractor selection process.
The stakeholder committee will review the proposals and schedule hybrid or in-person interviews with each qualified responding firm. Interviews and demos will take place the week of April 17, 2023. After the initial interviews, the stakeholder committee may recommend the selection of a firm or may schedule subsequent interviews.
Final selection is anticipated no later than May 1, 2023.
All submissions related to this RFP must be submitted by March 31, 2023, at 5:00 pm PST.
Submissions must be sent via email in .pdf format to the following email address:
Subject Line: AMS Proposal – <Company Name>
All submissions must be received no later than the date and time listed above to be considered responsive.
The anticipated completion date for this project is September 1, 2023, or sooner. However, we are open to negotiation for the right candidate firm. WSAC and the selected firm will agree to a schedule prior to the commencement of the work.
All submissions must meet the requirements of this section to be considered. The response to this RFP must be complete. Partial or incomplete responses will not be considered. Responses should be concise, clear, and relevant. Submittals must be on standard letter-size paper, and pages must be numbered.
A submission must, at a minimum, include the following elements in the following order:
A table of contents with corresponding tabs should be included to identify each section. WSAC reserves the right to reject any or all proposals and/or to waive technicalities and informalities at the sole discretion of WSAC.
The budget range for this project is between $50,000 to $75,000, depending on the ability of the software to replace other current software subscriptions and the ability to meet the needs and timeline of our proposal. We are open to negotiating budget strategies that reduce the initial cost of implementation. We are not seeking financing for the project.
The successful firm will (in no particular order):
This RFP is not an offer of work; it does not commit WSAC to fund any proposals submitted, nor is WSAC liable for any costs incurred in the preparation or research of proposals. Submittal of a proposal does not constitute a contract with WSAC. The contract award will not be final until WSAC and the successful proposer has executed a mutually satisfactory contractual agreement. WSAC reserves the right to offer an award to the next highest-rated proposal if a contract cannot be successfully negotiated or to renegotiate or reissue an RFP.
Responders to the RFP will be notified via email upon the successful selection of a proposal. Any concerns or appeals of the decision must be made in writing within 7 days of notification of selection to the procurement contact person.