Proposal for ACVP

EXECUTIVE SUMMARY

We are pleased to present this proposal to American College of Veterinary Pathologists (ACVP). In this proposal, you will find information about how our firm intends to partner with your Association to uphold your strong reputation with your members and bring you to the next level. You will receive the benefit of our collective years of experience in managing multiple associations in a variety of industries, sharing with you best practices and trends that will help ACVP grow and prosper. This proposal will go into detail regarding our firm, our services, and the value we will bring to your organization — as well as our overall pricing structure. Below is a summary of a few key points we want to highlight for you regarding our proposal.

THE MEMBERSHIP EXPERIENCE

Your members are our customers, and we know that many times their interaction with our team is their only interaction with your Association. Our focus at IntrinXec is specific to ensuring a strong and positive member experience and to foster growth. This focus flows through everything we do from our team culture to response time to ensuring value-added communication. We want your members to have a first-class experience when they interact with our team so that they will walk away feeling valued and proud to be a member of your Association. This focus on the customer experience penetrates everything we do including their experience at your events, in your publications, and through phone calls and e-mail. Serving ACVP members goes beyond sustainability – it encompasses your goal of linking growth and retention with the members’ perception of value.

LEADERSHIP DEVELOPMENT

At least once annually, one of our senior account managers will train your Board on the roles and responsibilities of a volunteer board member, your legal and fiduciary responsibilities, and best practices in running an organization. This one-hour training session has proven time and time again to be highly beneficial to volunteer leaders, equipping them to be successful in their roles. We will also include information on the latest trends and changes in association management, allowing you to stay focused on new opportunities for keeping your organization fresh and relevant to its members.

BEST PRACTICE SHARING

Every month, our team at IntrinXec meets to discuss challenges, trends, and best practices in association management — sharing ideas and experiences with all of our clients. These collaborative sessions are immensely beneficial for generating new ideas, and will keep your Association on the cutting edge of innovation.

AWARD-WINNING DESIGN TEAM

Our creative team has won multiple awards in graphic and web design — bringing great value to our clients, and further exemplifying the professional image each of our clients has with their members. From annual reports to printed and digital publications, their creativity allows client communications to stand out in their respective industries. By utilizing online media and mobile communication — as well as traditional marketing tools — they help our clients communicate with diverse, multi-generational audiences, and cultivate an engaging membership experience.

LEAD RELATIONSHIP MANAGER (LRM)

Your organization also will be assigned a Lead Relationship Manager <LRM> to serve as a liaison between your client management team <CMT> and the Board. The LRM is responsible for obtaining continuous feedback from your leadership on your CMT’s performance and ability to exceed your expectations. The LRM goes beyond day-to-day management duties for your association and represents our proactive strategy for anticipating and addressing issues as they arise for NAO. In addition, we ensure that communication between the board and your CMT is strong and expectations are well defined and clear.

PROPOSED FEE FOR SERVICES

IntrinXec’s fee structure for management services is based on the information provided to us at the time of this proposal, and fees may vary based on additional information or clarification about the scope of services required.

Based on the information received in ACVP’s request for proposal, we are estimating a total first-year fee of $381,600 – broken down into a $375,000 retainer, $300 per month indirect expense fee, and a one-time cost for transition of approximately $3,000 (estimated around 40 hours x $75/hr.). Your total monthly retainer would be $31,550.00.

Thank you for your consideration of IntrinXec Management, Inc. for your association management services. We appreciate the opportunity and look forward to speaking with you further.

Sincerely,
David Jaffe
Principal / Owner

SCOPE OF SERVICES

The team at IntrinXec is fully equipped to provide all the services outlined in your supplied scope of work, plus more. Below we have highlighted a few details about what you can expect.

Association Management (Admin + Operations)

We have 23 full-time staff to ensure the day-to-day operations are running smoothly and efficiently. We develop and maintain an annual operations calendar that will guide the work we are doing to keep the staff and board members on task. Our Quality Customer Service policy was designed with the member experience in mind and includes a max 24-hour response time for all inquiries, via phone or email.

Executive Director

We will assign a dedicated staff member to serve as the Executive Director and lead a Client Management Team <CMT> to execute the needs of your organization.

Board of Directors

Our account executives are specifically trained to work with our clients on board governance and meeting preparation. We will manage all of the important details to ensure these meetings run smooth and are productive. In addition, we will provide ongoing value of sharing with you best practices in the areas of association management, as well as updating you on the latest trends in running successful associations.

Committees

A staff member will be available to support all Committee meetings including taking minutes if needed, and following up on action items.

Membership Support Services

At IntrinXec we recognize that your membership is the heart of your organization. Your members are your customers. Therefore, they are our customers too. We understand the importance of strong customer service and its impact on the overall perception of your organization, which ultimately speaks to the service level of our company. We have a strong customer service policy which makes the members, prospective members, sponsors, and donors the focal point of all we do. Our goal is to create the ultimate experience for anyone who interacts with your association.

Financial Management

IntrinXec manages associations of various sizes with budgets ranging from $100,000 to $2,000,000 - for which we understand ACVP falls well within. Our accounting team will work with your organization to provide accurate and timely financial information to your Board. From budget preparation to financial reporting, we will make sure you have the information you need to make solid financial decisions for your organization.

Meetings & Events

Our meeting and events planning team has experience planning multiple in-person and online events and meetings of all sizes and budgets. Our meeting planning staff each have more than 20 years’ experience in the meeting planning industry. We thrive when we’re working with our clients to put together successful events that meet and exceed expectations. With the coronavirus disease (COVID-19) crisis, our team has adapted to the current need for virtual conferences to follow health and safety guidelines.

Communications

We have an entire team of communication specialists on staff to serve our clients. Our award-winning Creative Department's talents in graphic and web design bring great value to our clients, further raising the professional image each of our clients hold with their members. From annual reports to journals, their creativity allows client communications to stand out in their respective industries. We have experience producing and publishing award-winning member magazines for several other associations. By utilizing online media, mobile communication, as well as traditional marketing tools, they help our clients communicate with diverse, multi-generational audiences and cultivate an engaging membership experience. Our creative team is joined by a full-time communications director who helps with content development, editing, social media, and other communication activities.

Technology

The members of our creative department are skilled in website development, and can act as the webmaster for ACVP’s website, acvp.org. We use a variety of hosting services designed for associations, including YourMembership (YM), which ACVP currently uses. We are well versed in overseeing: online registrations, online membership renewals and dues payments, member directories, educational and promotional materials, and sales and product delivery via online merchandising. We can also provide full-service assistance for live and/or recorded webinars, to include speaker orientations, online support during presentations with file sharing tools, and posting video via social media and/or the website.

Certification Programs

We have extensive experience with multiple organizations providing all services related to certification programs, such as ACVP’s MOC program.

Management Company Facilities

Our offices are located in Minneapolis, Minn., that can accommodate any storage space needed. In addition, we have multiple conference rooms available to our clients, should you have a need to meet in person. Although we are a Minnesota based company we have many years of experience managing national and international organizations.

Goals

Membership Growth

At IntrinXec, we feel membership growth and retention goes hand-in-hand with member engagement. Members do not pay dues just to be members as much as they pay because they are engaged through education, volunteering, and feeling that they are part of a community. Our staff will work with your volunteer Board to make sure that plans are in place for strong educational programs and engagement programs to keep members involved. Our staff will also work on growing membership by actively targeting nonmembers to attend the educational events so they see the benefit of your organization.

Transition Schedule

Transitions vary by client, so we charge a $75 hourly rate during the transition phase. Typical transitions take between 20 to 40 hours of work and include, but are not limited to, activities such as: - Obtaining and reviewing all files - Integrating financial system and records - Change of address notification - Updated filings with SOS - Setting up phone, mail forwarding, etc. - Resetting passwords, user names, etc. - Overall review/setup policies/procedures

Estimated Timeline:

May - September, 2021

Address & phone change announcements

September 15, 2021

Update website

September 15, 2021

Office move including transfer of all electronic files

September 15, 2021

Transition meeting at IntrinXec’s office with key leaders <video conferencing if face to face not an option>

By September 30, 2021

Update literature & letterhead

October 1, 2021

Press Release

October 1, 2021

Review financial reports; meet with treasurer <if applicable>

October 1, 2021

Annual board orientation <if desired>

First Quarter 2021

Complete transition checklist

October 31, 2021

PROPOSED FEE FOR SERVICES

IntrinXec is very committed to working with our clients to tailor our services to fit their budgets and help achieve their overall goals as an organization. Therefore, the proposal for management services is based on the information provided to us in the request for proposal - but is not an all-or-nothing offer. If you feel that IntrinXec is the best partner for your association management needs, we will work with you to clarify expectations and roles and provide a final quote and pricing structure that works for both parties.

Retainer

$375000

Indirect Expense Fee ($300/m)*

$3600

Transition Fee (estimated)

$3000

$0.00

Total: $381600

* Indirect Expenses Fee: In addition to the monthly management fee, IntrinXec will also charge a monthly Indirect Expenses Fee outlined in the proposed fees for service. This fee is used to reduce the overall cost of business and will replace many of your current office expenses, through pooled services and bulk fees shared with our current clients. The indirect expenses fee helps to create the best savings for our association clients (at no profit to IntrinXec). The fee covers the cost of conference calls, telephone expenses, messenger services, general shipping, FedEx, excess storage and other miscellaneous items, but does not include staff travel to events. Our goal is to make billing very easy and for the association client to be able to anticipate all costs before the year begins, without random charges that are surprises once a contract begins. Any expenses not contemplated herein will be communicated by IntrinXec, who will work together in good faith to determine the nature of the expense and whether it will be included or excluded from the management fee. In the event the parties cannot agree, IntrinXec shall not be obligated to assume the expense.