TEXAS PUBLIC PURCHASING ASSOCIATION (TxPPA)

REQUEST FOR PROPOSALS

ASSOCIATION MANAGEMENT SERVICES

DUE DATE:

SEPTEMBER 17, 2026

3:00 PM CST

PROPOSALS TO BE RECEIVED PRIOR TO DEADLINE, SUBMITTED VIA OPENGOV

https://procurement.opengov.com/portal/rosenbergtx

Table of Contents

1. Introduction and Project Dates The Board of Directors for the Texas Public Purchasing Association is soliciting Proposal(s) (RFP’s) from Association Management Companies (AMC) who are interested and qualified to provide professional administrative management and conference support for the association.

It is the intent of the Texas Public Purchasing Association to select one or more individuals or AMCs to accomplish all the services outlined in this Request for Proposal.

1.1 Tentative Schedule

1.2 Contract Term

The initial term of the contract shall begin November 1, 2026, through December 31, 2027. Thereafter, any renewals shall be mutually agreed about by the TxPPA Board and Management Company for one-year periods (January 1 through December 31 of each renewal year). The contract may be renewed for up to four (4) additional one (1) year terms. In the event a new contract cannot be executed by December 31, 2031, or any renewal term, the contract may be renewed month-to-month until a new contract is executed. Should either party decide not to renew the contract, they shall notify the other at least sixty (60) days in advance.

1.3 Question Deadline

No additional questions may be submitted once the question deadline has passed. TxPPA will address all questions as promptly as possible. Questions may be addressed out of order from receipt, depending on the complexity of the responses required.

1.4 Potential Interviews

Interviews, if needed, may be conducted via Zoom on the week of October 12th, 2026. Please reserve these dates or indicate in your proposal, at the time of submission, if you have conflicts with these dates.

2. Definitions In order to simplify the language throughout the rest of the document, the following definitions shall apply:

BOARD – The elected officials of TxPPA given the authority to exercise such powers and jurisdiction of all Association business as conferred by the Association Constitution and Bylaws.

CONTRACT – An agreement between TxPPA and an AMC to furnish services over a designated period of time.

AMC – Association Management Company or the successful Offeror of this request.

RFP – Request for Proposal TEXAS PUBLIC PURCHASING ASSOCIATION – Same as Association TxPPA - Texas Public Purchasing Association TxPPA Designee – Current Association President or Vice President (president@txppa.org / vicepresident@txppa.org)

3. TxPPA History, Background Information, & Purpose In November 2006, the Texas County Purchasing Association (TCPA) and the Texas Purchasing Management Association (TPMA) voted to merge into one organization. TxPPA officially began its journey on January 1, 2008. TxPPA is the first and only statewide multi-agency organization for Public Procurement Professionals in Texas. TxPPA members represent cities, counties, schools, colleges, universities, special districts, and state agencies in Texas.

There are currently 1,000+ members and 375+ agencies represented statewide.

TxPPA conducts two educational conferences per year:

· Spring Conference

· Fall Conference Conferences are held in various locations each year to make educational opportunities more accessible to all members within the State.

TxPPA has expanded educational opportunities by offering additional, virtual trainings throughout the year at no charge to members. At least four (4) virtual trainings per year are scheduled, one (1) per quarter.

TxPPA uses Personify products for Association Management. We currently utilize the following Personify products:

· MemberClicks Trade

· MemberClicks Job Board

· MemberClicks Classroom

· A2Z Events

· MobileUp (TxPPA Member App) The 2026 TxPPA Board of Directors can be found at:

https://www.txppa.org/board-of-directors.html TxPPA’s primary goal is continuing education for our members, their agencies, our legislators, contractors and citizens. One of our long-term goals is to standardize the purchasing statutes that govern the various government agencies that we represent. Other goals and objectives include:

· Establishing cooperative relationships among our members for the development of efficient purchasing methods and practices in the field of public procurement;

· Promoting the highest ethical standards of conduct in the performance of public and non- profit purchasing;

· Simplifying procurement standards and specifications;

· Providing informed counsel to others who are responsible for the formulation and promulgation of policies, rules and laws which directly or indirectly affect the process of public and non-profit purchasing;

· Collecting and disseminating useful information to our members;

· Promoting the interchange of ideas and experiences within the public purchasing profession; and

· Encouraging research and investigation and to sponsor such other activities as may be useful in providing its members with knowledge for efficient procurement.

4. 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:

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

· Provide support for the spring and fall conferences 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;

· Other administrative duties as assigned by the President.

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

5. Scope of Services Proposals shall include all costs associated with providing the following minimum requirements relative to the scope of services defined herein. Cost should be broken out for each category. TxPPA reserves the right to add or delete duties to the cope of services, as necessary.

The selected AMC will work in conjunction with the Board, assisting with a variety of duties, as needed, however the AMC will not control the operations or make decisions on behalf of the Association.

It is imperative that the selected AMC understands the key values of the Public Procurement Profession and agrees to operate accordingly, with transparency to our stakeholders, high integrity, and ethical behavior. The selected AMC will assist TxPPA in strategizing the effectiveness of the association, while building relationships and fostering teamwork among the Board, its committees, the vendor community, and association membership.

5.1 General Administration

5.1.1 Association Management

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

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.

Develop an operational plan which incorporates the goals and objectives that work toward the strategic direction of TxPPA.

Ensure the operation of TxPPA meets the expectations of its membership and Board.

Oversee efficient and effective daily operation of the Association.

Establish an organizational infrastructure that supports the goals of the Association.

Maintain excellent working relationships as a representative of TxPPA in all regards, including but not limited to members, Board of Directors, and vendors.

Other duties, as requested.

5.1.2 Board Support

Participate with the Board of Directors in developing a vision and strategic plan to guide the Association.

Identify, assess, and inform the Board of internal and external issues that may affect the Association.

Act as an advisor on all aspects of TxPPA’s activities.

Engage the Board in public policy areas and efforts that may support the public procurement profession.

Act as Association recording secretary.

Coordinate meeting arrangements, both virtual and in person.

Prepare meeting announcements.

Attend meetings of the Board of Directors.

Distribute meeting agendas and minutes.

Provide meeting agendas, minutes, and supporting documents at least one (1) week prior to the scheduled meeting to allow the Board of Directors ample time to review the necessary documents.

Attend other meetings as directed by the Board of Directors.

Provide an annual service plan or management timeline.

Provide a monthly activity report to the Board of Directors.

5.1.3 Membership Support

Maintain designated membership platform website.

Assist with membership approval and renewals.

Maintain and update membership records (individual and organizational).

Distribute literature, certificates, promotional information, etc. as appropriate.

Assist with collection of membership dues and conference registration fees.

Assist in the formulation of membership recruitment strategies.

Design, conduct, and summarize membership surveys, upon request.

Provide documents and information to board members upon request.

Assist with developing and offering a comprehensive career development program for public procurement officials.

Assist in responding to membership inquiries within 24 hours. Provide the Membership Chair with a list of any issues that have been outstanding for more than one (1) week.

Design TxPPA membership certificates, awards, or recognition plaques, upon request.

5.1.4 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

5.1.5 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:

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.

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.

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.

5.2 Conference Planning & Management

5.2.1 Conference Planning

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

5.2.2 Coordinate Site Logistics

Prepare and issue Requests for Proposals for future conference sites.

Coordinate future conference site visits with appropriate officer.

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

5.2.3 Coordinate Conference Program

Work with program chair to develop conference schedules, including educational and vendor sessions and special events.

Coordinate content upload to TxPPA Member App.

5.2.4 Conference Exhibitor & Partnership Prospectus Development Develop, update, and maintain the annual Exhibitor & Partnership Prospectus for the Conference Trade Show.

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

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

5.2.5 Prospectus Marketing & Outreach

Maintain and update a database of potential exhibitors and partners.

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.

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

5.2.6 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.

5.2.7 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.

5.3 Financial Management

Record income payments and deposits into account.

Assist Treasurer in preparing & filing tax returns.

Assist Treasurer and CPA Firm (if applicable) with annual audit.

Provide support as required to the President and Treasurer in preparation and development of the annual budget.

5.3.1 Revenue Streams

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

Provide recommendations for appropriate modifications to revenue streams.

6. Compensation, Expenses, & Terms of Agreement Compensation shall be based on a monthly fee to include all charges in carrying out the scope of services listed within this Request for Proposals.

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

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

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

The AMC is responsible for all overhead and operating costs.

The term of the contract shall be one year, and is anticipated to commence on November 1, 2026, however TxPPA contemplates up to a 60 day overlap with the current AMC to support a successful transition. Services shall be continued on an annual basis, unless terminated by either party upon 60 days’ written notice.

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.

7. 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:

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

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

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

7.1 Insurance Company Qualification

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

7.2 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.

8. Qualifications

8.1 Required

Three 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.

8.2 Desired

Business administration experience.

Knowledge of the Public Procurement Profession.

9. 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 TxPPA to accept.

Proposals will be evaluated based on a weighted point system totaling 100 points, as outlined below. The Executive Officers will review and score written proposals to develop a shortlist of AMCs for 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 AMC’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. TxPPA reserves the right to research interested AMCs and seek additional references outside of those provided in proposals.

· 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.

Following the written evaluation, the top-ranked AMCs (minimum of three, if available) will be invited to participate in interviews, which will serve to clarify and expand upon the information provided in the written submittals. The final ranking will be determined after the interview process has concluded.

Interview:

· Quality and Clarity of Presentation - The ability to communicate effectively, demonstrate organizational alignment with TxPPA’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.

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

· Cover Page

· Table of Contents

· Sections

· A - Introduction

· B - Qualifications

· C - Value Added Proposals & Efficiencies

· D - References

· E - Fee Structure

· F - Sample Contract Section A – Introduction This section should contain your understanding of the TxPPA’s needs and objectives as outlined in this RFP.

Section B – Qualifications

· This section shall address education, years of experience, contract longevity, leadership capabilities, professional associations or affiliations, professional certifications, and identify whether or not your AMC is accredited through the AMC Institute. AMC should identify key personnel assigned to TxPPA and provide resumes for each identified person. TxPPA reserves the right to request changes in personnel at any time.

· Provide details 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.

· 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.

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

· TxPPA 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, preferably procurement, non-profit or similar organizations, for which services have been provided. Please provide organization name, contact name, contact email, contact phone number, and years of service provided.

Section E – Fee Structure Provide the monthly management fee, to include all work detailed under the scope of services, by category (General Administration, Conference Planning & Management, Financial Management). Express your fee(s) in a lump sum not-to-exceed maximum amount and separate price for travel and related expenses (if applicable).

AMC shall incur no travel or related expenses chargeable to the Association without prior approval by an authorized TxPPA representative.

The actual contract amount will be negotiated after the AMC has been selected and the scope of work finalized.

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

11. Proposal Submission Sealed Electronic offers for furnishing the above will be accepted up to 3:00 PM (CST), September 17, 2026, via the electronic procurement portal referenced above.

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

https://procurement.opengov.com/portal/rosenbergtx Responses received after the submission deadline and/or transmitted outside of the designated OpenGov 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. All questions or requests for clarifications must be submitted via the Question & Answer section of the OpenGov e-procurement portal referenced above.

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