REQUEST FOR PROPOSALS

Office Assistant Contract Services to Support Friends of the Alaska State Library, Archives and Museum Routine Administrative Duties

Purpose:  The Friends of the Alaska State Library, Archives and Museum (FoSLAM) is a 501 (c)(3) nonprofit organization to support and promote the myriad of amazing activities that take place in the library, archives and museum located in Juneau’s Andrew P. Kashevaroff (APK) building. Our goal is to provide a long-term funding source for special events, guest speakers and artists, and to purchase of statewide historical objects and fine artwork that are beyond what the annual State of Alaska budget can provide.

The volunteer FoSLAM Board of Directors are requesting proposals from private contractors that are interested in providing administrative services for the Board as described in following Scope of Work.   

Scope of Work:

• Check FoSLAM email and delivered (downtown post office) mail 2-3 times each week. Respond to questions or forward messages to appropriate Board member. 
• Manage Wild Apricot database. Enter new members, record donations, and track book sales with assistance from the membership committee chair and treasurer.  
• As directed by the communication committee chair, keep events information updated on the FOSLAM website.  
• As directed by the communication committee chair, each week post current information on the FOSLAM Facebook and Instagram web pages.  
• As directed by the communications committee chair, assist with a monthly e-newsletter. 
• As directed by the communication committee chair, assist with production and distribution of the FOSLAM annual report.  
• As directed by the treasurer or membership committee chair, mail membership and donor thank you cards.  
• As directed by FOSLAM committee chairs, schedule and attend committee meetings.
• As directed by the Board secretary, file previous monthly Board minutes on Slack. 
• As directed by the Board president, file upcoming Board meeting agenda on Slack and schedule Zoom link and SLAM office space for monthly Board meetings on the third Thursday of every month at 1p.m.  
• Attend FOSLAM monthly Board meetings.  
• Organize and maintain FOSLAM files including records saved on Slack.
• Assist the membership and hospitality committee chairs with setting up a first Friday membership table, information and hospitality display.  
• Assist with fundraising activities as directed by the Fundraising committee chair.
• As directed by the Board President, schedule the annual membership meeting and notify FOSLAM members by email. 

Budget:

The Board has approved an annual budget of $25 per hour assuming approximately 8 to 10 hours per week to perform the duties in the Scope of Work.  The initial contract is not to exceed $12,000 annually without Board approval. 

Submission Instruction and Closing Date:

Proposals of interest to provide the services described in the Scope of Work must be received no later than 4 p.m. July 15, 2022.  Submissions must include a brief resume of the individual that will perform the services including work history and any personal references regarding their qualifications.

Proposals should be sent by mail to:

Friends of the Alaska State Library, Archives and Museum
PO Box 22421
Juneau, AK 99802

or via email to info@foslam.org (please include "contract proposal" in subject.

Evaluation Procedure:

All proposals received by the closing date will be reviewed by a five Board member subcommittee.  A decision will be made no later than July 22, 2022 to notify those that submitted proposals if they were selected by the subcommittee for an additional interview prior to their final decision.