1-Request for Proposals FINAL.pdf

FLORIDA ASSOCIATION OF PUBLIC PROCUREMENTS OFFICIALS, INC.

REQUEST FOR PROPOSALS

FOR

ASSOCIATION MANAGEMENT SERVICES

Issue Date: November 7, 2025

Sealed Electronic offers for furnishing the above will be accepted up to 4:00 PM (EST), Friday, December 19, 2025, via the electronic procurement portal referenced below.

To maintain a secured sealed process electronic submissions are required to be made through the Bonfire e-procurement portal only at:

Town Of Palm Beach Procurement Portal

Responses received after the submission deadline and/or transmitted outside of the designated Bonfire e-procurement portal will be rejected.

To ensure that your proposal is responsive, you are urged to request clarification or guidance on any issues involving this solicitation before submission of your response. The point-of-contact for clarifications is:

Carrie Mathes, FNIGP, CFCM, NIGP-CPP, CPPO, C.P.M., CPPB, APP, FCCM FAPPO Past President Email: Carrie.Mathes@ocfl.net

Bonfire e-procurement portal instructions: Proposers are required to register in the e-procurement platform (at no cost) to initiate the proposal submittal process. For guidance on how to initiate the registration process, visit Euna Solutions Vendor Registration.

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TABLE OF CONTENTS

1. Introduction 3

2. Vision & Mission Statements 3

3. History of Florida Association of Public Procurement Officials, Inc. 4

4. Job Description 5

5. Scope of Services 5-8

a. Office Management

b. Board Support

c. Membership

d. Conference Planning & Management

e. Professional Development

f. Marketing

g. Finance Management

6. Compensation, Expenses & Terms of Agreement 8

7. Insurance Requirements 9

8. Qualifications 10

9. Award Criteria 10

10. Proposal Timeline 11

11. RFP Format 11-12

12. Proposal Submittal & Point of Contact 12-13

13. References Example 14

14. Exhibits 15

a. FAPPO Bylaws

b. Budget for Years 2020 - 2025

c. Strategic Plan

d. Organizational Chart

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INTRODUCTION

The Board of Directors of the Florida Association of Public Procurement Officials, Inc.

(FAPPO), a non-profit association, are seeking proposals to hire an Association Management Company (AMC), which would be responsible for the overall administrative functions and conference management of the association. The services to be performed shall consist of the work described in the Scope of Services as defined herein. The successful AMC shall be responsible for the professional quality of work products, timely completion, and coordination of all services outlined in this Request for Proposals.

Along with providing excellent organizational and administrative management skills, FAPPO is looking for a firm that will collaborate on behalf of FAPPO with other professional associations.

The AMC shall act with integrity and professionalism when coordinating with the Officers, Board of Directors, general membership of FAPPO and other stakeholders.

FAPPO’s membership consists of approximately 1,500 members and is one of the largest independent procurement associations in the country.

The information provided in this Request for Proposals is intended to be adequate for interested firms or persons to submit proposals on the required scope of services. Additional information is available on FAPPO’s web site at http://www.fappo.org/. In addition to the requested services specified herein, proposers are also encouraged to provide “added value” services or revenue generating ideas, which would be advantageous for both parties.

VISION STATEMENT

To be the premier resource for knowledge and information on public procurement in Florida."

FAPPO strives to realize this vision by enhancing its availability and opportunity for its members to learn, develop and network so that FAPPO is where members seek information and opportunities.

MISSION STATEMENT

To empower Florida public procurement professionals through communication, education, and networking opportunities. FAPPO embodies this mission through opportunities for its membership to participate in educational events such as the Annual Conference, Fall Workshop and webinars directed specifically to the public procurement industry as well as general professional development strategies and information.

http://www.fappo.org/

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HISTORY OF THE FLORIDA ASSOCIATION OF PUBLIC PROCUREMENT

OFFICIALS, INC.

The Florida Association of Public Procurement Officials, Inc. (FAPPO) was created in 1968 under the name “Florida Association of Governmental Purchasing Officers” (FAGPO). The first conference was held in Orlando in 1968. Members of FAPPO are engaged in procurement from municipal, county or state governments; for public school systems, colleges, and universities, special districts, utilities and sheriff offices in the State of Florida. Our membership consists of approximately 1,500 procurement professionals representing approximately 300 agencies throughout the State of Florida. With nearly 60 years as a Procurement Association, FAPPO continues its development as a vital, growing association of public procurement professionals.

The purpose of the FAPPO association is:

• To foster and promote advancement in the public procurement profession through education, study, discussion, and networking.

• To provide a forum for exchanging ideas and information on the role and responsibilities of the procurement function within public entities.

• To promote the principles of continuous improvement and best practices in public procurement operations.

Although operating independently, FAPPO enjoys a close affiliation with the NIGP: The Institute for Public Procurement, promoting their certification program for NIGP Certified Procurement Professional (NIGP-CPP), and also promotes the certification program for Certified Public Purchasing Officer (CPPO) and Certified Professional Public Buyer (CPPB) administered by the Universal Public Purchasing Certification Council (UPPCC). FAPPO is an Authorized Education Provider for NIGP: The Institute for Public Procurement. FAPPO is a Sponsor for the National Procurement Institute’s Achievement of Excellence in Procurement® Award. We are collegial partners with the National Procurement Institute (NPI), the National Association of State Procurement Officials (NASPO), the Texas Public Purchasing Association (TxPPA), and the California Association of Public Procurement Officials (CAPPO). FAPPO has recognized Sourcewell as a Government Procurement Partner. FAPPO has appointed member representatives that serve as liaisons to NPI, NIGP, UPPCC, and the National Council for Public Procurement and Contracting.

FAPPO holds an Annual Conference and Trade Show, with the presiding President determining the host site. A Fall Workshop is held annually, which may be held in person or virtually.

Additionally, four Board of Directors meetings are held each fiscal year (July 1 to June 30) either in person or virtually at the discretion of the President. The election of Officers occurs annually prior to the Annual Conference and Trade Show, approximately one month before the end of FAPPO’s fiscal year. Monthly meetings are held with the Officers.

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ASSOCIATION MANAGEMENT COMPANY JOB DESCRIPTION

The AMC shall be under the direct supervision of the President, but in support of the entire Board and individual members, with the following responsibilities:

1. Act as the marketing agent for the association actively recruiting and retaining sponsors and advertisers;

2. Provide support for the annual conference of the association. Conference support includes venue RFP, negotiation and recommendation, exhibitor communications and coordination; plan and promote the trade show, help select the exhibit hall and review the contract, register exhibitors and ensure continuity and efficiency of each conference;

3. Other administrative duties as assigned by the President.

4. All contractual documents on behalf of FAPPO shall be routed to the FAPPO President or designee for execution.

SCOPE OF SERVICES

Proposals shall include all costs associated with providing the following minimum requirements relative to the scope of services defined herein. Costs should be broken out for each category.

FAPPO reserves the right to add or delete duties to the scope of services, as necessary.

GENERAL ADMINISTRATION

Association Management

• Provide telephone coverage for members, partners, etc., during regular business hours, Monday – Friday, excluding national holidays.

• Provide one general email address for AMC business, plus individual e-mail addresses for each person responsible for AMC services.

• Refer all questions of a sensitive nature to the President.

• Maintain records in compliance with law.

• Oversee the website and provide recommendations to the communications committee.

• Send mass emails on behalf of the Association, after review and approval by the communications committee (such as member communications and announcements).

• Assist with development and coordination of any required marketing and other materials.

• Other duties, as requested

Board Meetings & Support

• Assist in coordination of in person meeting locations

• Participate in all meetings of and as directed by the Board of Directors to provide advice and information. Arrange for food and beverage. In person meetings are typically held at the Annual Conference, plus one other BOD meeting.

• Provide a quarterly activity report to the Board

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Membership Support Services

• Serve as backup to maintain the membership directory database on the website

• Assist in the development of a membership marketing plan

Insurance

• Obtain competitive quotes for all necessary insurance policies, at a frequency directed by the Board

• Security policy for loss of conference revenue due to acts of God

• Secure Directors and Officers Errors and Omissions insurance

Conference Planning and Management

1. Conference Planning

• Work with Board to develop marketing plan, conference management timeline, conference theme, site requirements and signage

2. Coordinate Site Logistics

• Prepare and issue Requests for Proposals for future conference sites

• Negotiate the site for the conference including, but not limited to, room block pricing, housing for VIPs (comp. rooms), including the Executive Board and plenary speakers. Additional contract terms include, but are not limited to, A/V equipment, overflow hotel, parking, catering, exhibit space, onsite registration space, adjacent office space.

3. Coordinate Conference Program

• Work with program chair to develop conference schedule, including educational and vendor sessions and special events

• Coordinate content upload and launch of Conference app

4. Conference Exhibitor & Sponsorship Prospectus Development

• Develop, update, and maintain the annual Exhibitor & Sponsorship Prospectus for the

Conference Trade Show.

• Collaborate with the Board to review and/or revise sponsorship tiers, exhibitor packages, benefits, and pricing.

• Design the prospectus to align with FAPPO’s branding, producing digital versions optimized for multi-channel distribution.

5. Prospectus Marketing & Outreach

• Maintain and update a database of potential exhibitors and sponsors.

• Maintain a list of registered exhibitors.

• Distribute the prospectus to past participants and targeted prospects via email, website, and social media.

• Develop tailored outreach tools such as flyers, email templates, and social media graphics.

• Track inquiries, commitments, and conversions, providing regular progress reports to the

Board.

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• Recommend adjustments to offerings and strategies to maximize participation and revenue.

6. Attendee Services

• Process delegate registrations and provide periodic updates to the President

• Ensure automated registration confirmations are launched

• Manage on-site registration and check-in process for attendees, exhibitors and sponsors.

7. Post-Conference Actions

• Extract conference survey data from the app

• Process outstanding payables and receivables

• Prepare final conference financial reports

• Review evaluations and financial reports in planning for next conference

Technology, Branding, Digital Engagement The Association Management Company (AMC) shall provide comprehensive technology, branding, and marketing, including website administration, digital engagement, and conference exhibitor/sponsor outreach. Services shall include, but are not limited to, the following:

1. Branding & Digital Identity

• Maintain and enhance the Association’s brand identity across all platforms (print, digital, and social media).

• Develop and enforce branding guidelines to ensure consistency in logos, color palettes, typography, and tone.

• Create branded templates for presentations, newsletters, reports, and event materials.

• Propose and execute brand-refresh initiatives as approved by the Board.

• Ensure all communications reflect the Association’s mission, values, and professional image.

2. Website Development & Maintenance

• Host, maintain, and update the Association’s website, ensuring functionality, security, and ADA accessibility compliance, in coordination with the communications committee.

• Manage content updates, including news, events, membership resources, and governance documents. The Website Chair currently assists with updates and uploads.

• Ensure seamless integration with the Association’s membership management and event registration systems.

• Optimize site performance for mobile responsiveness, speed, and search engine visibility

(SEO).

• Implement approved website enhancements, including member portals and resource libraries.

• Provide quarterly analytics and engagement reports.

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3. Social Media & Digital Engagement

• Develop and execute an annual social media content strategy aligned with Association goals and events.

• Manage official Association social media accounts, as directed, including content creation, posting, and engagement monitoring. The social media chair currently develops and posts autonomously.

• Assist in coordination of the production of multimedia content such as graphics, videos, and event highlights.

• Monitor and respond to member engagement through digital platforms in a timely manner.

• Track and report social media analytics quarterly.

• Coordinate targeted digital campaigns for major initiatives, including conferences and membership drives.

Finance Management

• Assist the President and Treasurer with the budget development

• Record income payments and deposits into account (currently executed automatically through Memberclicks).

REVENUE STREAMS

• AMC will provide recommendations to the Board related to all revenue streams, including but not limited to, membership dues, annual and fall conference delegate rates, exhibitor rates, and sponsorships.

• Provide recommendations for appropriate modifications to revenue streams.

COMPENSATION, EXPENSES & TERMS OF AGREEMENT

1. Compensation shall be based on a monthly fee to include all charges to carry out the scope of services listed within this Request for Proposals.

2. The AMC shall be an independent contractor and FAPPO will not be responsible for payment of payroll taxes or benefits for its employees or subcontractors.

3. The AMC shall not negotiate commissions for itself in hotel contracts.

4. The AMC shall be responsible for payment of its own insurance premiums, bonds, and license fees, as required.

5. The AMC is responsible for all overhead and operating costs.

6. The term of the contract shall be one year, and is anticipated to commence on July 1, 2026, however FAPPO contemplates up to a 90 day overlap with the current Executive

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Director to support a successful transition. Services shall be continued on an annual basis, unless terminated by either party upon 120 days written notice.

7. The contract may be terminated, at any time for cause, by either party giving the other party a written 60 calendar day notice in the event of substantial failure of the other party to fulfill its obligations.

INSURANCE REQUIREMENTS

The AMC shall, during the term of the contract or any renewal or extension thereof, provide and maintain the types and amounts of insurance set forth herein. All insurance and certificate(s) of insurance shall contain the following provisions:

1. Name FAPPO, its directors, officers, and/or agents as additional insured as to all applicable coverage with the exception of workers compensation insurance.

2. Provide for at least thirty (30) days prior written notice to FAPPO for cancellation, non-renewal, or material change of the insurance.

3. Provide for a waiver of subrogation against the FAPPO for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance.

Insurance Company Qualification: All insurance companies providing the required insurance shall be authorized to transact business in Florida and rated at least “A” by AM Best or other equivalent rating service.

Certificate of insurance: Proposers are requested to provide with their proposal a statement affirming the proposer’s ability to obtain the required and affirm the required insurance will be submitted with the signed contract. A certificate of insurance shall also be provided no less than 30 calendar days prior to the expiration date of coverage during the term of the original contract or any renewals or extensions. All coverage amounts listed shall be in United States dollars.

Type of Contract Type and Amount of Insurance

Professional Services Professional Liability Insurance with a minimum of $1 million per occurrence and $2 million aggregate.

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QUALIFICATIONS

Required:

• Five or more years of progressive management experience in a non-profit voluntary sector organization.

• Experience with event planning, negotiations and marketing

• Organizational skills, including demonstrated attention to detail

• Ability to understand and analyze financial data

• Ability to efficiently schedule time and activities

• Ability to maintain effectiveness in varying environments and with varying tasks, responsibilities, or people

• Excellent oral and written communication skills

• Demonstrated computer skills

• Flexibility to travel to meetings as required by Board of Directors

• Bondable

Desired:

• Business administration experience

• Knowledge of the public purchasing profession

AWARD CRITERIA

The Contract will be awarded to the AMC submitting the most responsible and responsive proposal, price and other factors considered, in accordance with the specifications contained herein, provided the proposal is in the best interest of FAPPO to accept.

Proposals will be evaluated based on a weighted point system totaling 100 points, as outlined below. The Selection Committee will review and score written proposals to develop a shortlist of firms for in Person interviews.

Written Evaluation (Maximum 100 Points):

• Section B – Qualifications (40 Points) - Evaluation will be based on demonstrated education, years of experience, client mix, contract longevity, leadership capabilities, professional associations or affiliations, and professional certifications. Consideration will also be given to the firm’s litigation history, record of contract performance or termination, and overall financial stability.

• Section C – Value Added Proposals & Efficiencies (20 Points) - Points will be awarded for innovative, cost-saving, or value-added approaches that enhance the scope of services and demonstrate efficiencies or improvements to service delivery.

• Section D – References (10 Points) - Evaluation will consider the relevance, quality, and feedback from at least three comparable client organizations, preferably in the procurement or non-profit sectors.

• Section E – Fee Structure (30 Points) - Points will be awarded based on the reasonableness, clarity, and competitiveness of the proposed monthly management fee, inclusive of all work detailed under the scope of services.

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Following the written evaluation, the top-ranked firms (minimum of three, if available) will be invited to participate in an in person interviews, which will serve to clarify and expand upon the information provided in the written submittals.

In Person Interview:

• Quality and Clarity of Presentation - The ability to communicate effectively, demonstrate organizational alignment with FAPPO’s mission, and convey a clear understanding of project goals.

• Team Expertise and Responsiveness - Assessment of key personnel’s experience, leadership approach, and ability to respond to committee questions with insight and professionalism.

The final ranking will be determined after the in person interviews.

PROPOSAL TIMELINE

It is the desire of the Selection Committee to follow the proposal tentative timeline as listed below; however, the Selection Committee reserves the right to modify the evaluation schedule, as necessary.

Solicitation Issued Friday, November 7, 2025 Proposals Due Friday, December 19, 2025 by 4:00pm EST Evaluate Proposals January 5, 2026 – January 12, 2026 Notify Short List Candidates of Interviews Friday, January 16, 2026 Short List In Person Interviews Friday, January 30, 2026 Present Recommendation to FAPPO Board Thursday, February 12, 2026 Contract Begins (90 day overlap) Wednesday, April 1, 2026

RFP FORMAT

Electronic submissions shall be made through the Bonfire e-procurement portal for ease in distribution to the evaluation committee members. To ensure consistency, proposals must conform to the following format:

• Introduction

• Table of Contents

• Sections

A. Introduction B. Qualifications C. Value Added Proposals & Efficiencies D. References E. Fee Structure F. Sample Contract

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Section A – Introduction This section should contain your understanding of the FAPPO’s needs and objectives as outlined in our Mission and Vision Statements and attached Exhibits.

Section B – Qualifications

a. This section shall address education, years of experience, contract longevity, leadership capabilities, professional associations or affiliations, professional certifications, and identify whether or not your firm is accredited through the AMC Institute.

b. Provide detail about your client mix, identify how many current clients are state associations, and specify how many total clients our assigned representative will work with concurrently.

c. Summary of Litigation: Provide a summary of any litigation, claim(s), or contract dispute(s) files by or against the Proposer in the past five years, which is related to the services that Proposer provides in the regular course of business. The summary shall state the nature of the litigation, claim or contract dispute, a brief description of the case, the outcome or projected outcome, and monetary amounts involved.

d. List any contracts that were terminated for convenience, cause, or default, in the past five years.

FAPPO reserves the right to request financial statements for review.

Section C – Value Added Proposals & Efficiencies This section should address any proposed valued added areas of interest and proposed efficiencies.

Section D – References This section should contain names of at least three organizations, most preferably procurement, non-profit or similar organizations, for which services have been provided. A sample of the information you’ll be asked to provide through the Bonfire platform is located on page 14.

Section E – Fee Structure Provide the monthly management fee, to include all work detailed under the scope of services.

Section F – Contract Enclose copies of your standard contract, if any. Indicate any clause(s), which are conditional or non-negotiable.

PROPOSAL SUBMITTAL & POINT OF CONTACT

Sealed Electronic offers for furnishing the above will be accepted up to 4:00 PM (EST), Friday, December 19, 2025, via the electronic procurement portal referenced above.

To maintain a secured sealed process electronic submissions are required to be made through the Bonfire e-procurement portal only at:

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Town Of Palm Beach Procurement Portal

Responses received after the submission deadline and/or transmitted outside of the designated Bonfire e-procurement portal will be rejected.

To ensure that your proposal is responsive, you are urged to request clarification or guidance on any issues involving this solicitation before submission of your response. The point-of-contact for clarifications is:

Carrie Mathes, FNIGP, CFCM, NIGP-CPP, CPPO, C.P.M., CPPB, APP, FCCM FAPPO Past President Email: Carrie.Mathes@ocfl.net

Bonfire e-procurement portal instructions: Proposers are required to register in the e-procurement platform (at no cost) to initiate the proposal submittal process. For guidance on how to initiate the registration process, visit Euna Solutions Vendor Registration.

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REFERENCES

Name of Company Submitting Proposal:

REFERENCE #1:

Company Name:

Address:

Contact Person and Title:

Phone: Email Address:

Contract Period: Scope of Work:

REFERENCE #2:

Address:

Contact Person and Title:

REFERENCE #3:

Address:

Contact Person and Title:

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Exhibits

FLORIDA

ASSOCIATION

OF PUBLIC

PROCUREMENT

OFFICIALS

Adopted May 23, 2023

By-Laws

2 FAPPO By-Laws

ARTICLE I: NAME, PRINCIPAL OFFICE AND PURPOSE

1. Name The Corporation was formed in 1968 as an association, and incorporated under the laws of the State of Florida on October 28, 1985 as the Florida Association of Public Procurement Officials, Inc., and shall hereinafter be referred to in these By-Laws as "Association", and may be referred to in acronym form as “FAPPO”.

2. Principal Office The principal office location and mailing address of the Association shall be determined by the Board of Directors.

3. Purpose The purpose of the Association is as follows:

a. To foster and promote advancement in the public purchasing profession through study and discussion.

b. To provide a marketplace for exchanging ideas and information designed to the approach of the public purchase in an air of mutual interest.

c. To give taxpayers information on governmental procurement activities in order to foster interest in public affairs and cooperation between governmental buyers and those they serve.

d. To develop and promote simplified standards and specifications for governmental buying.

e. To work for the improvement of laws relating to governmental purchasing.

f. To obtain, posses, and disseminate information pertaining to any and all matters of interest or moment to its members, and to promote the general welfare and prosperity of the State of Florida as a whole.

g. To have and exercise all such powers, as may be necessary or convenient to the accomplishment of the general objectives herein set out, and to have and exercise all rights, powers, and privileges granted and permitted to not-for-profit corporations by the laws of the State of Florida.

ARTICLE II: MEMBERSHIP

1. Classifications The Association includes six (6) classifications of membership: Regular, Agency, Transitional, Retired, Academia and Associate. All memberships are for a period of one year with the exception of Retired memberships, which are for a period of three years.

2. Membership Types

a. Regular membership consists of individuals who are employees of a public agency, or quasi-governmental non-profit agency located within the State of Florida, and who holds a position where their primary responsibilities are specific to procurement or material management activities.

b. Agency membership may be provided for public or quasi-governmental entities consisting of more than one procurement or materials management individuals.

c. Transitional membership is reserved for persons who have been a Regular or Agency member for a minimum of one (1) year, who are no longer employed by a public entity and are actively attempting to obtain re-employment at a public entity.

d. Retired membership is reserved for all members of the Association who have retired from the public procurement field. A retired membership is approved for a period of three years.

e. Academia (Non-Voting) membership is reserved for individuals that provide their expert knowledge to FAPPO in the form of “academic activity” or are a full-time student.

f. Associate (Non-Voting) membership is reserved for members of other public

3 FAPPO By-Laws procurement associations, national boards, councils, and persons who are employees of a public agency, or quasi-governmental non-profit agency located within United States of America or Canada, or individuals who hold a position where their primary responsibilities are specific to procurement or materials management oversight.

3. Membership Dues Membership dues for individuals and agencies are due and payable on the anniversary date of their membership of each year, or in the case of a new member, in conjunction with their application and payment for membership.

Should the Board of Directors recommend a change to the dues, the membership will have the opportunity to vote at a scheduled membership meeting or via other approved voting method.

Membership dues shall not be prorated.

If dues are paid by an individual, they may be transferred with the individual should they change their employment or membership status.

If membership dues were paid by a public or quasi-governmental entity, and the individual ceases employment with that entity, another individual may succeed to the membership without duplicating dues paid for the membership, upon written notification to the Membership Chair.

4. Termination and Reinstatement of Membership Failure to pay current dues within thirty (30) days of the anniversary date shall result in the termination of membership, and forfeiture of all rights to member benefits. The “grace period” shall consist of 30 calendar days after the membership anniversary date.

Upon failure of member, or member agency to adhere to the professional standards or Code of Ethics of FAPPO, the Board of Directors may, after conducting due process, suspend or revoke any individual’s membership or the agency’s membership.

ARTICLE III: OFFICERS

1. Definition The Officers of the Association shall consist of President, Vice President, Treasurer, and Secretary.

These officers shall perform the duties prescribed by these By-Laws, the Policy and Procedures Manual, the Officer’s, Board and Committee Chair’s Manual and by the parliamentary authority adopted by this Association.

2. Term The President, Vice President, and Secretary shall be elected to serve one (1) year terms and their term of office shall coincide with the fiscal year. The Treasurer shall be elected to serve a minimum of a three-year term.

3. Minimum Requirements A candidate for office must be a Regular or Agency member, in good standing, prior to the scheduled election for such office.

A candidate for office must hold a professional procurement, contract administration, or materials management certification from a universally recognized professional association or Council at the time of election to any office and for the duration of the term(s) of office.

4. Vacancies Should a vacancy occur in any office, the Board of Directors shall appoint either a current officer or a past president to serve for the duration of the vacated term of office.

5. Officer Membership Status Should any officer have a change in membership status making them ineligible to serve as an officer, for more than 90 days, that officer shall tender their resignation to the President, or Vice President in the event of membership change of the President.

Failure by the officer to tender their resignation will be cause for the Board of Directors to declare the office vacant.

6. Election of Officers

4 FAPPO By-Laws

Nominations must be submitted to the Association’s Vice President in writing and must be received prior to the scheduled election. The Board of Directors shall set forth the process by which candidate nominations are submitted.

Every valid nomination received shall be posted to the Association’s website at least five days prior to the scheduled election and notice of the nominations shall be provided to the membership.

Nominations from the floor will not be accepted. If a candidate does not receive a majority vote, of eligible votes, excluding blank votes, after the initial vote, a run-off ballot between the top two candidates will be held.

Elections shall be conducted in one of the following, at the discretion of a majority of the Board of Directors:

a. At a scheduled membership meeting; by a majority of the members present;

b. By written ballot mailed to all members by a majority of the members voting; or

c. By any electronic means available to all members of the Association by a majority of the members voting.

No more than one member from a given agency may serve as an officer at the same time. However, if an Officer accepts employment at an agency where another officer is employed, at any time after they are elected, this restriction shall not apply.

ARTICLE IV: DUTIES OF THE OFFICERS

1. President The President shall serve as a member of the Board of Directors and provide leadership to the Board and Association and perform duties as defined in the Policies and Procedures Manual and the Officer’s, Board and Committee Chair’s Manual.

2. Vice President

The Vice President shall serve as a member of the Board of Directors and assist the President in the leadership of the Board and the Association as defined in the Policies and Procedures Manual and the Officer’s, Board and Committee Chair’s Manual.

The Vice President becomes President of the Association upon completion of their term of office as Vice President.

3. Treasurer The Treasurer shall serve as a member of the Board of Directors and has the fiduciary responsibility of accounting for the Association’s finances as defined in the Policies and Procedures Manual and the Officer’s, Board and Committee Chair’s Manual. The Board, at its discretion, may procure outside professional services to assist in the accounting of Association funds.

The Treasurer position is a minimum of a three-year term with the option to extend on an annual basis with no term limit upon approval of the Executive Board.

4. Secretary The Secretary shall serve as a member of the Board of Directors and shall maintain the Association records and distribution of correspondences as defined in the Policies and Procedures Manual and the Officer’s, Board and Committee Chair’s Manual.

The Secretary becomes Vice President of the Association upon completion of their term of office.

5. Termination Any officer who fails to perform their duties, is determined to be unfit for their office, abuses Association funds, or violates the policies and ethics established by the Association, may be removed from office.

Proceedings shall be in accordance with the Policies and Procedures Manual and by majority vote of the Board of Directors. Any such action, not otherwise addressed in these By-Laws or the Association procedures, shall be governed by Robert’s Rules of Order.

5 FAPPO By-Laws

ARTICLE V: BOARD OF DIRECTORS

1. General The Board of Directors shall consist of the current four

(4) officers and all Past Presidents who are Regular or Agency members in good standing

The affairs of the Association are managed by the Board of Directors. It is their duty to carry out the objectives and purposes of the Association and perform duties as defined in the Policies and Procedures Manual and the Officer’s, Board and Committee Chair’s Manual.

Additions, changes or deletions to the Policies and Procedures Manual or the Officer’s, Board and Committee Chair’s Manual shall be incorporated after majority vote of the Board of Directors and shall be in accordance with the By-Laws.

2. Contracts The Board of Directors may authorize any Officer, Board of Directors’ member, or other agent of the Association, to enter into or execute any contract on behalf of the Association. However, without such authorization, no person has the power or authority to bind the Association under any contract or agreement, to pledge the Association’s credit, or render the Association liable for any purpose or amount.

3. Compensation Board members do not receive compensation for their services but may be reimbursed for expenses.

4. Termination Any Board of Director member who abuses Association funds or violates the policies or ethics established by the Association may be removed from the Board.

Proceedings shall be in accordance with the Policies and Procedures Manual and by a majority vote of the Board of Directors. Any such action not otherwise addressed in these By-Laws or the Association procedures shall be governed by Robert’s Rule of Order.

ARTICLE VI: COMMITTEES

1. Authority The President shall establish or dissolve any committee deemed advisable for the efficient operation of the Association. The President shall be an ex officio member of each committee.

2. Duties Chairs and members shall perform duties as defined in the Policies and Procedures Manual and the Officer’s, Board and Committee Chair’s Manual.

3. Standing Committees Committee Chairs shall be appointed by the President, Committee members shall be approved by the President each year.

All committee chairs and members shall serve for a one-year period, in conjunction with the fiscal year.

Terms for FAPPO representatives on other Boards and Councils are determined by the respective Board or Council. The duties of each of the committees are delineated in the Officer’s, Board and Committee Chair’s Manual.

4. Other Committees and Task Forces The President shall appoint chairs and approve members to all other committees and task forces each year as is necessary to conduct the business of the Association.

5. Termination Any committee or task force chair or member who fails to perform their duties, is determined to be unfit for their office, abuses Association funds, or violates the policies or ethics established by the Association, may be removed from their respective committee or task force.

ARTICLE VII: MEETINGS

1. Membership Meetings Meetings of the membership are held at least one time per year at times and places determined by the Officers.

6 FAPPO By-Laws

All members, except those classified as Associate and Academia, may vote on matters of business and elections.

Proxy votes are not permitted.

At the discretion of the Board, voting may be conducted via:

a. Paper ballot or audible vote at a scheduled membership meeting by a majority of the members present;

b. By written ballot mailed to all members by a majority of the members voting; or

c. By any electronic means or digital communications available to all members of the Association by a majority of the members voting.

Majority vote shall prevail, excluding blank votes. The officiating President shall break any tie votes.

2. Board of Director Meetings Board members must be present or attend via digital communications to vote.

A majority of attending Board members must vote on each issue and the majority vote shall prevail. The officiating President’s vote shall break any tie votes.

Proxy votes are not permitted.

Should a time sensitive or urgent issue occur that requires an immediate Board of Directors decision, and which cannot be deferred to a regularly scheduled Board of Directors meeting, the President, or other Officer, shall notify all members of the Board of Directors of the date and time and the reason for the meeting.

Unexcused absences from two (2) consecutive Board meetings per fiscal year may be cause for removal from office or the Board.

3. Special Meetings Special membership meetings may be called at the discretion of the President or upon request of 10% of the membership. The purpose of the meeting shall be stated in the call. At the discretion of the Board, special meetings may be held by digital communications.

Should a time-sensitive or urgent issue occur that requires an immediate Board of Directors decision and which cannot be deferred to a regularly scheduled Board of Directors meeting, the President shall solicit all active Board of Directors members by digital communications. Majority vote shall prevail, excluding blank votes. The officiating President shall break any tie votes.

4. Annual Conference An annual conference may be held at a place and time selected by the Officers.

5. Fall Workshop A Fall Workshop may be held at a place and time selected by the Officers.

6. Quorum A quorum exists when:

a. A majority of Board members are present at Board meetings.

b. A majority of registered members are present at a membership meeting or conference.

c. 15% of eligible members participate via digital communications or by mail-in ballot.

The Board of Directors reserves the right to postpone or hold a re-vote by any approved method if it determines an under representation of member participation has occurred.

7. Attendees Committee chairs, committee members, and other guests in attendance shall be non-voting participants at all Board of Director’s meetings. The Board of Directors may consider certain items in closed session if the President rules them to be confidential in nature and in the best interest of the Association and its membership.

7 FAPPO By-Laws

8. Recording of Minutes Recording devices shall not be used at any meetings except by the Secretary in their official capacity.

ARTICLE VIII, REPRESENTATION ON NATIONAL

BOARDS

In support of the UPPCC, NCPPC, NPI, the NIGP Certification Commission, and other national procurement boards and commissions, the President, based on recommendations by the Officers, shall appoint members to represent the Association on these boards and commissions. These appointments shall take place on an as-needed basis to fill vacancies.

The term and duties of each of the national board and commission appointees are delineated in the Officer’s, Board and Committee Chair’s Manual.

ARTICLE IX, CONSULTING AND EXECUTIVE SERVICES

The Association may contract with consultants and other third-party providers to provide executive director, event planning, and other strategic services determined by the Board of Directors to be in the best interest of the Association.

ARTICLE X: FUNDS

1. Insurance The association shall maintain insurance or a fidelity bond for Board members and other agents of the Association including the executive director, who control or disburse funds of the association. The association shall maintain and bear the cost of the insurance or bond.

2. Expenditures and Approval of Payments Expenditure approval and issuance of payments shall be in accordance with the Policies and Procedures Manual.

Expenditures require approval of the Board and funds shall be dispersed by check, credit card, electronic transfer, or other approved means. The authorized signature shall be the Officers whose signatures will be registered with the Association’s banking institution. Officers must obtain the signature of another Officer on checks that will be issued to them personally.

3. Issuance of Checks The Treasurer shall pay out Association funds only on written approval by the President or Vice President and within the approved budget line item.

4. Restrictions Placement of Association funds shall be restricted to checking accounts, savings accounts, certificates of deposit, treasury notes or other investment products that are protected by the Federal Deposit Insurance Corporation (FDIC) and approved by the Board of Directors.

ARTICLE XI: ACCOUNTING SERVICES

The Association may contract with a Certified Public Accountant, at the discretion of the Board of Directors, to provide financial reports in accordance with Income Tax Basis Accounting Principles and for any other accounting purposes required.

ARTICLE XII: FISCAL YEAR

The Association’s fiscal year shall be July 1 through June 30.

ARTICLE XIII: INDEPENDENT ASSOCIATION

The Association shall be an independent association and shall not be an affiliate, chapter, subsidiary, or otherwise related to any other National, State, or local association, corporation, or organization.

ARTICLE XIV, POWERS AND LIMITATIONS

Subject to the provisions and limitations of the State of Florida Division of Corporations Law and any other applicable laws, and subject to any limitations of the Articles of Incorporation or these By-Laws, the Association’s activities and affairs shall be managed, and all corporate powers shall be exercised by, or under the direction of, the Board. The Board shall

8 FAPPO By-Laws exercise leadership in determining matters of manual and shall delegate to the officers and/or employed executive directors designated by the Board the authority to carry out the day-to-day business affairs of the Association and to implement Board policies and procedures.

Without prejudice to the general powers set forth above, but subject to the same limitations, the Board shall have the following powers:

a. Consider the annual budget presented by any designated Board Committee, make such revisions in the budget as it may deem advisable, and approve a final form of budget.

b. Require annual written reports on operations from any Committees and Task Forces and from any Officer or Executive Director as it deems appropriate.

ARTICLE XV: PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order shall govern the Association in all cases in which they are applicable and where they are not inconsistent with these By-Laws or any special rules of order the Association may adopt.

ARTICLE XVI: AMENDMENTS

The By-Laws may be amended at any general membership meeting or other approved voting process by a simple majority vote of the membership, provided a quorum is present.

ARTICLE XVII: DISSOLUTION

On dissolution or final liquidation of the Association, the Board of Directors shall, after paying or making provision for payment of all lawful debts and liabilities of the organization, distribute all the assets of the organization to one or more of the following categories of recipients, as the Board of Directors shall determine:

a. A non-profit organization or organizations which may have been created to succeed the Association, provided such organization or each of such organizations shall qualify as an organization described in Section 501 (c) (3) of the Internal Revenue Code.

b. A non-profit organization or organizations having similar aims and objectives as the Association and which may be selected as an appropriate recipient of such assets, provided such organizations or each such organizations shall qualify as an organization described in Section 501 (c)(3) of the Internal Revenue Code;

and/or

c. A public institution or institutions of higher learning within the State of Florida, including, but not limited to, state universities and state/community colleges. Public educational institutions with recognized curriculum, including courses in purchasing, procurement, materials management, or public administration, may be given preference over institutions which do not offer such curriculum.

-END-

CATEGORY July 2020-June 2021 July 2021-June 2022 July 2022-June 2023 July 2023-June 2024 July 2024-June 2025

INCOME

0001 Wells Fargo Cash Back 2119.72 628.39 400 Income 401 Annual Conference Registration 65,000.00$ 67,070.00$ 117,165.00$ 141,745.00$ 402 Membership Dues 55,995.00$ 55,995.00$ 64,730.00$ 66,985.00$ 67,340.50$ 403 Interest/Investment 41.13$ 41.13$ 19.60$ 155.59$ 83.57$ 4031 Money Market Interest 50.00$ 1.07$ 10.84$ 124.94$ 107.59$ 4032 Investment Fund Interest 50.00$ Total 403 Interest/Investment 91.13$ 92.20$ 30.44$ 280.53$ 191.16$ 407 Fall Workshop Registration 10,320.00$ 8,097.00$ 8,965.00$ 12,456.00$ 408 Trade Show Income (1,100.00)$ 66,236.00$ 131,950.00$ 154,657.50$ 168,325.00$ 413 Sponsorships (32,900.00)$ 45,000.00$ 77,800.00$ 112,090.00$ 105,800.00$ Total 400 Income 22,086.13$ 242,643.20$ 349,677.44$ 460,143.03$ 495,857.66$ Total Income 22,086.13$ 242,643.20$ 349,677.44$ 462,262.75$ 496,486.05$

GROSS PROFIT 22,086.13$ 242,643.20$ 349,677.44$ 462,262.75$ 496,486.05$

EXPENSES

500 Annual/Spring Conference Exp

501 Audio Visual 6,000.00$ 12,267.12$ 47,426.69$ 36,448.49$ 502 Badges 1,642.00$ 1,354.48$ 1,352.18$ 503 Banquet 17,000.00$

504 Transportation 1,801.30$ 4,497.46$ 509 Hotel Expense 1,679.00$ 1,634.84$ 510 First Time Attendees 1,081.40$ 1,000.00$ 1,000.00$ 1,000.00$ 512 Plaques & Awards 3,256.00$ 3,034.61$ 3,311.52$ 4,585.83$ 513 Registration Desk 276.97$ 276.97$ 515 Speakers 15,000.00$ 7,705.29$ 7,705.29$ 6,590.85$…