[Asis-l] RFP: Please distribute widely.

[aversa]

10 February 2003

University of Tennessee
School of Information Sciences
451 Communications & UEB
1345 Circle Park Drive
Knoxville, TN 37996-0341

Announcement:

The Association for Library and Information Science Education (ALISE) seeks 
management services for its association.  Individuals, institutions, and 
commercial organizations are invited to propose by March 24, 2003.

The Association for Library and Information Science Education is an individual 
and institutional membership organization whose mission is to encourage 
excellence in research, teaching, and service for library and information 
science education.  Known as ALISE since 1983, the association provides a 
venue for library and information science educators to discuss issues vital to 
the field.

ALISE is a leader in library and information science education, encouraging 
understanding of the ethics and values in the field and an awareness of 
trends, including trends in research, government, and society.  ALISE¡¯s 
quarterly publication Journal of Education for Library and Information Science 
provides a forum for writers to share their ideas on the history, problems, 
and changes in library and information science education.

ALISE also offers opportunities for members to participate in conferences, 
committees, and special interest groups and offers several teaching/service 
awards and research competitions.  An informative web page 
(http://www.alise.org) keeps members abreast of ALISE¡¯s purposes and current 
events, and provides job listings of interest to library and information 
science educators.

Please respond to our RFP by March 24, for consideration by our search 
committee and Board.  ALISE wishes to continue its strong leadership role in 
library and information science education and to grow as an association.  
Thank you in advance for your proposal.


Dr. Elizabeth Aversa
Past President of ALISE

EA/sds



Association for Library and Information Science Education

Request for Proposal



The Association for Library and Information Science Education seeks management 
services for the association.  These services may be supplied by an 
individual, an institution, or an organization.  If an institution or 
organization assumes this responsibility, there must be one individual who 
will be designated ¡°executive director¡± with responsibility for ALISE 
services.

BACKGROUND

The mission of ALISE is to promote excellence in research, teaching, and 
service for library and information science education.

ALISE was founded as the Association of American Library Schools in 1915, and 
since that time the Association has provided a forum for library educators to 
share ideas, to discuss issues, and to seek solutions to common problems.  In 
1983, the Association changed its name to its present form to reflect more 
accurately the mission, goals, and membership of the Association.

As a not-for-profit corporation, it is organized and exists under the laws of 
the State of Delaware.  The Association is exempt under Section 501 (c)(3) of 
the Internal Revenue Code.  It is currently managed by an association 
management firm.

ALISE has a membership of approximately 500 individuals and 55 schools of 
library and information science in North America.  In addition, there are a 
number of international members, both individual and institutional. 
Institutional dues are based on the institution¡¯s budget.  Individual dues 
are $90.00/year for regular membership; $75.00 for retired and part-time 
members; and $60.00 for students.

An elected volunteer board of directors is charged with governing ALISE.  The 
President, President-Elect, Immediate Past President, Secretary/Treasurer, and 
three Directors comprise the Board of Directors.

More information about ALISE is available on its website:  www.alise.org

MANAGEMENT SERVICES REQUIRED

The management services required include, but are not limited to, those listed 
below and in Appendix 1.  These services will be carried out under the 
direction of the ALISE Board of Directors.

Association Administrative Support:

It is expected that the executive director, whether an individual or from an 
organization or institution, should be capable of establishing and maintaining 
an effective infrastructure. It is further expected that the executive 
director will be proactive in recommending policy and new programs for the 
Board¡¯s consideration and will also provide information and guidance to 
facilitate the active participation of the membership; will follow through on 
Board decisions for services requested of the headquarters operation; and will 
keep the Board of Directors and the membership informed of the condition and 
operation of the Association.

Conferences and Meetings:

An annual conference, the chief revenue generating activity of the 
Association, is usually held immediately preceding the mid-winter meeting of 
the American Library Association.  The conference attracts approximately 400 
participants.  The executive director is responsible for conference logistics 
and registration and for implementing conference program decisions of the 
Board and membership. A volunteer program committee is responsible for the 
conference program, invites speakers, and oversees the organization of the 
conference.

Publications:

The Journal of Education for Library and Information Science, the ALISE 
Statistical Report, and the Membership Directory are the major publications of 
the Association.  The executive director will work with the appropriate 
editors and committees to ensure the timely publication of the materials. The 
executive director is also responsible for ensuring that the website is 
appropriately managed, hosted, and update.

OFFICE CAPABILITIES

The location of the successful candidate will serve as the principal office of 
ALISE, providing a service location for members and public.  Mail and phone 
answering, referral, technical and clerical service, and management services 
will be rendered for the entire association.

STAFF CAPABILITIES

The role of the executive director will be that of manager, leader, and 
advisor to work in partnership with the elected volunteer leadership.  The 
capabilities of the person(s) providing these services are essential for 
ALISE¡¯s success.  Individuals submitting proposals should outline their 
background, experience in either LIS education or association management, and 
other capabilities and skills.  Organizations and institutions must designate 
a specific person as executive director and outline that person¡¯s experience 
and background in the proposal.  Proposals from organizations and institutions 
should also include biographies of any staff specialist who may assist ALISE. 
Proposers should also include information about the parent organization¡¯s 
experience in managing associations of similar size and scope, if applicable.

COMPENSATION AND PERFORMANCE EVALUATION

The performance of the executive director and the services provided to the 
association will be evaluated annually based on a comprehensive agreed-upon 
assessment document.  Initial compensation will be agreed upon at the time of 
the contract and will be subject to review on an annual basis.

PROPOSAL SUBMISSION REQUIREMENTS

ALISE is requesting a one-year renewable contract, with a start date of June 
1, 2003.  Individuals, organizations, and institutions submitting proposals 
must follow the scope of work as outlined in this RFP.  The proposals should 
include fees and any costs.
Additional information may be obtained from Elizabeth Aversa, Past-President 
at the address below.

Proposals (10 copies) are to be submitted to:

Elizabeth Aversa, Chair
ALISE Search Committee
School of Information Sciences
1345 Circle Park Drive
University of Tennessee-Knoxville
Knoxville, TN 37996-0341

Questions regarding this RFP should be directed to Elizabeth Aversa at 
865-974-2148 during normal business hours.

Deadline for the receipt of proposals is March 24, 2003.   Interviews with the 
ALISE Board of Directors will take place at the April meeting of the Board of 
Directors, place and date to be announced.

APPENDIX 1

MANAGEMENT SERVICES REQUIRED

Administrative Services:
¡¤	Establish association headquarters at an address that is staffed during 
normal business hours and equipped to render all services required by the 
Association.
¡¤	In consultation with the Board, develop agendas for board meetings and 
prepare back-up materials as required.
¡¤	Record and transcribe minutes of all board meetings and distribute to Board 
of Directors members on a timely basis.
¡¤	Implement Board decisions requiring services of the headquarters operation.
¡¤	Keep the officers, Board of Directors, and membership informed of the 
condition and operation of the Association.
¡¤	Maintain a calendar of tasks and key milestones
¡¤	Support President-Elect in committee appointments and in maintaining 
committee rosters.
¡¤	Facilitate work of committees and Special Interest Groups (SIGs).
¡¤	Maintain correspondence and distribute to appropriate association leaders 
and others that may need to be informed.
¡¤	Respond to inquiries about the association and its activities.
¡¤	Enhance Association¡¯s image by handling requests in a complete, timely, 
and courteous manner.
¡¤	Maintain permanent records and files of the Association.
¡¤	Provide financial management services:
¡¤	Establish and maintain bank accounts.
¡¤	Receive, record, and deposit income.
¡¤	Disburse funds as authorized, using procedures that will maximize 
Association¡¯s control over its funds.
¡¤	Allocate expenditures to proper expense categories.
¡¤	Prepare and distribute periodic reports on the status of finances and 
membership.
¡¤	Supervise preparation of tax returns and related statements.
¡¤	Assist in preparation of annual budget.
¡¤	Provide controls to operate within budget.
¡¤	Provide computer services.
¡¤	Provide mailing and copy services.
¡¤	Maintain bulk mail permit.
¡¤	Handle paperwork to ensure continued incorporated status of the 
Association.
¡¤	Negotiate board insurance and other contracts relating to Association 
business.
¡¤	Establish and maintain relationships with vendors, sponsors and others as 
approved by the Board.
¡¤	Serve as liaison with executive directors of other professional 
associations.
¡¤	Handle awards, prizes, and honors materials (proposals, nominations, and 
submissions) as requested.

Conferences and Meetings:
¡¤	Negotiate favorable contracts for conferences and meetings of the 
Association and board.
¡¤	Assist the Conference Planning Committee in program planning and 
development.
¡¤	Work with appropriate committees to coordinate calls for papers and call 
for participation.
¡¤	Develop, for Board review and approval, complete budgets and monitor 
expenses.
¡¤	Lay out meeting schedules.
¡¤	Promote attendance through the use of well-planned direct mail pieces.
¡¤	Handle pre-registration and on-site registration.
¡¤	Prepare name badges and other appropriate identification.
¡¤	Coordinate all meeting details.
¡¤	Provide on-site management.
¡¤	Provide post-meeting follow-up and reports.
¡¤	Set up placement services, registration system, and communications center.
¡¤	Prepare conference packets and programs.
¡¤	Provide liaison with hotel staff and, as appropriate, with American Library 
Association or other cooperating association conference staff.

Membership Maintenance and Development:
¡¤	Maintain computerized records on all members currently in the Association 
database/membership files.
¡¤	Provide printouts and data as required for Board.
¡¤	Prepare annual dues billing and follow-up invoices.
¡¤	Provide membership services such as handling applications, preparing 
mailings, following up on suggestions and complaints.
¡¤	Develop and maintain ballot tabulations systems for officers¡¯ elections.
¡¤	Develop membership growth campaigns consistent with Association objectives.
¡¤	Develop and maintain membership retention programs.
¡¤	Collect directory information.

Publications:
¡¤	Work with Publications Committee and editors of publications.
¡¤	Handle all contractual arrangements for production, printing and 
distribution of publications.
¡¤	Handle subscriptions.

Web site:
¡¤	Provide for hosting, managing, and updating web site of the Association.
¡¤	Receive copy for web site from authorized members and ensure prompt 
posting.
¡¤	Follow accessibility standards for web sites.

End of message.