Please indicate your software s ability track or store the following criteria: *Required features

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1 INTRODUCTION The Funders Committee for Civic Participation, fiscally sponsored by NEO Philanthropy, hereinafter referred to as FCCP, will contract with a vendor(s) for the purchase and set-up of a client management software system for a nonprofit membership organization with multiple forms of programming needs to be tracked within. FCCP exists to promote civic participation as a key to making democracy work. It serves leaders in the philanthropic community working to further this vision with heightened attention to issues of equity and historically disenfranchised and underrepresented communities. FCCP provides grantmakers with a community in which to build connections, a stage for showcasing innovations, a forum for strategic dialogue and collaboration, and a resource for civic participation research, tools and news. FCCP has more than 75 institutional members and dozens of philanthropic colleagues who regularly participate in its programming. This programming includes monthly webinars, issue-focused working groups, regular e-newsletter communications and an annual convening. CURRENT ENVIRONMENT FCCP currently uses a combination of CiviCRM 3.4.5, MailChimp, RegOnline, Adobe Connect, Google Docs, and Excel spreadsheets to manage its wide variety of data needs. FCCP has a small, six-person staff located in offices in Washington, DC, Austin, Texas and Portland, Oregon and operates on a primarily virtual level. The organization website currently runs on a Drupal core 6.22, but a full website upgrade and overhaul is planned for early 2016 following the database selection. Our current CiviCRM database houses more than 1,100 individual profiles and more than 150 organization profiles. FCCP requires a database that can manage its relationships, track its grants and membership dues, and track member participation in the organization s programming. Built-in event registration and e-newsletter capabilities are desired. PROPOSAL SUBMITTAL Preparation and Submittal Vendors will prepare proposals according to the instructions outlined in the RFP. Partial or incomplete proposals will be rejected. All proposals must be firm for acceptance within 180 days following the proposal submission. Submit one (1) electronic copy of your proposal in PDF format via to Alicia Jones, Membership + Development Manager, at Printed copies will not be accepted. Please contact Alicia Jones via with any questions about the RFP. PROPOSAL FORMAT To facilitate proposal evaluation, please utilize the following proposal format: Cover letter referencing the RFP Company Overview: Vendor shall provide a brief overview of their company, equaling no more than one page. 1

2 Executive Summary: Vendor shall describe in non-technical terms, its software while identifying any unique or distinctive features of the software to which the vendor wishes the evaluation committee to give particular attention. Product Overview: Vendor shall provide detailed responses to the criteria contained in the RFP. Training and Support: Vendor shall detail any pertinent information regarding their available training and support. Pricing: Vendor shall detail all pertinent pricing information, including data transfer, support, implementation, and monthly/annual subscription fees. Customer List: List at least five (5) companies or customers as references. State company name, address, contact name, telephone numbers, installed and supported software, and duration of relationship. Proposed Software Implementation and Training Timeline Financial Information: Please indicate any planned mergers or acquisitions. Please indicate if your company is currently in bankruptcy proceedings. COMPANY OVERVIEW Provide contact information for the principle individual(s) to be contacted regarding the information in this RFP. Provide a brief history of your company. How long have you been in business? How long have you been providing this software service to other nonprofit organizations? Provide evidence of your company s financial stability and projected longevity. How many current clients do you have for this software? Describe what differentiates your company from the competitors. Describe your experience working with membership-based nonprofit organizations. PRODUCT OVERVIEW Provide an overview of your software. Attach any relevant marketing materials or data sheets. Describe the user interface and system navigation features. How is your software superior to those of your competitors? In what ways can your software be customized? Describe user help features built into your system. List the recommended optimum hardware requirements for your software on a server and a client computer (operating both Windows and Mac). List the recommended operating system requirements for your software on a server and a client computer (operating both Windows and Mac). Does your software allow for remote access or cloud storage? Is there a limit to the number of organizational or individual records your software supports? Is there a limit to the number of licenses and organization can have? 2

3 Please indicate your software s ability track or store the following criteria: *Required features Member Management Biographical information: foundation giving level, fiscal year schedule, docket time, mission statement* Membership effective dates including last payment date and amount* Link individual contacts to organizational contacts and indicate contact type (designated voting representative, grant reporting contact, etc.)* Built-in reminder system for expiring dues* Indicate relationships between organizations and individuals* Track both individual and cumulative organizational membership engagement through event attendance, conversations, etc.* Notes section* Track referred-by source for prospective members Grant Tracking Calendar and reminder system for application and reporting dates Grant payment amounts Grant period General grant information Ability to generate revenue reports Events Please provide a full description of your software s event registration functionality for both free and paid events. Event registration page functionality for free and paid events* Ability to export segmented registrants, nametags, attendee lists, biographies* Individual profile tagging based on RSVP and/or attendance at an event* Sync with external event/registration sites (Adobe Connect & RegOnline specifically, but please list others) Other Extensive tagging functionality* Create embedded forms on the FCCP website and sync the input information* Non-member and prospective member organization and individual profiles Member profile editing access via member-only portal or website integration Integration with external listserve subscriptions and unsubscribes Reporting Create ad-hoc lists and reports using all database fields* Include user-defined fields in reports* 3

4 Create pre-made report forms for standard queries such as unpaid dues, event registrants, newsletter subscribers* s/Newsletter Seamless integration with external marketing software* Ability to format and send mass s Reporting system to track various metrics Ability to run A/B tests Functionality to send s to certain groupings of users based on various tags Fundraising Create various pages to receive donations and registration fees* Invoicing capabilities TRAINING Is a standard training package included with the purchase of your software? If so, please give details and cost of additional training packages. SUPPORT Please describe your support capabilities, including availability, method of contact, average problem resolution time, and any other pertinent information. PRICING Provide a detailed outline of any possible costs incurred. Total cost of software Annual support fee System use training fee Software update fees Data transfer fee from current software Any other potential fees OTHER Is there an online interactive user demo available? If so, please supply the web address. GENERAL INFORMATION Term of Contract The contract term will be negotiated at the time of vendor selection. FCCP s Right to No Award FCCP reserves the right to reject all proposals, reject portions of any proposal, or accept the proposal deemed most advantageous to FCCP. 4

5 Cancellation Should the vendor fail to meet the requirements of the contract, FCCP may cancel the contract with a thirty (30) day notice and award the remainder of the contract term to the next best vendor. Vendor Selection and Contract Award FCCP will conduct the selection and contract award in the following manner: This document will be distributed to potential vendors. Proposals will be received and evaluated as described in the RFP. Select vendors will be asked to demonstrate their software and/or make online presentations to FCCP. A vendor will be chosen. Schedule for Evaluation Process RFP distributed to vendors November 6 Deadline for RFP responses November 20 Invitations for presentations November 25 Selection of vendor December 15 PROPOSAL EVALUATION CRITERIA The following criteria will be used to evaluate each RFP response: Software capability Functionality Vendor support, responsiveness to support requests, and follow-up Ease of use Flexibility and ease of product implementation Implementation plan and support Pricing Timely and complete response to RFP Vendor client references, with preference for nonprofit organizations with a similar project Results of requested demonstration and/or presentation 5

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