Periodically, the BRI will release a request for proposal (RFP) for consideration around a specialty project. All open RFPs are listed below.

Request for Proposals Being Accepted

The Blue Ridge Institute (BRI) is a nonprofit organization formed in 1927 to provide
education, recreation, and support for community service leaders. The organization
hosts an annual conference during the last full week of July for approximately 125
people, maintains a database of approximately 400 active contacts, and has an
annual operating budget of less than $150,000.

BRI is soliciting proposals for contracted administrative services that will provide general
administrative support and record keeping for the organization, currently led and
staffed by a volunteer Board of Directors. Services will be provided remotely using the
Google Workspace, Zoom, Charity Proud CRM, Constant Contact, Quick Books, and/or
other similar software applications. Currently, the administrative tasks require
approximately 40 hours per month to complete.

Scope of Work

The following deliverables are required for the contract:

Record Keeping:

• Maintain BRI membership records for approximately 400 constituent records in Charity Proud CRM and keep data current as information changes.
• Facilitate the membership application process and welcome communication with approximately 30 new members annually; acceptance to Facebook group and collection of new member bios/photos, in coordination with Recruitment Chair.
• Process event registrations
  • Coordinate website updates with Marketing Chair for all event registration needs; maintain and update all event
    registration information in CRM for all new events
  • Organize and maintain BRI digital records and files in a shared storage space (Google Drive)
  • Provide reports and information regarding members, reservations, and communications as needed/requested.

Finance/Legal/Governance:

• Maintain financial records
  • Enter PayPal transactions into Quick Books.
  • Enter cash and check payments into CRM.
  • Receipt/invoice conference registrations
  • Invoice/receipt/implement thank you processes for approximately 150 annual donors and sponsors
  • Compile and send end of year tax letters by January 31st for donations of $250 or more, or as requested by donors
  • Reconcile bank records and CRM/Quick Books each month
• Work with BRI Secretary/Treasurer to prepare financial reports and distribute them to the Board of Directors each month.
• Work with the Secretary/Treasurer to prepare and distribute the organizational budget no later than one month prior to the annual conference (for approval at the onsite Board meeting in July)
• Maintain and file all required state and federal forms and reports.
  • Ensure IRS-990 is completed, shared with Board leadership and filed by the appropriate deadline.
  • File “Annual Report” for State of Tennessee; maintain and update registered agent as needed.
• Complete/maintain paperwork for appropriate Charitable Solicitation.

Communication:

• Monitor the organizational email and provide timely responses to general inquiries and requests or disposition to board members for more in-depth responses within 3 days of receipt.
• Working with the Development Chair, manage communication with all conference sponsors (approximately 30 organizations):
  • Secure digital advertisements and other print materials for annual conference in accordance with the sponsor
    opportunity levels.
  • Coordinate with Conference Logistics contractor for on-site sponsor needs during the annual conference in accordance with the sponsor opportunity levels.
• Working with the Marketing Chair, manage all mass communications via Constant Contact or similar software
  • Reconcile CRM and Constant Contact monthly
  • Trigger monthly birthday email via CRM
  • Coordinate monthly newsletter call for content from committee chairs
  • Coordinate and compile Conference Logistics communication with critical information for event attendees
  • Monitor and maintain the BRI Facebook Group (BRI Forum); keep members of group current.

Board Support:

• Provide support to BRI President and Executive Committee to plan and set up for monthly Board meetings, hosted via Zoom
  and two in-person meetings/events (Midyear Retreat and Annual Meeting), including:
  Communicate with BOD Members with meeting agendas/packets and other information
• Reserve and communicate with the venue for in-person meetings, specifically the midyear retreat, which requires a room block, menu coordination, etc.
• Preparation of meeting materials
• Attending meetings and preparing and distributing meeting minutes.
• Recording monthly meeting minutes for presentation to the Treasurer/Secretary for final review, except for two in-person meetings annually.
• Attend monthly hour-long Conference Logistics Meeting for continuity
  planning.
• Provide other administrative support as requested by BRI President.

Committee Support:

• Provide CRM reports and information for Board Committee chairs requested.
• Provide event reports, and applications for scholarships, youth leadership counselors to Chairs.
• Attend monthly Development and Recruitment Committee meetings for informational purposes and follow-up needs as
  outlined previously within the SOW.

Contractor will demonstrate the following critically required skills:

• Adept with current technology
  Advanced proficiency with Charity Proud/other CRM, Zoom, Google Workspace, QuickBooks or other financial software, social media platforms (Facebook, Instagram, LinkedIn), Constant Contact or other email marketing software
  Outstanding written and verbal communication skills
• Excellent attention to detail
• Excellent customer service skills and attitude
• Ability to handle multiple tasks, projects and priorities effectively

The organization shall provide Contractor with the following tools and resources to meet
contract requirements:

• Bi-weekly 30-minute status meetings with BRI President and/or Executive
  Committee.
• Access to BRI email, Google Workspace, CRM and other software applications.
• Access to BRI Conference Logistic contractor and other contractors for collaboration and coordination of duties.

Organizations or individuals interested in submitting a proposal should provide a detailed written project description/approach to address scope of work, past performance or experience with remote administrative support projects, planned project timeline, and price. A combination of factors including price and approach to the project design will be used to evaluate the proposals. Proposals should be submitted no later than 5 pm EST on May 29, 2026, via email to: info@blueridgeleaders.org.

Data Integrity Services

BRI was soliciting proposals for contracted stakeholder data integrity services that will assess the organization’s current Constituent Relationship Management system, clean and standardize its stakeholder records, improve record categorization, and establish clear processes and policies for ongoing maintenance of constituent data for Board of Director and staff consideration.

CLOSED

Award: TBD

Short-term Visioning Plan

The Blue Ridge Institute (BRI) seeks a consultant to lead the Board of Directors and membership through short-term visioning conversations that will lead to a tangible short-term plan. This plan will guide BRI into the future towards a strategic planning process.

CLOSED

Award: Balboa Park Online Collaborative (BPOC), San Diego, CA.