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VIRTUAL MANAGEMENT SERVICES TO OWIT INTERNATIONAL – REQUEST FOR PROPOSAL

VIRTUAL MANAGEMENT SERVICES TO OWIT INTERNATIONAL – REQUEST FOR PROPOSAL

The Organization of Women in International Trade (OWIT) is a 26-year old voluntary non-profit membership organization of women and men involved/interested in international trade and business which serves as the unifying body of a network of chapters across the United States and around the world. Its mission is “United around the globe to foster international trade and the advancement of women in business”. The OWIT International network comprises “local” chapters (currently 27) as well as a “virtual” chapter for members without a local chapter nearby. All chapter members are automatically members of OWIT International. OWIT International is incorporated in Washington, DC and operates under US laws.

To support its current operations and future growth, OWIT International seeks a management company that believes in the OWIT mission and is willing to fully participate in its management and growth. Preference will be given to a woman-owned business owned by an OWIT member or affiliated with OWIT.

Specifically we seek a management company to provide the following services at a flat monthly fee:

(1) Support to OWIT International Board Administrative Manager OWIT 2022 RFP & Executive Committee
OWIT International is governed by a Board of Directors comprising one representative from each chapter and an Executive Committee. The Board and the Executive Committee each meet virtually via conference call ten times per year (calls average one hour). Twice per year the Executive Committee and the Board meet in-person over a week-end (April/May & September/October). Conference call support is provided for those unable to attend in-person. (OWIT currently maintains an account with ZOOM but welcomes suggestions for comparable services if they produce cost-savings.)

A. Recordkeeping

      1. Maintain a current Master List of Executive Committee Officers (names, roles, and contact information)
      2. Maintain a current Master List of OWIT Chapters
      3. Maintain a current Master List of the names and contact information for each Chapter President and the Chapter’s Representative to the OWIT Board

 

B. OWIT Executive Committee and Board Conference Calls

      1. Set up monthly Executive Committee and Board conference calls with conference call provider
      2. Notify Executive Committee and Board members of scheduled calls one week in advance of such calls, respectively
      3. Store recording transcript of monthly Executive Committee and Board conference calls
      4. Provide Minutes of Executive Committee and Board conference calls (containing key actions and decisions taken) to OWIT President and Secretary-General Counsel no later than two (2) days after the respective call
      5. Distribute minutes of conference calls to Executive Committee and Board members no later than five (5) days after the relevant monthly call

 

C. Marketing & Communications

      1. In general, support the development and growth of the OWIT brand working in conjunction with OWIT VP, Marketing & Communications
      2. Maintain and grow OWIT global contact list to support webinar/event promotions
      3. Send out email blasts and announcements of events
      4. Support production of and disseminate OWIT e-newsletter (quarterly)
      5. Create marketing materials for webinars, programming and special events
      6. Promote OWIT information utilizing traditional and social media channels
      7. Monitor communications sent to “info@owit.org” and “secretary@owit.org” and respond/take appropriate follow-up action
      8. Support development and maintenance of databases on current and prospective Sponsors and Partners working in conjunction with OWIT VPs, Partnerships/Sponsorships

 

D. OWIT Webinar Programs

      1. In general, support the effective promotion, delivery, and growth of OWIT webinar programs (revenue generator for the organization) working in conjunction with OWIT VP, Programming
      2. Set up, operate, and record webinars – held once/twice monthly for one hour
      3. Create and disseminate marketing materials for webinars
      4. Manage registration process for webinars
      5. Track event participation and review effectiveness of communications
      6. Support the transfer of recorded webinars to OWIT Store & promote OWIT Store content

 

E. Web Master

      1. Maintain up-to-date information on upcoming and recorded webinars (see E above)
      2. Post in a timely manner OWIT Press Releases, Newsletters, and other information
      3. Keep time-sensitive information posted and up-to-date, notably:
        • OWIT Leadership Page
        • OWIT Sponsors & Partners
        • Listing of OWIT Chapters
        • News
        • Newsletters (quarterly)
        • Documents under Information Management (see G below)
        • Other relevant content as determined periodically

 

F. Information Management

      1. In general, support OWIT General Counsel in developing and maintaining a safe and efficient system of information storage and retrieval, using Repository function on OWIT website and/or other available tool(s)
      2. Set up and maintain Repository (and/or other tools) for use by OWIT Officers & Board members to safely and efficiently access and retrieve relevant documents and tools, notably:
        • Master Lists of chapters, officers, board members (see A above)
        • OWIT Bylaws
        • Minutes of OWIT meetings
        • OWIT Strategic Plan & related documents
        • Annual Budget
        • OWIT letterhead & branding materials
        • OWIT Chapter Support Manual
        • Materials used by Executive Officers

 

G. OWIT Virtual Chapter Support

      1. In general, support the integration and growth of the OWIT “Virtual” Chapter, which is managed directly by OWIT International, (an OWIT revenue source) working in conjunction with OWIT VP, Chapter Support
      2. Support development and promotion of value proposition for virtual membership
      3. Support marketing campaign to grow virtual membership
      4. Set up, operate, and record virtual program to connect all OWIT members (annual event TBD)

 

KEY REQUIREMENTS:

      • Ability to work virtually
      • Strong communication skills
      • Prior experience with membership-based non-profit organizations is highly desirable
      • Ability to communicate in Spanish is desirable

 

(2) SUBMISSIONS

Bidders shall provide a response indicating:

(1) The approach to be used in providing the required services
(2) The price for which the bidder can provide this service.
(3) Qualifications & a minimum of two references

Responses are due June 20th, midnight, EST and are to be emailed to President@owit.org cc VP-secretary.org

INQUIRIES: Send inquiries or questions about this RFQ to President@owit.org and cc VP-secretary.org

Disclaimers
This document is the proprietary and exclusive property of The Organization of Women in International Trade (OWIT). No part of this document, in whole or in part, may be reproduced, stored, transmitted, or used for design purposes without the prior written permission of The Organization of Women in International Trade.
The information in this document is for information purposes only.
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