Solicitation W123677 KUED Development Database


Solicitation W123677 KUED Development Database...

5 downloads 113 Views 2MB Size

University of Utah

Bid W123677

5

Solicitation W123677

KUED Development Database

Bid designation: Public

University of Utah

6 10/28/2014 10:50 AM

p. 1

University of Utah

Bid W123677

5

Bid W123677 KUED Development Database Bid Number   

W123677

Bid Title   

KUED Development Database

Bid Start Date

Oct 28, 2014 10:49:40 AM MDT

Bid End Date

Nov 26, 2014 2:00:00 PM MST

Question & Answer End Date

Nov 11, 2014 10:00:00 AM MST

Bid Contact   

Bob Tiney Buyer Purchasing Department [email protected]

Contract Duration    5 years Contract Renewal    7 annual renewals Prices Good for   

120 days

Pre-Bid Conference   Nov 4, 2014 9:00:00 AM MST (Online) Attendance is optional Bid Comments

Please download all documents, follow all instructions in all documents and submit your complete proposal through BidSync.com by 2:00 p.m., Wednesday, November 26, 2014. Please note that the Pre-proposal Conference is marked as optional but attendance is STRONGLY RECOMMENDED. Item Response Form

Item    

W123677--01-01 - KUED Development Database

Quantity   

1 lot

Prices are not requested for this item. Delivery Location          University of Utah University of Utah   1901 E South Campus Dr Rm 151   Salt Lake City UT  84112 Qty 1

Description Software package which meets the specifications listed in the attached RFP Document and attached files. 

6 10/28/2014 10:50 AM

p. 2

University of Utah

Bid W123677

5

UNIVERSITY OF UTAH Terms and Conditions of Purchase APPENDIX B Section 1 The Board of Trustees of the University of Utah hereinafter called "U of U" has entered into a contract with the United States of America hereinafter called "Government." This order is entered into in furtherance of the performance of the work provided for in said contract.

1. ACCEPTANCE. The materials, supplies or services covered by this order shall be furnished by Seller subject to all the terms and conditions set forth in this order including the following, which Seller in accepting this order agrees to be bound by and to comply with in all particulars and no other terms or conditions shall be binding upon the parties unless hereafter accepted by them in writing. Written acceptance or shipment of all or any portion of the materials or supplies, or the performance of all or any portion of services covered by this order, shall constitute unqualified acceptance of all its terms and conditions. The terms of any proposal referred to in this order are included and made part of the order only to the extent of specifying the nature of the materials, supplies or services ordered, the price thereof and delivery date, and then only to the extent that such terms are consistent with the terms and conditions of this order.

2. WAIVER. The failure of U of U to enforce at any time any of the provisions of this contract, or exercise any option herein provided, or to require at any time performance by the seller of any of the provisions hereof, shall in no way be construed to be a waiver of such provisions, nor in any way affect the validity of this agreement or any part thereof, or the right of U of U thereafter to enforce each and every provision.

3. WARRANTIES. Seller warrants the articles delivered hereunder to be free from defects in labor, material and manufacture, and to be in compliance with any drawings or specifications incorporated or referenced herein and with any samples furnished by the Seller. All warranties shall run to U of U, its successors and assigns. Seller agrees that the supplies or services furnished under this order shall be covered by the most favorable commercial warranties the Seller gives to any customer for the same or substantially similar supplies or services and that the rights and remedies so provided are in addition to and do not limit any rights afforded to U of U by any other Article of this order.

4. DISCOUNT DATE. The date for calculation of any cash discount offered by the Seller and provided for on the face of this order is (i) the date material is received, (ii) the date material is scheduled to be received under the order or (iii) the date an acceptable invoice is received, whichever is later. Where such date falls within the first 15 days of any month, discount will be taken when payment is made by the 25th of said month. Where such date falls after, discount will be taken when payment is made by the 10th of the following month. If these terms are in conflict with terms on the invoice and a longer term is granted on the invoice, the invoice terms will apply.

5. INSPECTION. All work performed and all deliverable items are subject to inspection and acceptance at destination notwithstanding any payments or inspection at source. Final inspection and acceptance shall be conclusive except as to latent defects, fraud, such gross mistakes as amount to fraud, and the Seller's warranty obligations. Supplies to be furnished hereunder shall be subject to inspection by U of U and/or government inspectors upon the premises of the Seller. Seller, without additional cost, shall provide all reasonable facilities and assistance for the safety and convenience of such inspectors. At the time of inspections, Seller shall make available to the inspectors copies of all drawings, specifications and process, preservation and packaging data applicable to the articles ordered herein.

6. ASSIGNMENT. This order is assignable by U of U. Except as to any payment due hereunder, this order is not assignable by Seller without written approval of U of U. In event such consent is given, it shall not relieve Seller from any of the obligations of this order and any transferee or subcontractor shall be considered the agent of the Seller and, as between the parties hereto, Seller shall be and remain liable as if no such transfer or subletting had been made.

7. CHANGES. U of U may make changes within the general scope of this order by giving notice to Seller and subsequently confirming such changes in writing. If such changes affect the cost of, or the time required for performance of this order, an equitable adjustment in the price or delivery or both shall be made. No change by Seller shall be recognized without written approval of U of U. Any claim of Seller for an adjustment under this Article must be make in writing within thirty (30) days from the date of receipt by Seller of notification of such change unless U of U waives this condition. Nothing in this Article shall excuse Seller from proceeding with performance of the order as changed hereunder.

8. SHIPPING AND INSTRUCTION. Shipments must be made as specified on the face of the order unless subsequently modified in writing by U of U. If shipment does not exceed 20 pounds gross weight, or $100.00 in value, ship Parcel Post uninsured. Shipments in excess of $100.00 should be insured to supplement carriers maximum responsibility. Originals of all government bills of lading, air bills, and rail and air express receipts shall be mailed to the U of U Receiving Department. Do not ship C.O.D. for goods or freight charges without U of U advance approval.

9. LABOR DISPUTES. Seller shall give prompt notice to U of U of any actual or potential labor dispute which delays or may delay 10/28/2014 AM timely10:50 performance of this order.

p. 3

of $100.00 should be insured to supplement carriers maximum responsibility. Originals of all government bills of lading, air bills, and rail and air express receipts shall be mailed to the U of U Receiving Department. Do not ship C.O.D. for goods or freight charges without U of U University of Utah advance approval.

Bid W123677

9. LABOR DISPUTES. Seller shall give prompt notice to U of U of any actual or potential labor dispute which delays or may delay timely performance of this order.

10. TERMINATION FOR CONVENIENCE AND CAUSE. i.

ii.

iii.

iv. v.

U of U may by written notice stating the extent and effective date, terminate this order for convenience in whole or in part at any time. U of U shall pay Seller as full compensation for performance until such termination: (a) the unit or pro rata order price for the delivered and accepted portion; and (b) a reasonable amount, not otherwise recoverable from other sources by Seller as approved by U of U, with respect to the undelivered or unaccepted portion of this order; provided compensation hereunder shall in no event exceed the total order price. U of U may be written notice terminate this order for Seller's default, in whole or part, at any time, if seller refuses or fails to comply with the provisions of this order, or so fails to make progress as to endanger performance and does not cure such failure within a reasonable period of time, or fails to make deliveries of the materials or supplies or perform the services within the time specified or any written extension thereof. In such event, U of U may purchase of otherwise secure materials, supplies or services and, except as otherwise provided herein, Seller shall be liable to U of U for any excess costs occasioned of U of U thereby. If, after notice of termination for default, U of U determines that the Seller was not in default or that failure to perform this order is due to causes beyond the control and without the fault or negligence of Seller (including, but not restricted to, acts of God or the public enemy, acts of U of U, acts of Government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, unusually sever weather, and delays of a subcontractor or supplier due to such causes and without the fault or negligence of the subcontractor or supplier), termination shall be deemed for the convenience of U of U, unless U of U shall determine that the materials, supplies, or services covered by this order were obtainable from other sources in sufficient time to meet the required delivery schedule. If U of U determines that Seller has been delayed in the work due to causes beyond the control and without the fault or negligence of Seller, U of U may extend the time for completion of work called for by this order, when promptly applied for in writing by Seller, and if such delay is due to failure of U of U, not caused or contributed to by Seller, to perform services or deliver property in accordance with the terms of the order, the time and price of the order shall be subject to change under the Changes Article. Sole remedy of Seller in event of delay by failure of U of U to perform shall, however, be limited to any money actually and necessarily expended in the work during the period of delay, solely by reason of the delay. No allowance will be made for anticipated profits. The rights and remedies of U of U provided in this Article shall not be exclusive and are in addition to any other rights and remedies provided by law or under this order. As used in this Article, the word "Seller" includes Seller and his sub - suppliers at any tier.

11. TITLE. Title to the material and supplies purchased hereunder shall pass directly from Seller to U of U or Government at the f.o.b. point shown, subject to the right of the U of U to reject upon inspection.

12. PAYMENT, EXTRA CHARGES, DRAFTS. Seller shall be paid upon submission of acceptable invoices, for materials and supplies delivered and accepted or services rendered and accepted. U of U will not pay cartage, shipping, packaging or boxing expenses, unless specified in this order. Drafts will not be honored. Invoices must be accompanied by transportation receipts, or facsimile, if transportation is payable and charged as a separate item.

13. PATENT INDEMNITY. Seller shall indemnify U go U and Government and its officers, agents, and employees against liability, including costs, for infringement of Letter patent (except Letters Patent issued upon an application which is now or may hereafter be kept secret or otherwise withheld from issue by order of Government) resulting from Seller's furnishing or supplying standard parts or components or utilizing its normal practices or methods in the performance of this order to any parts, components, practices, or methods as to which Seller has secured indemnification form liability. The foregoing indemnity shall not apply unless Seller shall have been informed as soon as practicable by U of U or Government of the suit or action alleging such infringement, and shall have been given such opportunity as is afforded by applicable laws, rules or regulations to participate in the defense thereof and further, such indemnity shall not apply to a claimed infringement which is settled without the consent of Seller, unless required by final decree of a court of competent jurisdiction. Seller shall pay all royalty and license fees relating to the items covered hereby. In the event any third party shall claim that the manufacture, use and sale of these goods covered hereby, infringement of any copyright, trademark or patent, the Seller shall indemnify U of U and hold U of U harmless from any cost, expenses, damage or loss incurred in any manner by U of U on account of any such alleged infringement.

14. DECLARED VALUATION OF SHIPMENTS. Except as otherwise provided on the face of this order, all shipments by Seller under this order for U of U account shall be made at the maximum declared value applicable to the lowest transportation rate or classification and the bill of lading shall so note.

15. ASSIGNMENT. This order is assignable by U of U. Except as to any payment due hereunder, this order is not assignable by Seller without written approval of U of U Purchasing Agent.

16. LIABILITY FOR U of U FURNISHED PROPERTY. Seller assumes complete liability for any tooling, articles or material furnished by U of U to Seller in connection with this order and Seller agrees to pay for all such tooling, articles or material spoiled by it or not otherwise accounted for to U of U's satisfaction. The furnishing to Seller of any tooling articles, or material in connection with this order shall not, unless otherwise expressly provided, by construed to vest title thereto to Seller.

17. AFFIRMATIVE ACTION. Unless exempted by rules, regulations or orders of the Secretary of Labor, during the performance of each contract with the U of U, the contractor agrees as follows: i. The contractor will not discriminate in violation of law against any employee or applicant for employment because of race, color, 10/28/2014 10:50 AM religion, sex, national origin, age, handicap, veteran of the Vietnam era, or disabled veteran status. The contractor will take appropriate action to ensure that applicants are employed, and that employees are treated, during employment, without regard to their

p. 4

17. AFFIRMATIVE ACTION. Unless exempted by rules, regulations or orders of the Secretary of Labor, during the performance of each contract with the U of U, the contractor agrees as follows:

University of Utah

Bid W123677

i.

The contractor will not discriminate in violation of law against any employee or applicant for employment because of race, color, religion, sex, national origin, age, handicap, veteran of the Vietnam era, or disabled veteran status. The contractor will take appropriate action to ensure that applicants are employed, and that employees are treated, during employment, without regard to their race, color, religion, sex, national origin, age, handicap, veteran of the Vietnam era, or disabled veteran status. ii. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, handicap, veteran of the Vietnam era, or disabled veteran status. iii. The contractor has filed all equal employment opportunity reports (EEO - 6) forms as required by the Civil Rights Act of 1964. iv. The contractor will comply with all applicable provisions, rules, regulations, and relevant orders of the Secretary of Labor pursuant to relevant orders and acts. v. Contractor will furnish all information reports required by applicable executive orders or acts, and by the rules, regulations, and applicable orders of the Secretary of Labor, and will permit access to books, records, and accounts by the contracting agency and the Secretary of Labor for the purposes of investigation to ascertain compliance with such rules, regulations, and orders. vi. The contractor has, if required by law, a written compliance program. vii. The contractor agrees to post in conspicuous places, available to employees and applicants, required notices relating to the employer's obligation to take affirmative action, and to employ and advance in employment without regard to race, color, religion, sex, national origin, age, handicap, veteran of the Vietnam era, or disabled veteran status, and their rights. viii. Contractor will send to each labor union or representative of workers with which he or she has a collective bargaining agreement or other contract or understanding, a notice to be provided by the agency contracting office, advising a labor union or workers' representative of the contractor's affirmative action and nondiscrimination commitments, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. ix. In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of such rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further government contracts in accordance with procedures authorized and such other sanctions may be imposed and remedies invoked as provided in executive orders, or acts, or by rule, regulation or order of the Secretary of Labor, or as otherwise provided by law. x. The contractor agrees that employment openings of the contractor, including those not generated by this contract, shall be listed at an appropriate local office of the state employment service system wherein the opening occurs. The contractor further agrees to revise such reports to such local office regarding employment openings and hires as may be required. xi. Nothing herein is intended to relieve the contractor from any requirements in applicable laws, executive orders or regulations regarding non - discrimination in employment. xii. The contractor hereby certifies that it does not or will not maintain segregated facilities nor permit its employees to work at locations where facilities are segregated on the basis of race, color, religion, sex, national origin, age handicap, veteran of the Vietnam era, or disabled veteran status.

18. INDEMNIFICATION AND INSURANCE. In the event the Seller, its employees, agents, or subcontractors, enter premises occupied by or under the control of the Buyer in the performance of this order, the Seller agrees that it will be responsible to, and indemnify and hold harmless, the Buyer, its trustees, officers, employees, from any loss, cost damage, expense, or liability by reason of property damages or personal injury of whatsoever kind or character, arising out of, as a result of, or in connection with such performance occasioned by the negligence or other fault, by act or omission, of the Seller, its agents, employees, or subcontractors; and the Seller agrees that it and its subcontractors will maintain public liability and property damage insurance in reasonable limits covering the obligations set forth above, and will maintain worker's compensation coverage (either by insurance or, if qualified pursuant to law, through a self- insurance program) covering all employees performing this order on premises occupied by or under the control of the Buyer.

19. KICKBACK PROHIBITIONS. Seller represents that they have not provided, attempted to provide, or offered any money, fee, commission, credit, gift, gratuity, thing of value, or compensation of any kind, directly or indirectly, to any employee or agent of the U of U for the purpose of improperly obtaining or rewarding favorable treatment in connection with the award of any procurement contract, Seller further represents that they have not been solicited, accepted, or attempted to accept any kickback from any employee or agent of the U of U. Incidents of kickback may be reported in writing to the Department of Internal Audit, 407 Park Building, University of Utah, Salt Lake City, Utah 84112 or by calling 1 - 801 - 581 - 5997.

20 HIPAA. The University of Utah Health Sciences Center is subject to the Health Insurance Portability and Accountability Act of 1996 (HIPAA). This transaction may fall under the jurisdiction of HIPAA and Seller must comply with applicable state and federal HIPAA laws. If you have any questions, please contact the HIPAA Regulatory Office at (801) 587 -9241.

21. OTHER APPLICABLE LAWS. Any provision required to be included in a contract of this type of any applicable and valid federal, state or local statues, act, executive order, law, ordinance, rule or regulation will be deemed to be incorporated herein including examination of records by the Comptroller General.

Government Subcontract Provisions Section 2 If this order is a subcontract under a U.S. Government Prime Contract, the applicable clauses listed below are incorporated into, and form a10:50 part of, 10/28/2014 AMthe terms and conditions of this order. In the event of any conflict between the terms and conditions of this Section 2 and any other provisions of this order the terms and conditions of this Section 2 shall prevail. The term "FAR" means Federal Acquisition

p. 5

Government Subcontract Provisions University of Utah

Section 2 Bid W123677

If this order is a subcontract under a U.S. Government Prime Contract, the applicable clauses listed below are incorporated into, and form a part of, the terms and conditions of this order. In the event of any conflict between the terms and conditions of this Section 2 and any other provisions of this order the terms and conditions of this Section 2 shall prevail. The term "FAR" means Federal Acquisition Regulations, including revisions in effect on the date of this order. The terms "Contractor," "Government," and "Contracting Officer," as used in the clauses incorporated by this reference, shall be deemed to refer to the "Seller." "Buyer" and "University of Utah" (U of U) respectively except for clauses FAR 52.215 - 1, 52.215 - 2, 52.227 - 12, and 52.227 - 1 where "Government" means "United States Government." Any reference to a "Disputes" clause in any of the clauses listed below shall be deemed to refer to the "Disputes" clause contained in the Prime Contract. In no event shall any such reference to a "Disputes" clause be construed to allow the Seller, without the concurrence or approval of the U of U to prosecute an appeal either directly or in the name of the U of U, to the Contracting Officer of such Prime Contract.

The following provisions apply regardless of the amount of this order: 1. 2. 3. 4. 5. 6. 7.

Equal Opportunity - FAR 52.222 - 26 Anti - kickback Procedures - FAR 52.203 - 7 Integrity of Unit Prices - FAR 52.215 - 14 Preference for U.S. Flag Air Carriers - FAR 52.247 - 63 Restrictions on Subcontract or Sales - FAR 52.203 - 6 Certification and Disclosure Regarding Payments to Influence Certain federal Transactions - FAR 52.203 - 11 Limitation of Payments to Influence Certain Federal Transactions - FAR 52.203 - 12

The following provisions apply if the amount of this order exceeds $10,000: 1.

Affirmative Action for Handicapped Workers - FAR 52.222 - 36

The following provisions apply if the amount of this order exceeds $25,000: 1. Audit - Negotiation - FAR 52.215 - 2 2. Affirmative Action for Vietnam Era Veterans - FAR 52.222 35 3. Examination of Records - FAR 52.215 - 2(e) 4. Certification of Nonsegregated Facilities - FAR 52.222 - 21 5. Utilization of Small Business Concerns and: Small Disadvantaged, Women-Owned, Veteran-Owned, Service Disabled VeteranOwned, HUBZone, - FAR 52.219 -8 6. Employment Reports on Vietnam Era Veterans and FAR 52.222 - 37

The following provisions apply if the amount of this order exceeds $25,000: 1. 2. 3. 4.

Notice and Assistance Regarding Patent & Copyright Infringement - FAR 52.227 - 2 Certification Regarding Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters - FAR 52.209 - 5 Authorization and Consent - FAR 52.227.1 Use of U.S. Flag Commercial Vessels - FAR 52.247 - 64

The following provisions apply if the amount of this order exceeds $100,000: 1. Subcontractor Cost and Pricing Data - FAR 52.215 - 12 (or FAR 52.215 - 25 for cost/price modifications) 2. Limitation on Payments to Influence Certain Federal Transactions - FAR 52.203 - 12

The following provisions apply if the amount of this order exceeds $500,000: 1. Small Business Subcontracting Plan - FAR 52.219 - 9

The following provisions apply if the order involves design, development, or research: 1. Rights in Technical Data and Computer Software - DOD FAR Supp. 252 - 227 - 7013 2. Restrictive Marketing on Technical Data - DOD FAR supp. 252.227 - 7018 3. Patent rights (short form) FAR 52.227 - 11 or patent rights (long form) FAR 52.227 - 12 or in the case of an order under a NASA prime contract use NASA new technology clause or in the case of an order under a DOE prime contract use DOE PR9 - 9 107 - s(a) long form. 4. Acknowledgement of Sponsorship under DOD Prime Contract: 10/28/2014The 10:50 AM Contractor agrees that in the release of information relating to this contract such release shall include a statement to the effect that the project or effort depicted was or is sponsored by the agency set forth in the schedule of this contract, and that the content of

p. 6

2. Restrictive Marketing on Technical Data DOD FAR supp. 252.227 7018 3. Patent rights (short form) FAR 52.227 - 11 or patent rights (long form) FAR 52.227 - 12 or in the case of an order under a NASA University of Utah prime contract use NASA new technology clause or in the case of an order under a DOE prime contract use DOE PR9 - 9 107 - s(a) long form. 4. Acknowledgement of Sponsorship under DOD Prime Contract:

Bid W123677

The Contractor agrees that in the release of information relating to this contract such release shall include a statement to the effect that the project or effort depicted was or is sponsored by the agency set forth in the schedule of this contract, and that the content of the information does not necessarily reflect the position or the policy of the government and no official endorsement should be inferred. For the purpose of this clause, "information" includes but is not limited to, news releases, articles, manuscripts, brochures, advertisements, still and motion pictures, speeches, trade association meetings, symposia, etc. Nothing in the foregoing shall effect compliance with the requirements of the clause of this contract entitled "Military Security Requirements." The contractor further agrees to include this provision in any subcontract awarded as a result of this contract. Publication of results under DOE Prime Contracts: Research results obtained under this contract shall be made available to all through normal and accepted channels without restriction except that no Restricted Data as defined in the Atomic Energy Act of 1954, as amended, or other classified information shall be disclosed to unauthorized persons. Published results shall indicate that the research was supported by the Commission. A copy of each article submitted by the Contractor for publication shall be promptly sent to the Commission. The Contractor shall also inform the Commission when the article is published and furnish six copies of the article as finally published. It is recognized that during the course of the work hereunder or subsequent thereto, the Contractor, its employees, or its subcontractors, may from time to time, desire to publish, within the limit of security requirements, information regarding technical or scientific developments arising in the course of the contract. In order the public disclosure of such information will not adversely affect the patent interest of the Commission, such information shall be withheld from public disclosure if it discloses an invention, or discovery; such invention or discovery shall be promptly reported to the Commission for patent review and possible filing of a patent application, and such information shall thereafter be withheld from public disclosure for a period of four months unless written authorization provides for earlier release.

The following provisions apply under Other Specific Conditions: 1. 2. 3. 4. 5. 6. 7. 8.

Filing Patent Applications - FAR 52.227 - 10 Patent Rights - Retention by Contractor - (Short Form) FAR 52.227 - 11/or Patent Rights - Retention by Contractor - (Long Form) FAR 52.227 - 12/or Patent Rights - Retention by U of U - FAR 52.227 - 13 Military Security Requirements - FAR 52.204 - 2 Notice of Government Labor Disputes - FAR 52.222 - 1 Service Contract Act of 1965, as Amended - FAR 52.222 - 41 Contract Hours and Safety Standards - FAR 52.222 - 4

The following provision applies if the contract involves hazardous materials: 1. Hazardous material identification and Material Safety Data - FAR 52.223 - 3

The following provisions apply to construction contracts: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Davis - Bacon Act - FAR 52.222.32 Contract Termination - Debarment - FAR 52.222 - 12 Apprentices and Trainees - FAR 52.222 - 9 Payrolls and Basic Records - FAR 53.222 - 8 Compliance with Copeland Act Requirements - FAR 52.222 - 10 Withholding of Funds - FAR 52.222 - 7 Subcontracts (Labor Standards) - FAR 52.222 - 11 Disputes Concerning Labor Standards - FAR 52.222 - 14 Compliance with Davis - Bacon and Related Act Regulations - FAR 52.222 - 13 Certification of Eligibility - FAR 52.222 - 15

6

10/28/2014 10:50 AM

p. 7

University of Utah

Bid W123677

5 http://www.chem.utah.edu/faculty/zharo v/group/images/UofU%20logo.jpg

SOLICITATION NO.  W123677

KUED Development Database

RESPONSES ARE DUE PRIOR TO: 

Nov 26, 2014 2:00:00 PM MST

RESPONSES MAY BE SUBMITTED ELECTRONICALLY TO:

www.bidsync.com

RESPONSES MAY BE MAILED OR DELIVERED TO:

University of Utah Purchasing Department Attn:  Bids & Proposals, W123677 1901 E South Campus Drive Rm 151 Salt Lake City, UT 84112

6 10/28/2014 10:50 AM

p. 8

University of Utah

Bid W123677

5

Miscellaneous Terms Sales & Use Tax Accept MasterCard

Extend Order

Extend Contract

Addendum Estimated Quantities

Alternate Quotes

Alternate Quotes B

Alternate Quotes Attachment B

Social Security Number

10/28/2014 10:50 AM

**SALES & USE TAX: If the contract is for the sale of tangible personal property, Utah State Sales or Use Tax should not be added. **Would you accept 'MasterCard' as the method of payment, should your company be awarded an order for the item(s) listed on this quote/bid? Yes_ _ No_ _ **This order may be extended for additional periods as agreed upon, at the same or mutually agreeable prices. Any reduction in market price during the contract period will immediately be passed on to the buyer. **The University of Utah reserves the right to extend this contract for one or more additional years, when mutually agreeable and to negotiate such extensions sixty (60) days prior to expiration date. **Acknowledgement of Addenda #1 #2 #3 #4 #5 **The specified quantities are only an estimate of the needs of the University. The actual amount used may be more or less than the quantity shown. The University is unable to guarantee a specific amount of usage. **'Alternate Quotes' must clearly state the manufacturer's name and model number you are offering and be accompanied by sufficient technical data to allow the University to evaluate your bid. Failure to comply with these requirements may result in your offering being considered 'non-responsive.' **NOTE: 'Alternate Quotes' must clearly state the manufacturer's name and model number you are offering and be accompanied by sufficient technical data to allow the University to evaluate your bid. Failure to comply with these requirements may result in your offering being considered 'non-responsive.' The terms and conditions outlined in attachment 'B' become part of this inquiry or any award resulting from your quotation. Please put return address, bid number, and due date on envelope to ensure recognition of bid NOTE: 'Alternate Quotes' must clearly state the manufacturer's name and model number you are offering and be accompanied by sufficient technical data to allow the University to evaluate your bid. Failure to comply with these requirements may result in your offering being considered 'NON-RESPONSIVE'. The terms and conditions outlined in attachment 'B' become part of this inquiry or any award resulting from your quotation. **The federal tax code requires the University to report this transaction as current year business. Please indicate your social security number to facilitate this requirement. SS# **

p. 9

University of Utah

Bid W123677

6

10/28/2014 10:50 AM

p. 10

University of Utah

Bid W123677

Request for Proposal for Database/CRM services for KUED RFP # W123677

Issued October 28, 2014

University of Utah Contact: Bob Tiney, Buyer University of Utah Purchasing Dept. 1901 E. South Campus Drive Rm. 151 Salt Lake City, UT 84112-9351 Tel.(801) 581-6596 Fax (801) 581-8609 E-Mail: [email protected]

Questions regarding this RFP should be submitted to: www.bidsync.com, RFP # W123677 In the Question and Answer section

Version 2.21.14

10/28/2014 10:50 AM

p. 11

University of Utah

Bid W123677

Request for Proposal for Database/CRM services for KUED TABLE OF CONTENTS SECTION 7 – GENERAL PROVISIONS 7.01 Protected Information 7.02 Incurring Costs 7.03 Addendum to RFP 7.04 Other Communications 7.05 Alternative Proposals 7.06 Authorized Supplier Representatives 7.07 Award of Subcontracts 7.08 Assignment 7.09 Remedies 7.10 Compliance 7.11 Cancellation 7.12 Acceptance of Services Rendered 7.13 Anti-Collusion 7.14 Indemnification 7.15 Insurance 7.16 Restrictions 7.17 Right to Reject 7.18 Record Keeping and Audit Rights 7.19 Management Reports 7.20 Further Agreements 7.21 Relationship of the Parties 7.22 Equal Opportunity 7.23 Taxes – Supplier’s Responsibility 7.24 Taxes - University is Exempt 7.25 Tax Liens 7.26 Health Insurance Portability and Accountability 7.27 Debarment Clause 7.28 Status Verification System

SECTION 1 - PURPOSE OF RFP 1.01 Purpose of RFP 1.02 Background SECTION 2 – RFP DETAILS 2.01 Issuing Office and RFP Reference # 2.02 Important Dates 2.03 Pre-Proposal Conference 2.04 Inquiries 2.05 RFP Submission Due Date 2.06 Time for Evaluation 2.07 Multiple Stage Process 2.08 Oral Presentation 2.09 Best and Final Offer 2.10 Award of the Contract 2.11 Contract Period and Effective Date SECTION 3 – SCOPE OF WORK 3.01 Detailed Scope of Work SECTION 4 – PROPOSAL REQUIREMENTS SECTION 5 – PROPOSAL RESPONSE FORMAT 5.01 Administrative Guidance 5.02 Technical Response Format 5.03 Cost Proposal Response Format SECTION 6 - PROPOSAL EVALUATION 6.01 Evaluation Criteria 6.02 Evaluation Process

ATTACHMENTS Cost Proposal Form Appendix B, University of Utah Terms & Conditions of Purchase

2 10/28/2014 10:50 AM

p. 12

University of Utah

Bid W123677

Note: Suppliers must respond to all sections of this RFP, including sections 1 through 7. When a section does not request specific information and you agree to what it contains, you may use language such as “Sections 1.01 through 1.05, Understood and Agreed” in your response. Also, recent changes to State of Utah law requires that pricing be submitted separately from the technical proposal. Refer to section 5 for instructions on how to compile your response. SECTION 1 - PURPOSE OF RFP 1.01 Purpose of RFP. The purpose of this Request for Proposals (RFP) is to solicit proposals to enter into a contract with a qualified supplier to obtain Development Database for the KUED of the University of Utah, hereafter referred to as the "University." The companies submitting proposals in response to this RFP will hereafter be referred to as supplier. The University is examining several alternatives of providing this type of database and may decide, after reviewing proposals submitted, not to enter into any agreement. 1.02

Background. This Request for Proposals (RFP) is intended to elicit proposal from database/CRM suppliers for the licensing and service of a Public Broadcasting station development database hosted by the suppliers for activities and processes primarily in the development (major gifts, corporate support, foundation and grants, membership, events, volunteer, customer service) and community outreach (events, volunteer) areas. The product(s) selected through this RFP will replace KUED’s current database Team Approach v.5.0.18. At this time the existing database handles KUED’s major gifts and membership accounts but limited information in the corporate support foundation and grants and customer service areas along with virtually no information in the events, volunteer and community outreach areas. The database, while allowing for detailed data to be retained on accounts is difficult for the average user to extract data / lists / reports out of. In addition, data exchange between the database and outside systems or third party applications is very limited. In general, too much time is lost on keyed data entry and manual account assessment and survey for problems and issue solving. Developing lists or research data from the database for new custom reports is difficult and time consuming. In addition, due to the complexity of the interface, we find the existing database may not accurately output the data you believe you are attempting to request. KUED’s current database consists of approximately 186,000 individual account records of which 93,000 are active and lapsed and 93,000 are of some type of inactive status.

The product(s) selected through this RFP process will serve as the core of a coordinated station program that will drive the future fundraising growth and stewardship of the Public Broadcasting station for long-term sustainability. 3

10/28/2014 10:50 AM

p. 13

University of Utah

Bid W123677

SECTION 2 – RFP DETAILS

2.01

Issuing office and RFP Reference Number. The Purchasing Department of the University of Utah (“Purchasing Department”) is the issuing office for this RFP and all subsequent addenda relating to it. The reference number for the transaction is W123677. This number must be referenced on all proposals, correspondence, and documentation relating to the RFP.

Please see RFP Instructions. 2.02 Important Dates. The following dates are significant for this RFP: RFP Dated and Issued October 28, 2014 Pre-Proposal Conference November 4, 2014 RFP Inquiry Questions Due November 11, 2014 Proposal Due Date November 26, 201 2.03 Pre-Proposal Conference. A pre-proposal conference will be held at 9:00 am Mountain Standard Time on Tuesday November 4, 2014. To register for this conference contact Bob Tiney ([email protected]) and request phone number and connect information. 2.04

Inquiries. Questions arising subsequent to the issuance of this RFP, that could have a significant impact on the responses to the RFP, should be submitted in the RFP Question and Answer section (RFP # W123677 at www.bidsync.com). All such questions should be received by November 11, 2014. Answers to questions will be posted on BidSync which will then email the answer to all offerors that downloaded the RFP.

2.05

Submission Due Date Submit your proposal electronically through BidSync (www.bidsync.com) by 2:00 p.m. Mountain Standard Time on Wednesday November 26, 2014. Proposals submitted electronically through BidSync may require uploading of electronic attachments. BidSync will accept a wide variety of document types as Word, Excel, and PDF attachments but not all. You MAY NOT submit documents that are embedded (zip files), movies, wmp and mp3 files or password protected files, etc. All documents must be attached as separate files. Proposals received after this deadline will be late and ineligible for consideration. Following the deadline, the names of those responding to the RFP will be made public. All other information will remain confidential, as required by law (please see section 7.01 herein).

2.06

Time for Evaluation. All proposals shall remain valid for a minimum of 120 calendar days after the Proposal Due Date to allow adequate time for evaluation. 4

10/28/2014 10:50 AM

p. 14

University of Utah

Bid W123677

2.07

Multiple Stage Process. The University reserves the right to conduct the RFP in a multiple stage process and narrow the number of offerors that will move on to a subsequent stage or Best and Final Offer (BAFO).

2.08

Oral Presentation. The University may award a contract based on initial proposals received without discussion of such proposals with suppliers. However, the University may require an oral presentation by a supplier to supplement their written proposal. These presentations will be scheduled, if required, by the Purchasing Department after proposals are received and prior to the award of the Contract. (See section 6.02)

2.09

Best and Final Offer. Each initial proposal should be submitted with the most favorable price and service available. However, at the option of the University, a Best and Final Offer (BAFO) may be requested.

2.10

Award of the Contract. Upon completion of the evaluation process, the University may award the contract (“Contract”) to the supplier whose proposal is determined to be most advantageous to the University. The Purchasing Department is the only entity authorized to award a Contract for the proposed purchases.

2.11

Contract Period and Effective Date. The anticipated Contract term will be for a period of five (5) years, with an option to renew for ten (10) additional periods of one (1) year each at the University's discretion. The anticipated effective date of the Contract is January 1, 2015.

2.12

Progress Payments will be made during the first year on the following schedule: 25% upon completion of planning and data field mapping 25% upon completion of data conversion, staff training and implementation of system into production mode 25% upon completion of 60 days of system in “production mode” 25% upon completion of 150 days of system in “production mode” Annual lump sum payments will be made in the 2nd and subsequent years.

2.13

Implementation of System. Preferable implementation would be within 6 (six) months. Implementation cannot exceed 12 (twelve) months without prior written consent of both parties. SECTION 3 – SCOPE OF WORK

3.01

The University of Utah will contract with Supplier(s) who provide a mix of database / CRM (Customer Relationship Management) services providing the optimal level of capability for the various areas and activities within KUED being supported by the database / CRM system. 5

10/28/2014 10:50 AM

p. 15

University of Utah

Bid W123677

The conversion of data to the new system must include, either by the bidding company or a third party entity, both a record duplication suppression process and select field conforming (address clean-up – PO vs. P.O. vs p.o. – and Salutation clean-up) before system enters production mode. The database / CRM must be able to manage all aspects of donor and partner prospecting, acquisition, stewardship and retention across all types of solicitation and non-solicitation activities – current and future - within all areas of a single non-profit or multiple non-profit organizations. The database / CRM must allow for the accurate tracking of accounts and relationships, processing of multiple types of gifts, exchange data between external databases and systems ranging from other constituent databases, electronic communication systems (email, social media, etc.), produce customized data outputs and reports for internal and external use, provide ongoing improvement, service and support, and maintain the levels of security and privacy as required by the non-profit organizations(s), the University, state and federal regulations.

In addition, the chosen vendor must provide 1) pre-implementation comprehensive onsite training for database administrative level staff, anticipated to be 4 users; 2) pre-implementation comprehensive onsite training for primary database staff, anticipated to be a minimum of 8 users with 1 possible additional user; 3) online or onsite training for secondary/specialized staff with limited database access, needs anticipated to be a minimum of 4 users with possible 5 additional users; and 4) online, off-site or onsite training for future database administrative level staff, primary database staff and secondary/specialized users.

SECTION 4 –PROPOSAL REQUIREMENTS See attached sheets: W123667_4.01-4.09.xls W123667_4.10-4.11.xls SECTION 5 – PROPOSAL RESPONSE FORMAT 6

10/28/2014 10:50 AM

p. 16

University of Utah

Bid W123677

For Cost Proposal submission see section 5.03 5.01

Administrative Guidance. The information provided herein is intended to assist suppliers in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal's content or to exclude any relevant or essential data therefrom. Suppliers are at liberty and are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP.

5.02

Technical Proposal Response Format. Proposals must be concise and in outline format. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections: Tab A LETTER OF TRANSMITTAL (COVER LETTER). The letter of transmittal should include an introduction of the supplier's company, as well as contact information for those persons who are authorized to represent the company in dealing with this RFP. Proposal Contact: List the name, title, office address, telephone number, fax number and e-mail address of the person(s) authorized to represent the supplier regarding the proposal(s) submitted in response to this RFP. Contract Contact: Give the name, title, office address, telephone number, fax number and e-mail address of the person authorized to sign a Contract, and receive and sign all formal notices and/or addendum regarding such Contract. Note that all amendments to any Contract must be in writing and signed by both parties. Any other information not appropriately contained in the proposal itself should also be included in the letter. Tab B EXECUTIVE SUMMARY. An executive summary will briefly describe the supplier's approach and clearly indicate any options or alternatives being proposed. If options or alternatives are proposed as exceptions to the RFP, the offeror should include an explanation for each option or alternative. It should also indicate any major requirements that cannot be met by the supplier. Tab C DETAILED DISCUSSION. This section should constitute the major portion of the proposal and must contain a specific response in outline form to each section in this RFP. Outline numbers should correspond, in order, to the section numbers contained in this RFP. Specific emphasis should be placed on responding to the information requested in Sections 3 and 4 but all sections and items should be fully addressed. Narrative regarding options or alternatives with complete details including how those meet or exceed the RFP requirements should be included in the relevant section. Failure to provide written response to items indicated in this RFP will be interpreted by the University as an inability by the supplier to provide the requested product, service or function. 7

10/28/2014 10:50 AM

p. 17

University of Utah

Bid W123677

Tab D Miscellaneous additional information and attachments, if any may be submitted by the supplier. Tab E.FINANCIAL REPORTS. Supplier will provide evidence of financial responsibility, which demonstrates the Supplier’s ability to perform the services contemplated by the RFP. This section is recommended but it is optional as determined by the department. Departments should have an individual(s) selected who are skilled in analyzing financial reports and will make a determination of financial strength/responsibility if this section is included in the RFP. Such evidence of financial strength may be financial statements (audited or unaudited) or other form which is reasonably acceptable to the University. 5.03

Cost Proposal Response Format. No pricing information may be included

in the technical portion of your proposal. The supplier must submit a separate cost proposal allowing costs to be evaluated independently of other criteria in the proposal. Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged as nonresponsive. The Cost Proposal must be attached as a separate document on BidSync if your submission is electronic, or in a separate sealed envelope if you submit a hard copy of your proposal. With either method, please clearly label your Cost Proposal as such, along with the RFP # and your company name. The Cost Proposal Form included in this RFP must be completed and submitted in order for your proposal to be considered. Customization of the bid service, while not anticipated, is a possibility depending on system capabilities. Please provide an hourly rate for evaluation of customization on the Cost Proposal Form. While a hosted solution or SaaS model is preferred, a self-hosted solution can be considered with technical specifications provided for required equipment to run in a virtual machine environment and internal support to allow for internal costs to be determined by KUED and included into the cost proposal form. Note that a self-hosted solution would need to be deployed on Virtual Machines (VMs). Self-hosted solutions should be built on currently supported software platforms and any third party software should be on most current version, with a minimum Service Life to 5+ (five plus) years. Travel expenses and per diem will be reimbursed according to the GSA Per Diem rates (U.S. General Services Administration) for Salt lake City, Utah with no additional charges or overhead.

8

10/28/2014 10:50 AM

p. 18

University of Utah

Bid W123677

SECTION 6 - PROPOSAL EVALUATION 6.01

Proposal Evaluation Criteria. The criteria to be used to evaluate proposals, listed with their relative weight in points, are as follows: Proposal Evaluation Criteria A. B.

C. D.

Mandatory Requirements (pass/fail) Scoring by Professional Reviewers of Section 4: 4.01 Database Capability 700 points 4.02 Data Entry, Upload, Download, Data Exchange and Workflow Tools 1200 points 4.03 Inventory and Benefit Management 500 points 4.04 Financial Transactions and Management 700 points 4.05 Campaign / Event Management 500 points 4.06 Sales Management and Advertisement Sales 700 points 4.07 Reporting and Analytics 500 points 4.08 Volunteer Management 200 points 4.09 Technical and Security Compliance 1500 points 4.10 Company Stability and Size 700 points 4.11 Training and Support 800 points Cost 2000 points References 1000 points a. Provide at least 3 references preferably with the following traits: i. Public Broadcasting Entity 1. Preferred Public Television or Public Television / Public Radio joint licensee ii. Minimum of 20,000 active current annual accounts iii. Minimum of 100,000 overall accounts iv. Annual giving program and monthly giving (sustainer) program v. Individual giving programs including membership, midlevel and major donor levels vi. Individual Campaign channels including: 1. Direct mail a. Including Acquisition, Add Gift, Rejoin and Renewal 2. Telemarketing 3. On-Air 4. Online 5. Canvassing 6. Special Events 7. Corporate Support, Foundation, Grants and Planned Giving programs 8. Volunteer Program

9

10/28/2014 10:50 AM

p. 19

University of Utah

Bid W123677

NOTE: In addition to addressing the specific criteria listed, each supplier should provide a detailed response to each requirement in this RFP as indicated in Section 5.02, Proposal Response Format, and Section 5.03, Cost Proposal. 6.02

Evaluation Process. All proposals in response to this RFP will be evaluated as follows: 1. In the initial phase of the proposal evaluation process, the evaluation committee will review all proposals timely received. Nonresponsive proposals (those not conforming to minimum RFP requirements) will be eliminated. Each supplier bears sole responsibility for the items included or not included in the response submitted by that supplier. The University reserves the right to disqualify any proposal that includes significant deviations or exceptions to the terms, conditions and/or specifications in this RFP 2. At the conclusion of this initial evaluation phase, remaining supplier technical proposals will be selected for detailed review and evaluation. Up to four (4) of the highest scoring vendors’ may be invited to provide a software demonstration of their system. The University will be the sole judge as to the overall acceptability of any proposal or to judge the individual merits of specific provisions within competing offers. 3. After the remaining supplier proposals have been evaluated and scored by the evaluation committee, the Purchasing department will evaluate the Cost Proposals according to the formula, published on the Cost Proposal Form and in accordance with the Utah Procurement Code. The points allocated to each cost proposal will be added to the corresponding proposal’s total technical score.

SECTION 7 - GENERAL PROVISIONS 7.01

Protected Information. Under the Government Records Access and Management Act, Utah Code §§ 63G-2-101 to -901, as amended ("GRAMA"), certain information submitted in the proposal(s) may be open for public inspection or disclosure. Pursuant to Section 63G-2-309 of GRAMA, any confidential information provided to the University which Supplier believes should be protected from inspection or disclosure must be accompanied by a written claim of confidentiality and a concise statement of reasons supporting such claim. A copy of the University’s standard business confidentiality claim form may be found at (http://fbs.admin.utah.edu/download/purchasing/Business_Confidentiality_Claim_For m.pdf ). Non-specific statements of confidentiality (e.g., marking a document confidential or proprietary in a cover letter, header, footer or watermark) are insufficient to claim confidentiality under GRAMA. All material contained in and/or submitted with the proposal becomes the property of the University and may be returned only at the University's option.

7.02

Incurring Costs. The University will not be liable for any cost which suppliers may incur in connection with the preparation or presentation of their proposal(s). 10

10/28/2014 10:50 AM

p. 20

University of Utah

Bid W123677

Proposals should be concise, straightforward and prepared simply and economically. Expensive displays, bindings or promotional materials are neither desired nor required. However, these instructions are not intended to limit a proposal's content or exclude any relevant or essential data therefrom. 7.03

Addendum to RFP. In the event that it becomes necessary to revise this RFP in whole or in part an addendum will be provided to all suppliers on record as having received this RFP.

7.04

Other Communications. During the RFP process (from the date of issue through the date of contract award or other final decision) the Purchasing Department is the sole source of official information regarding this RFP. All other communications, both spoken and written, which are received by any representative of the supplier from other sources (such as employees in the using department) should be confirmed by the supplier with the buyer in the Purchasing Department assigned to this RFP as being true and accurate prior to incorporating such information into their response. This refers to both formal and informal conversations and communications. Significant changes to the RFP will always be issued as a formal, written addendum.

7.05

Alternative Proposals. A supplier may submit more than one proposal, each of which must follow the Proposal Response Format (section 5 herein) and satisfy the requirements of this RFP. The supplier's primary proposal must be complete and comply with all instructions. The alternative proposals may be in abbreviated form following the Proposal Response Outline but providing complete information only for sections which differ in any way from those contained in the prime proposal. If alternative proposals are submitted, the supplier must explain the reasons for the alternative(s) and its comparative benefits. Each proposal submitted will be evaluated on its own merits.

7.06

Authorized Supplier Representatives. The University reserves the right to require a change in the individual assigned to represent the supplier if the assigned representative is not serving the needs of the University in an acceptable manner. This right shall carry forward through the response period and, with the successful supplier, during the term of the Contract.

7.07

Award of Subcontracts. For each subcontract, if any, which the supplier proposes to award, the supplier shall specify in writing the proposed subcontractor's name and address, and the purpose of each subcontract. Any supplier proposing subcontracts as a part of a proposal must explicitly state so in the proposal. Written approval by the Purchasing Department is required prior to the awarding of any subcontracts. Any Subcontractor shall be required to provide evidence to the University of the same insurance provisions and coverages as described in section 7 of this RFP.

7.08

Assignment. Supplier shall not assign or subcontract any portion of its obligations under the Contract without the prior written consent of the University Purchasing Department. Assignment or subcontracting shall in no way relieve the supplier of any 11

10/28/2014 10:50 AM

p. 21

University of Utah

Bid W123677

of its obligations under this Contract. 7.09

Remedies. The laws of the State of Utah shall apply in all disputes arising out of this RFP, without application of any principles of choice of laws.

7.10

Compliance. The supplier hereby agrees to abide with all applicable federal, state, county and city laws and regulations and to be responsible for obtaining and/or possessing any and all permits and licenses that may be required.

7.11

Cancellation. Inadequate delivery, unsatisfactory service or failure to adhere to the Contract covenants may result in cancellation of the Contract. The supplier shall be responsible for reimbursing the University for expenses incurred as a result of unacceptable service. In the event that either party determines that a material breach has occurred that would be cause for cancellation of the Contract, the party wishing to cancel shall notify the other party of the alleged breach in writing, and allow the other party thirty (30) days in which to cure the alleged breach. If the alleged breach is not cured or substantial steps to cure the alleged breach are not taken within this period, the non-defaulting party may cancel the Contract at the end of said thirty (30) day period.

7.12

Acceptance of Services Rendered. The University, through its designated agents and representatives, will be the sole determining judge of whether services rendered under the Contract satisfy the requirements as identified in the Contract.

7.13

Anti-Collusion. The submission of a proposal constitutes agreement that the supplier has not divulged its proposal to, or colluded with, any other offeror or party to a proposal whatsoever.

7.14

Indemnification. The supplier shall hold harmless, defend and indemnify the University of Utah and its officers, employees, and agents from and against any and all claims, losses, causes of action, judgments, damages and expenses including, but not limited to attorney's fees because of bodily injury, sickness, disease or death, or injury to or destruction of tangible property or any other injury or damage resulting from or arising out of (a) performance or breach of this contract by Supplier, or (b) Supplier’s use of University premises, or (c) any act, error, or omission on the part of the Supplier, or its agents, employees, invitees, participants, or subcontractors except where such claims, losses, causes of action, judgments, damages and expenses result solely from the negligent acts or omissions or willful misconduct of the University of Utah, its officers, employees or agents.

7.15

Insurance. Supplier shall maintain Commercial General Liability insurance with per occurrence limits of at least $1,000,000 and general aggregate limits of at least $2,000,000. Supplier shall also maintain, if applicable to Supplier’s operations or performance of this contract, Business Automobile Liability insurance covering Supplier’s owned, non-owned, and hired motor vehicles and/or Professional Liability insurance with liability limits of at least $1,000,000 per occurrence. Such insurance 12

10/28/2014 10:50 AM

p. 22

University of Utah

Bid W123677

policies shall be endorsed to be primary and not contributing to any other insurance maintained by the University. Fidelity Bond Provision: The firm shall maintain and provide evidence of an employee dishonesty (fidelity) bond or other form of surety in the amount of $100,000 which guarantees that the bond or surety will reimburse the agency for any pecuniary loss that may be sustained by any act of fraud, dishonesty, forgery, theft, embezzlement, malfeasance, or misappropriation on the part of agency, or any of its employees, officers, directors, agents, contractors or subcontractors directly or indirectly. This bond shall be issued by a responsible surety company authorized to do business within the State of Utah, and shall be subject to the reasonable approval by the University as to form and content The Supplier shall maintain all employee related insurances, in the statutory amounts, such as unemployment compensation, worker's compensation, and employer's liability, for its employees or volunteers involved in performing services pursuant to this Contract. Supplier shall also maintain "special form" property insurance at replacement cost applicable to Supplier’s property or its equipment and that contains a waiver of subrogation endorsement in favor of the University. The Supplier's insurance carriers and policy provisions must be acceptable to the University’s Risk and Insurance Manager and remain in effect for the duration of the Contract. The University of Utah shall be named as an additional insured on the Commercial General Liability insurance policy by endorsement. Supplier will cause any of its subcontractors, who provide materials or perform services relative to this contract, to also maintain the insurance coverages and provisions listed above. The Supplier shall submit certificates of insurance as evidence of the above required insurance to the University prior to the commencement of this Contract (mail to: University of Utah Purchasing Department, Attn: Bob Tiney, 1901 E. South Campus Drive Rm. 151, Salt Lake City, UT 84112). Such certificates shall indicate that the University will be given thirty (30) calendar days written notice prior to the cancellation of coverage. 7.16

Restrictions. All proposals must clearly set forth any restrictions or provisions deemed necessary by the supplier to effectively service the proposed Contract.

7.17

Right to Reject. The University reserves the right to reject any or all proposals and to waive any informality or technicality in any proposal in the interest of the University.

7.18

Record Keeping and Audit Rights. Any supplier providing goods or services under any Contract shall maintain accurate accounting records for all goods and services provided thereunder, and shall retain all such records for a period of at least three (3) years following termination of the Contract. Upon reasonable notice and during normal business hours the University, or any of its duly authorized representatives, shall have access to and the right to audit any records or other documents pertaining 13

10/28/2014 10:50 AM

p. 23

University of Utah

Bid W123677

to the Contract. The University’s audit rights shall extend throughout the term of the Contract and for a period of at least three (3) years thereafter. 7.19

Management Reports. Upon request the supplier must be able to summarize and concisely report pertinent information to the University in a timely manner, throughout the duration of any Contract resulting from this RFP.

7.20

Further Agreements. In addition to a proposal, the University may from time to time require a supplier to execute certain additional documents or agreements, including without limitation a Contract, for the purpose of clarifying the intention of the parties with respect to providing the goods or services hereunder.

7.21

Relationship of the Parties. In assuming and performing the obligations of any Contract, the University and any supplier shall each be acting as independent parties and neither shall be considered or represent itself as a joint venturer, partner or employee of the other.

7.22

Equal Opportunity. No supplier of goods and/or services under this RFP or any Contract shall discriminate against any employee, applicant for employment, or recipient of services on the basis of veteran status, race, religion, color, sex, sexual orientation, age, disability, or national origin.

7.23

Taxes – Supplier’s Responsibility. Suppliers shall be responsible for and pay all taxes which may be levied or incurred against the supplier in connection with the performance of any services under a Contract, including taxes levied or incurred against supplier’s income, inventory, property, sales, or other taxes.

7.24

Taxes - University is Exempt. The University is exempt from State of Utah sales and excise taxes (State of Utah Sales Tax Exemption number: 11874443-002-STC). Exemption certification information appears on all purchase orders issued by the University and such taxes will not apply to the University unless otherwise noted.

7.25

Tax Liens. By submitting a proposal, the supplier certifies that neither it nor its principals are presently subject to an outstanding tax lien in the State of Utah. If the supplier cannot certify this statement, the supplier will submit to the University a written explanation for the review of the University. If the supplier is subject to any outstanding tax lien in the State of Utah, the University may reject the supplier’s quote, bid, offer, or proposal in response to the request pursuant to UCA 63G-6a-905.

7.26

Health Insurance Portability and Accountability Act (HIPAA). The University of Utah Health Sciences Center is subject to the Health Insurance Portability and Accountability Act of 1996 (HIPAA). This transaction may fall under the jurisdiction of HIPAA and seller must comply with applicable state and federal HIPAA laws. If you have any questions, please contact the HIPAA Regulatory Office at 801-5879241. 14

10/28/2014 10:50 AM

p. 24

University of Utah

Bid W123677

7.27

Debarment Clause. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If Supplier cannot certify this statement, attach a written explanation for review by the University. Supplier must notify the Director of Purchasing within 30 days if debarred by any governmental entity during the Contract period.

7.28

Status Verification System. If a Contract is awarded through this RFP for the physical performance of services within the State of Utah, supplier or supplier's agent, contractor, subcontractor or service provider is required to register and participate in the Status Verification System (E-verify) to verify the work eligibility status of Supplier's or Supplier's agent's, contractor's, subcontractor's or service provider's employees hired on or after July 1, 2009 and employed in the State of Utah, in accordance with UCA Section 63G-12-302.

15

10/28/2014 10:50 AM

p. 25

University of Utah

Bid W123677

References / Recommendations Questions for RFP # W 123667 Score Possible Score Question Organization Information How long has your organization used this database / CRM? Accounts / Records Area Does this database / CRM handle individual/household records meeting the needs of your organization?

Answer

20

If you use the database at the household level, does this database / CRM allow you to handle multiple people per household account successfully to your organizations desires?

20

Does this database / CRM automatically segment your accounts into appropriate giving catetories (membership, mid-level, major donor for instance)?

20

Does this database / CRM allow for relationship management between accounts and organizations to your organizations satisfaction? Does this database / CRM allow your organization to track interactions with each account, including mail, email, telephone calls, one-on-one meetings, events, invitations, etc., to meet your organizations needs? Does this database / CRM allow you to assign staff members to manage the account, allowing the account stewardship to meet your organizations goals?

10

Does this database / CRM allow you to setup tickelers and warnings on accounts?

20

Data Entry, Data Exchange Are you able to upload data into this database / CRM (for instance from an outside telemarketing vendor) to meet the goals of your organization?

10/28/2014 10:50 AM

20

20

20

p. 26

University of Utah

Bid W123677

Are you able to download data from this database / CRM (for instance mail lists for your direct mail house) to meet the goals of your organization?

20

Is the manual data entry process easy for your staff, intuitive and efficient? Gifts, Pledges and Benefits Does this database / CRM manage all of your donations (gifts, pledges, in-kind) meeting your organizations goals?

50

Does your database / CRM sufficiently manage the addiitonal technical requirements of ongoing (sustianer) donations without issues?

60

Which of the following best describes your data exchange with the on-line donation site: 1) We do not have an online donation site

100

80

2) We have an online donation site and all data is keyed manually into this database / CRM. No account matching information is provided from this database / CRM to the online donation site. 3) We have an online donation site and all data is keyed manually into this database / CRM. Account matching information is provided from this database / CRM to the online donation site. 4) We have an online donation site and all data is uploaded into this database / CRM. No account matching information is provided from the database / CRM to the online donation site. 5) We have an online donation site and all data is uploaded into this database / CRM. No account matching information is provided from the database / CRM to the online donation site.

10/28/2014 10:50 AM

p. 27

University of Utah

Bid W123677

Does this database / CRM produce your invoices / bills / reminders / thank you acknowledgements for your accounts in an easy and intuitive way?

10

Does this database / CRM provide you with the data and information to recover expired credit card donations in a timely manner meeting your organizations guidelines and practices?

10

Does this database / CRM handle matching gifts from companies efficiently and accurately meeting your organizations guidelines and regulations?

10

Benefits Does this database / CRM handle applying or not applying additional benefits with additional new sustaining pledges? Does this database / CRM handle all fulfillment activities and tracking, including fair market value and reporting, of these on-air thank you gifts sufficiently and efficiently to meet your organizations goals and guidelines?

20

40

Financial Transactions and Management Does this database / CRM handle credit card processing sufficiently to meet your organizations goals? Does this database / CRM handle EFT (ACH) processing sufficiently to meet your organizations goals? Is this database / CRM capable of managing "end of month" reoccuring charges to not loose a charge because of short months (February) or months ending on weekends? Does this database / CRM provide you with accurate, detailed reporting of campaigns, meeting your needs?

10/28/2014 10:50 AM

10

10

10

10

p. 28

University of Utah

Does this database / CRM provide source codes / marketing codes / appeal codes that are easily tracked and understandable? Events Management Does this database / CRM track details, attendees and costs easily and accurately of events? Reporting and Analytics Does this database / CRM accurately report on all aspects of fundraising, fundraising areas, campaigns, efforts and segments, meeting your research and assessment needs? Volunteers Does this database / CRM accuratley track, report and manage volunteers for your organization? Technical and Security When your organization migrated to this database / CRM, which best describes the process: 1) The migration and transition was remarkably easy 2) The migration and transition was somewhat painful, but expected 3) The migration and transition was more difficult than expected and took longer than expected 4) The migration and transition was extremely more difficult than expected and is still in process. Training and Support Did the vendor of this database / CRM provide initial training that was effective and sufficient for your staff to transition efficiently to this database / CRM?

Bid W123677

20

10

40

10

120

50

Is there a formal process with the vendor or provided by the vendor to train new staff members on this database / CRM?

40

Which of the following best describes the technical support provided for this database / CRM?

120

10/28/2014 10:50 AM

p. 29

University of Utah

Bid W123677

1) Technical support is easily reached via phone and online, with consistently quick response times 2) Technical support is available online or by telephone and response times are acceptable 3) Technical support is available online and/or by telephone and response times are inconsistent 4) Technical support is available online and/or by telephone and response times are consistently longer than we would like

10/28/2014 10:50 AM

p. 30

University of Utah

Bid W123677

Cost Proposal Form RFP TITLE:

KUED Development Database / CRM RFP #: W123667 Proposal Due:

11/26/2014

Vendor Name: Line 1 2 3 4 5 6

Item Database / CRM

11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

Quantity

Unit Price

Warranty, License, etc.

Extended Price

Annual Licensing Additional User Licenses Database Conversion Process Pre-Conversion Activities Data Hygiene (pre-conversion or time of conversion) National Change of Address (NCOA)

7 8

9 10

Make/Model

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Duplication suppression Address coding conforming (PO vs. P.O. vs p.o. vs po for instance)

$0.00 $0.00

Salutation clean-up Advanced address corrections beyond NCOA if capable Telephone number clean-up and updates Email and / or other electronic communication clean-up Database Conversion and Testing

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Initial Staff Training Administrator Level: 4 Planned Users Data Level: 8 Planned Users 1 Possible Additional User Secondary / Specialized Level: 4 Planned Users 5 Possible Additional Users Annual Support Fees Proposed Third Party Systems/Sources Front End Website / Member Portal

26 27 28 29 30 31 32 32 34 35

Total

$0.00 $0.00

E-Commerce System Email distribution and research system

Total Cost Proposal

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

*Cost Proposals will be scored as follows: The points assigned to each offerors cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. An offeror whose Proposed Price is more than double (200%) the Lowest Proposed Price will receive no points. The formula to compute the points is: Cost Points x (2- Proposed Price/Lowest Proposed Price).

10/28/2014 10:50 AM

p. 31

*Cost Proposals will be scored as follows: The points assigned to each offerors cost proposal will be based on the lowest proposal price. The offeror with University of Utah Bid W123677 the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. An offeror whose Proposed Price is more than double (200%) the Lowest Proposed Price will receive no points. The formula to compute the points is: Cost Points x (2- Proposed Price/Lowest Proposed Price).

10/28/2014 10:50 AM

p. 32

University of Utah

Bid W123677

Elements

Sections, Items, Sub Levels

Vendor Response Section

Team Scoring

Possible Scoring

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response.

4.01

DATABASE CAPABILITY: A database to manage all relationships within KUED with the following major features: Elements

Sections, Items, Sub Levels

Vendor Response Section Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response.

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

1

a 2 a b

A database system that allows for separate and combined affiliations, including but not limited to multiple TV affiliations, multiple radio affiliations, Website affiliations, a TV & a radio affiliation, multiple TV affiliations, multiple radio affiliations, etc. System must be able to allow reporting from single or multiple affiliations as required by staff A database system that allows the ability to manage active, lapsed and prospective donors records at the following levels: The household account level The Individual level with multiple individuals possible per household

Not Available

Vendor Notes / Explanation

c

The corporate / organization account level for corporate, foundation and granting agencies with multiple individuals possible per organization

Mandatory

Mandatory

d e f

Tribute or memorial gifts The complimentary membership level including granted benefits The ability to track matching gifts from any of the above levels

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

Planned Future Release

156f7f7d59614013b887cd587f47a482.xlsx

Page 1 of 30 p. 33

University of Utah

Item #

Section Weighted Points or Mandatory Mandatory

In person, written, telecom, electronic (email, social media, chat) and other forms of offline and online interactions Tracking of solicitation process, acknowledgement process and stewardship process Management of all giving history, interactions, record changes, account manager, etc. Biographical and demographical information including but not limited to:

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Age / birth date / anniversary date Children and their birth dates Grandparent status Family, personal, corporate and board affiliation relationships Employer Ethnicity Transaction history, including but not limited to: Pledges and gifts and other monetary donations (stocks, real estate, etc.)

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Non-monetary donations, including but not limited to: Premium donations Trade / In-Kind donations Adjustments Soft credits / Hard Credits Gift memberships Pledge billing

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Existing Functionality

A database system that allows the ability to assign access levels to users, providing donor privacy / confidentiality control among different levels of donors and also different affiliations (segments) of donors within the database A database system that allows for relationship management, including:

4 a b c d I ii iii iv v vi e i ii 1 2 iii iv v vi

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Section Weighted Points or Mandatory Mandatory

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

3

Bid W123677

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Page 2 of 30 p. 34

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

vii 1 2 viii f i 1 2 3 4 5 6 a

b 7 g i ii III iv v vi h

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Bid W123677

Existing Functionality

Fulfillment status of benefit / premium (pulled, ordered, shipped, etc.) including Tracking number of premium shipments Method of premium shipments Appeal information of each transaction Benefit, thank you gift and inventory management, including but not limited to: Ability to automatically assign benefits and/or thank you gifts based upona set criteria, including, but not limited to: Giving level Current member status Status of pledge payments Appeal (souce) codes Thank you gift (inventory) availability Timeframe of the donor's gift in relation to: Current membership expiration date, including the ability to define specific time windows within a membership for specific benefits to be assigned (premiums, etc.) Campaign dates and times (on-air membership drives for instance) Discount / promotion codes Account status information, including but not limited to: Active / Inactive status Expiration date Gifts Communication type requests (do not call, no mail, do not canvass, do not exchange, etc.) Benefit preferences In-progress interactions Processes for merging accounts and deduplication with adjustable parameters for identification and merging of accounts

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Page 3 of 30 p. 35

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

Existing Functionality

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory 28

Mandatory

Mandatory

i j

Processes for merging households Process for inactivating old accounts including but not limited to deceased

k

Process for reactivating existing accounts if new gifts are received, including but not limited to deceased accounts Capability to manage for individual records a variety of campaigns / processes / activities / special events / projects / etc. Customer service interactions and information, including but not limited to

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

i

Ability to log all calls, mail, emails, person to person or other types of communications, either to or from the account / individual

Mandatory

Mandatory

ii iii

Ability to assign to staff member(s) and track for staff member(s) Integration with existing in-house email system (MS Outlook) and other email systems through standard email exchange protocol to track individual communications Ability to integrate with social media monitoring (preferred) Ability to track communications from the public and provide meaningful analytical reporting Ability to add multiple "account warnings" to accounts that will flag / notify users when the account is accessed for specific or special information

Mandatory

Mandatory

l m

iv v vi

n i ii iii iv v vi

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Bid W123677

Track through standard coding: Affiliations (TV - multiple, Radio - multiple, Online or Web, Event, Interactive), or any combination of these Video on Demand Service subscription levels Account membership group (Family, Senior, Staff, Employee, etc. Classifications Interests (including but not limited to: programs, series, events / event types, personal interests, etc. Communication preferences

156f7f7d59614013b887cd587f47a482.xlsx

277

14 7

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Page 4 of 30 p. 36

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

vii

Bid W123677

Existing Functionality

Planned Future Release

Not Available

Vendor Notes / Explanation

Salutation preferences (6 minimum, more preferred - Inside, Outside, Person 1, Partner, Membercard Name, Extra) Opt-in and opt-out preferences Options for tracking the donor social media engagement (preferred)

viii ix 1 x 1 2 xi 1 o i

4.02

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory 14

14

Capture information about the donors interest through interactions with social media, while respecting privacy Source codes / marketing codes / appeal codes Capability to have unique source codes to track individual appeals and individual segments within appeals Source code must be identifiable based on their "code (Code structure, designations, etc.) (Preferred) Accounts assigned staff members for each particular account Including a system to reassign through individual (required) and "bulk" (preferred) operation Capability to allow multiple database windows to be open for comparison, data work and research Allowing for different windows to be open and interacted with independent of timeframe of window being open

Mandatory

Mandatory

277

277

Mandatory

Mandatory

Mandatory

Mandatory

35

34

DATA ENTRY, UPLOAD, DOWNLOAD, DATA EXCHANGE AND WORKFLOW TOOLS: The database must allow for the following data entry, exchange and manipulation (including, but not limited to):

Sections, Items, Sub Levels

Elements

Vendor Response Section

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory

Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response.

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Page 5 of 30 p. 37

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

1 a b c i ii iii iv v vi vii viii ix x xi xii xiii xiv xv 1 2 3 xvi xvii xviii d i ii

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Bid W123677

Existing Functionality

Keyed data entry by staff Pledge, gift, fulfillment and matching gift information Benefits related information Donor specific information including Name(s) Salutations Title(s) (CFO, President, etc.) Address(es) Telephone(s) and type Email(s) and type Social Media and types Interactions Classifications Relationships, affiliations and employement Multiple children and birth dates Matching gift information Demographic information Interests and preferences Online subscription service levels, including but not limited to" OTT (Over The Top) future subscription service(s) Online MVOD (Member Video On Demand) future subscription service Station website member video portal / service, possibly based on but not limited to COVE Legacy Data, including but not limited to "Brief Names", multiple underwriting media ID's, Advance database ID's Assigned staff member to account Solicitor of pledge / gift Sponsorship / Underwriting specific information, including: Agreement start and end dates Element(s) start and end dates

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Page 6 of 30 p. 38

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

iii iv v 2 3 a b c d e f g

Existing Functionality

Channel / placement information Element production information (stages of production: production development, graphic design, editing, proofing, etc.) Element ID #(s) Scan or scan assisted data entry by staff from printed materials, barcode capable (preferred) Data upload from staff or outside vendor or souce, including but not limited to: Donation information from telemarketing, call center, online, canvassing or events from .xls, .xlsx, .csv, .txt file types Prospect lists from .xls, .xlsx, .csv, .txt file types Volunteer lists from .xls, .xlsx, .csv, .txt file types Children names and birth date information from .xls, .xlsx, .csv, .txt file types Grandparent status Ethnicity Data overlays, including NCOA, email or address appends/insertions, predictive modeling, wealth screening data, etc.

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory 145

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

h

Program information (program codes, program timings, series description, series titles, program titles, program descriptions, etc.) (Preferred)

Mandatory

Mandatory

i

Interaction lists from .xls, .xlsx, .csv, .txt file types (event attendance, thank you call contacts, etc.) Classifications and Interests from .xls, .xlsx, .csv, .txt file types (preferred)

Mandatory

Mandatory

Mandatory

Mandatory

Basic comp account lists from .xls, .xlsx, .csv, .txt file types (email newsletter subscription requests, etc.) Acquisition finder lists Including the ability for an outside third party to upload this information into database with no security violations

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

j k l i

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Bid W123677

156f7f7d59614013b887cd587f47a482.xlsx

Page 7 of 30 p. 39

University of Utah

Item #

i ii

n o p i 4

a b c d e f g h i ii iii

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Ability to check to match donor information in database as well as in uploaded file to elimination of duplicate records With capability to set parameters / scoring to determine automatic merging, staff approval for merging, or no merging Data download (including custom segmentation of lists / data based on user defined variables) for staff or outside vendor or source, including but not limited to: Thank you gift / benefit fulfillment (as .xls, .xlsx or .csv file) Printing / mailing vendor services (as .xls, .xlsx or .csv file) Email distribution (as .xls, .xlsx or .csv file) Benefit (tickets for instance) assignment (as .xls, .xlsx or .csv file) Telemarketing vendor services (as .xls, .xlsx or .csv file) membercard vendor services (as .xls, .xlsx or .csv file) Family Membership and Kids Club Membership (as .xls, .xlsx or .csv file)

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Online donation vendor services (as .xls, .xlsx or .csv file) Active mebmership lists for donor indentification Benefit (premium) lists and details Program schedule / coding data (source code / appeal code / marketing code) (preferred)

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

m

Bid W123677

Existing Functionality

Benefit (premium) ordering, shipping, backorder status, including dates, shipping methods, tracking information including emailed information to clients (preferred) Capability to upload shipping / fulfillment data from from .xls, .xlsx, .csv, .txt file types provided by fulfillment vendors like Forest Incentives, etc., into specific accounts matching the information with specific pledges and gifts (required) Ability to track shipping addresses that are different from account address as well as multiple shipping addresses Ability to track and upload Membercard shipment / status information

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Page 8 of 30 p. 40

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

Existing Functionality

i

Ability to export selected interaction lists and solicitation process, acknowledgement and stewardship processes and provide output in .xls, .xlsx or .csv file types Data Exchange of select information with the following systems/areas:

a

Front-end website / Member Portal capabilities, either within database system, vendor systems or with identified third party vendor systems (preferred) Online members-only area access, providing Donation History (preferred)

5

i 1 2

Bid W123677

3 4 5

Donor profile updating requiring forced address standards (preferred) Including interests, program/series interests, etc. (preferred) Online portal only member benefits, including special benefit (premium) offers (preferred) Integration with Member Benefits, Inc (MemberCard) services and capabilities (preferred) Capability to allow different levels of access on KUED.org content site based on pre-determined criteria (preferred)

7 8 a b c d e

10/28/2014, 10:50 AM

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

73

145

7 4

4

36

145

6

10/28/2014 10:50 AM

Not Available

Section Weighted Points or Mandatory Mandatory

7

a

b

Planned Future Release

Capable of allowing donors to update Credit Card and Banking / EFT information in a PCI compliant fashion as defined within this RFP Open API access to database preferred Ability to share the following information, but not limited to, for multiple subscription based online video services: ID Name Email SKU/subscription level Membership expiration date “Advance” Database System

156f7f7d59614013b887cd587f47a482.xlsx

4

4 4 4 4 4

Page 9 of 30 p. 41

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

i 1 2 3 4 ii 1 a b iii

iv

2 3 4

i

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

Two way, manually activated exchange of selected “donor records” data including but not limited to: Names, addresses, telephone, email Basic gift information (date, amount) Demographic and wealth screening information Alternate ID capable (required) Two way, extensive exchange of data by systems with minimal staff involvement (preferred) Regular interval execution: On a real-time exchange or automated daily exchange (preferred) On a manually initiated timeframe minimally required Ability to identify (code) specific accounts to be exchanged through automatic selection process (preferred) and manual selection (required) Data exchange specifications: A system capable of selecting a range of donors either by annual gift levels (user determined) and/or donor type (major donor for instance)

1

c

Bid W123677

Donor File - New / Updated Entities with the contact/ID information listed in Addendum ____ Interaction File - New / Updated Interactions with the information listed in Addendum ____ Gift File - New / Updated Gifts (pledges and gifts) with the information listed in Addendum ____ All Data exchange must meet the criteria for physical addresses, email addresses, telephone and website data exchange as comprised in Addendum ____ Online Donation System integration Integration of inbound call center and online pledge systems, either within database system, vendor systems or identified third party vendor systems (required)

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

55 Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Page 10 of 30 p. 42

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

ii iii

iv d i

Bid W123677

Existing Functionality

Capable of handling multiple simultaneous campaigns, including unique coding, gift levels and thank you gifts (required) Capable of searching “online” or “offline” account data to match new donations to existing accounts while populating select data (names, addresses, telephone numbers, email, account #, etc.) in the donation system Capable of meeting required PCI Compliance as documented within this RFP Inbound and Outbound Call Centers Providing online or offline account search capability, account update capability, and donation acquisition (possibly through online donation system above) (required)

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

30

Mandatory

15

KUED website database integration for outreach event tracking (required) or capability to migrate system to proposed database (preferred)*** Ability to generate interactions / ticklers to staff for follow up with “donors / viewers / etc.” Ability to link with Microsoft Outlook and other email systems through standard email exchange protocol for tasks, calendar and contacts data exchange Capability to set and change security and access levels, including the activation and inactivation of users (on staff and approved partners)

7

8

9

a b c d e

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Mandatory

15

e

6

Section Weighted Points or Mandatory Mandatory

15

15

15

Ability to group donors in special categories and the ability to output data on these donors, in groups including but not limited to:

Mandatory

Mandatory

Prospects Event attendees Major donors Corporate Foundations

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

156f7f7d59614013b887cd587f47a482.xlsx

Page 11 of 30 p. 43

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

f g h i j k l m n o p q r s t u

i

i ii

Pledge Bills and Reminders / emails Thank You Cards-Postcards-Notes / emails Active Membership Lists / Membership Segment Lists, including but not limited to: Sustainer Family

a

b c d

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

Giving levels / range(s) Interactions Moves Management Data Special Donor Profiles Complimentary Memberships and Gifts Active / Inactive accounts Lapsed Accounts Planned giving donors Sustaining donors Installment donors One time gift annual donors Special interest groups Fundraising campaign groups Program / project sponsorship groups Length of time supporting organization groups Other categories as needed (user definable preferred) Ability to generate within the system, including but not limited to the following segment-capable lists for mail /electronic distribution or print merging (required) or print /electronic ready files (preferred), with the capacity to store multiple printed or electronic templates (preferred) and the ability to automatically generate interactions for accounts on these activities (required) Acknowledgements Including acknowledgements on Tribute or Memorial Gifts to both parties

10

Bid W123677

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Page 12 of 30 p. 44

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

e f g h i j k l m n o p q r

Renewal letters / emails / telemarketing Acquisition letters / emails Additional Gift letters / emails / telemarketing Lapsed / Rejoin letters / emails / telemarketing Upgrade letters / emails / telemarketing End of Year Solicitation letters / emails / telemarketing Capitol Campaign letters / emails / telemarketing Ticket/Event Offer letters / emails / telemarketing Ticket/Event Instruction Letter / emails Volunteer Opportunity letters / emails / texts / social media messages

s t u v

GM/Manager Thank You letters / emails / telemarketing Backorder Notification letters / emails Memorial Donation Acknowledgement letters / emails Program Guide Distribution List (Electronic & Print) Capability of generating multiple lists per month including, but not limited to: Guide counts for printing vendor Guide mailing lists (“regular” list, last guide list during expiration month, special delivery / 1st class lists, electronic delivery only lists)

i 1 2

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

Corporate Foundation Major Donor Birthday Notes / emails Credit Card Expiration Letters / Emails / Telemarketing Credit Card Decline Letters / Emails / Telemarketing ACH/EFT account closed/ insufficient funds letters / emails / telemarketing

iii iv v

Bid W123677

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory 36

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory 18 18 18

26 4 4 Mandatory

Mandatory

7 Mandatory

Mandatory

Page 13 of 30 p. 45

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

3

w x y z i ii iii aa bb cc 11 a b c d e f 12

13 14 15 a

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Bid W123677

Existing Functionality

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory 4

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Post-guide drop lists of donors who qualify to receive the monthly guide after bulk lists are generated, capable of running multiple times in a short period of time and not duplicating delivery E-Newsletter distribution Lists E-Blast distribution Lists MemberCard Distribution Lists Benefit lists, including but not limited to: Ticketed and non-ticketed events Video on Demand Services Online Services / website areas Accounting reports Fair Market Value of thank you gifts by date range Annual Tax Receipt letters / emails (including capability to include solicitation & coding) Capability to output the widest range of data fields including: Sustainer and Installment start / end dates Credit card expiration date Gift dates associated with a single pledge Demographic data Account status data Special “consideration” account data classifications (do not solicit, do not contact, etc.) Capability to easily merge lists and letters / mailing labels within the database system, maintaining “order” to allow for easy assembly of letters and labels for mail processing Capability to merge (required) accounts and relationships Capability to unmerge (preferred) accounts and relationships Ability to easily handle a variety of gift categories, including but not limited to: Soft/Hard Credit

156f7f7d59614013b887cd587f47a482.xlsx

7 30 4 Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

73

Mandatory

Mandatory 73

Mandatory

Mandatory

Page 14 of 30 p. 46

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

b c d e f i g

16 a b c

17

18

19

4.03

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Bid W123677

Existing Functionality

Matching Gifts Memorial Gifts Split Gifts Multiple concurrent sustainer and / or one-time gifts for a single account / donor Ability to merge or not multiple sustainer/installment gifts on a single account / donor The merging of sustainer gifts is a capability that is needed either for best practices of the database or request of the donor Ability to handle varying payment schedules (monthly, quarterly, bi-annual, annual, etc.) and different payment amounts on individual dates during these schedules Capability to track matching gift program elements including, but not limited to Matching gift company Matching gift amounts, dates, methods Ability to generate distribution lists to contact donors about renewing matching gifts, providing matching gift program information, or generate thank you acknowledgements Capability to handle on-going “auto renew” of sustaining / reoccurring gifts throughout the year preferred, and not on an annual set date basis Capability to allow for additional sustainer or other gifts to not reset a benefit (MemberCard for instance) and assign new duplicate benefits or “renewal” date to a different date Capability to attach documents (tax letters for instance), graphic files (including, but not limited to jpeg, pdf, gif, png) to accounts as well as electronic communications (emails)

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory 55

Mandatory

Mandatory

Mandatory

Mandatory

73

INVENTORY AND BENEFIT MANAGEMENT:

156f7f7d59614013b887cd587f47a482.xlsx

Page 15 of 30 p. 47

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

Bid W123677

Existing Functionality

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

The database must allow for the control and management of member benefits and inventoried items. The following list of capabilities are required, but not limited to: Elements

Sections, Items, Sub Levels

Vendor Response Section Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response.

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

Existing Functionality

1

Benefit, product and inventory management based on fulfillment of pledges, giving level settings and recorded product purchases (sales)

2

Ticket seat assignment capability based on donation order (date & time of donation), tied to the individual account (preferred) Ability to track donation date & time required Ability to have a “major donor exception” where additional premium(s) can be added to a major donors account, allowing for the following designations: Direct mail – utilizes existing shipment options for premium(s) Hand delivery – utilizes a bulk delivery method to KUED for personalized delivery Inventory management control, including but not limited to: Tracking information within the database Ability to update inventory by connecting in both directions with online, telephone or other vendor systems (preferred) Ability to provide inventory notifications to staff and vendors when inventory is no longer available via online system / data exchange (preferred)

a 3

a b 4 a b c

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

25

Mandatory

Mandatory 49

10 10

Mandatory

Mandatory 50

50

Page 16 of 30 p. 48

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

d

e

f g h i j k

Bid W123677

Existing Functionality

Ability to update staff in real time, through dashboard, report or application, the inventory status of items including “inventory controlled” items like tickets or limited quantity items Ability to have for each benefit a short description (used in a letter for example) and long description (describing full content / description of benefit) Ability to track “pull” date, “order” date, backorder date, and “shipped” date Ability to record box/envelope/packaging information (for instance, bubble envelope size 3 or 6x6x4 box) Ability to inventory shipping supplies preferred Ability to track packaging size, materials, total weight and costs for individual premiums preferred Ability to group premiums to be pulled by account so multiple items can be pulled and shipped together Ability to correctly track inventory/inventories at individual distribution source when an individual premium may have multiple distribution sources

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

5

1 6

7

6

6

5

6 a

7 8

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Planned Future Release

Ability to create packages of individual thank you gifts, allowing for the assignment of the package but ordering of the individual items separately Generate backorder notifications to staff members Capability to generate backorder notifications for our members when notified by a vendor that a specific item is on back order either by mail or email (preferred) Ability to generate an email to members when an item is shipped including the tracking number of package(s) (preferred) Ability to manage items images, descriptions, required donation levels (both one-time and sustaining monthly), FMV levels, and vendor ordering information including SKU numbers, etc.

156f7f7d59614013b887cd587f47a482.xlsx

10 10

37

25

Page 17 of 30 p. 49

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

a 9

a i ii iii iv v vi vii viii

10 11 12 a b i ii

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Bid W123677

Existing Functionality

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory

Including the ability to download data for third party vendor system uploading Ability to have ODBC (Open Database Connectivity or SQL design to communicate with a third-party shipping application (like Stamps.com for instance), allowing for, but not limited to: Ability to print, through database or third party application, packing slips including but not limited to: Thank-you message KUED Logo Recipient Name Recipient Address KUED Address Premium Descriptions of all premiums included in shipment Dates Unique “order pull number” for each gift/package that can be encoded in a bar code to then be read by third-party shipping application which will pull up the correct record (which was updated live in the third-party shipping application) and then purchase and print shipping labels.

Section Weighted Points or Mandatory 25

123

2 2 2 2 2 2 2 2

Ability to easily link premiums to programs/shows and source / appeal / marketing codes Ability to track premiums with individual program airings (not limited to just the program) Ability to handle aspects of a member benefits card program including:

5

Tracking name to be placed on card, donor specified, and limited to 30 characters maximum Tracking “type” of membership to be noted on card including but not limited to: “Regular” Annual Member Sustainer

2

156f7f7d59614013b887cd587f47a482.xlsx

2

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Page 18 of 30 p. 50

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

iii iv c d

4.04

Bid W123677

Existing Functionality

Planned Future Release

Not Available

Vendor Notes / Explanation

Family Member / Kids Club Broadcaster Club Member Track and renew additional qualified requests for additional membercard(s)

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory 20

Track expiration date of MemberCard benefits (date may be unique from membership expiration date)

Mandatory

Mandatory

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

FINANCIAL TRANSACTIONS AND MANAGEMENT: Elements

Sections, Items, Sub Levels

Vendor Response Section Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response.

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

1 a

Capability to integrate with SAGE Payment Solutions for credit card merchant services Capability to initiate Credit Card charge processing for waiting charges

Not Available

Vendor Notes / Explanation

b

Capability to manage end of month (29th, 30th, 31st) reoccurring charges and not miss/loose charges on days that do not exist in a “short” month

Mandatory

Mandatory

c

Capability to make a charge after the last day of a month and still make the normal reoccurring charge in that month If alternative Merchant Vault other than Sage is proposed, Bidder must include and break out costs for vault migration, testing and implementation. Capability to break out credit card charge and electronic fund transfer processing if desired, for example, to allow for Major Gift donations to be processed separately from Membership donations or product sales

Mandatory

Mandatory

Mandatory

Mandatory

d

e

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

Planned Future Release

156f7f7d59614013b887cd587f47a482.xlsx

71

Page 19 of 30 p. 51

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

2

Existing Functionality

Capability of expanding credit card data entry into newer “P2PE” device within SAGE Payment Solutions or other proposed Merchant Vault Vendor capabilities Capability of handling updated credit card / bank EFT information for donations Capability to handle data upload information from potential 3rd party service vendor or online donor portal Capability to integrate and / or provide EFT transaction file information to Wells Fargo ACH System or SAGE Payment Solutions (or other offered vendor solution) for EFT processing Capability to execute these transaction processes on a daily basis if desired

3 a 4

a 5

Pledge management during on-air or other fundraising / membership fundraising campaigns, including but not limited to : Tracking income and donations in relationship to determined goals in real time Inventory of benefits (premiums) in real time Reporting by online system, allowing for real-time customizable information Ability to track the donations by date and time completed (date/time stamped) Break History (Program, Dates, Times, Durations, Talent, Volunteers, Challenge Grants, Scripts/Pitches, Benefits/Premiums)

a b c d e

f i ii iii iii

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Bid W123677

Capability to code/track independently: Online donations, either associated with on-air campaigns or online alternative campaigns In-Studio Donations Remote Call Center Donations Remote Donations collected at external events / locations

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

141

71

63 71

Mandatory

Mandatory

71

71

14 14 20

Page 20 of 30 p. 52

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

g 6 a

b c

7

8

a

9

10 11

a

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Bid W123677

Existing Functionality

Donation data review process allowing for data integrity prior to batch entry/posting capability E-commerce integration through database system, vendor systems or identified third party integration solution Ability to easily generate e-commerce storefronts, both membership and item sales through database system, vendor systems or identified third party integration solution Ability to track available inventory Ability to track and process one-time and ongoing monthly (or other term) donations through ACH/EFT, Credit Card or “bill me” processing Capability to handle printed donation form transactions (one-time and ongoing monthly (or other term) donations through ACH/EFT, Credit Card or “bill me” processing) Capability to manage reoccurring and installment gifts as annual pledges with assigning benefits according to the amount or number of payments that have been made Automatic renewal / reset of benefits handled by database on either a set annual basis, or a monthly basis depending on system best practices and user preferences Capability to enter a future date for a credit card charge or EFT transaction to be processed or for reoccurring charges / transfers to be scheduled on a specific day of month Capability to manage thank you gifts (premiums, Fair Market Values) and combined paid donation levels for tax reporting uses Capability to integrate tracking and invoicing systems that will match invoices to affidavits from broadcast scheduling software (ProTrack) and account for contract specifics (preferred) Capable of attaching invoices and affidavits to client records (preferred)

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

71

28

Page 21 of 30 p. 53

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

12 a

4.05

Bid W123677

Existing Functionality

Planned Future Release

Not Available

Vendor Notes / Explanation

Capability to track income funds in unique categories based off of campaign type, membership type, or other determination Capability to automatically, with manual override, to assign specific donations to accounting income fund categories

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

CAMPAIGN / EVENT MANAGEMENT:

Sections, Items, Sub Levels

Elements

Vendor Response Section Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response.

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

Existing Functionality

Management of campaigns including but not limited to: a Source Codes / Marketing Codes / Appeal Codes b Quantities c Costs d Dates e Response counts and rates f Fulfillment counts and rates g List source / name h Technique Default i Gift Type Default j Other categories as needed (user defined preferred) For the following, but not limited to, types of campaigns: k Direct Mail i Including, but not limited to, Acquisition, Additional Gift, Lapsed/Rejoin, Renewal, Tax Letter, Capital Campaign, Crowdfunding, peer-to-peer funding and Upgrades l Telemarketing

Planned Future Release

Not Available

Vendor Notes / Explanation

1

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

156f7f7d59614013b887cd587f47a482.xlsx

17

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Page 22 of 30 p. 54

University of Utah

Item #

m i

n i

o i

p i

q r s t u v 2 a b

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Canvassing Including, but not limited to, Acquisition, Additional Gift, Lapsed/Rejoin, Renewal, Tax Letter, Capital Campaign, Crowdfunding and Upgrades

Mandatory

Mandatory

Mandatory

Mandatory

Third Party Organizations / Systems (PBS Prosper, United Way, Combined Federal Campaign, etc.) Including, but not limited to, Acquisition, Additional Gift, Lapsed/Rejoin, Renewal, Tax Letter, Capital Campaign, Crowdfunding, peer-to-peer funding and Upgrades Special online / electronic campaigns (crowd funding, capitol campaigns, etc.) Auto / Vehicle Donations Item Sales / Ticket / Travel Campaigns Matching Gifts Capital Campaigns General or unsolicited donations (White Mail, etc.) Event Management, including but not limited to: Invitation List Registration / RSVP

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

i

Bid W123677

Existing Functionality

Including, but not limited to, Acquisition, Additional Gift, Lapsed/Rejoin, Renewal, Tax Letter, Capital Campaign, Crowdfunding, peer-to-peer funding and Upgrades Electronic Marketing (email, social media, online, enewsletter, content streaming, etc.) Including, but not limited to, Acquisition, Additional Gift, Lapsed/Rejoin, Renewal, Tax Letter, Capital Campaign, Crowdfunding, peer-to-peer funding and Upgrades Events Including, but not limited to, Acquisition, Additional Gift, Lapsed/Rejoin, Renewal, Tax Letter, Capital Campaign, Crowdfunding and Upgrades

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Page 23 of 30 p. 55

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

Attendance Tracking, Special Needs and Preferences Tracking Ticketing Tracking income and expenses Generating thank you note lists Generate tickler follow-ups Capability to manage data remotely / offline (at event for instance) (preferred) Capability to manage Auction-type events, including but not limited to

a b

All of the event management items in 4.01.05.2 Donation item data (donor, FMV, starting bid level, final bid level, item description, etc.) Address Standardization, telephone and email verification capabilities

4 5 6

7 8

a

4.06

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

c d e f g h 3

Bid W123677

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory 83 125

Mandatory

Mandatory

Mandatory

Mandatory 17

33 17

Mandatory

Mandatory

Ability to attach files (document or media) to events and campaigns (preferred) Ability to handle specific campaign reconciliation to match pledges/gifts with third party vendor or internal systems data (canvassing, telemarketing, etc.) Inclusion of Notes/Comments fields in this area of the database for specific clarifications on elements Capability to provide and track a “calendar” representing campaigns, events, and other items as a reference for staff preferred

67

Ability to have a message board updatable system for staff to update the status of campaigns, events and pledge premiums (thank you gifts) preferred

25

50

33

33

SALES MANAGEMENT AND ADVERTISEMENT SALES: Primarily pertaining to the Corporate Sales / Underwriting, Foundation Sponsorship, Grant Writing and Major Donor areas. 156f7f7d59614013b887cd587f47a482.xlsx

Page 24 of 30 p. 56

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

Bid W123677

Existing Functionality

Planned Future Release

Elements

Sections, Items, Sub Levels

Not Available

Vendor Notes / Explanation

Vendor Response Section

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response.

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

1 2 a b 3

a b c d e f g h i 4 5

4.07 10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

CRM capability of handling sales and marketing functions including activity, opportunity and campaign management Integration with: Integration with Microsoft Outlook (required) Electronic / social media such as LinkedIn and Facebook (preferred) Capability to manage sales stages, workflow and approval process between internal departments and external organizations/individuals, including but not limited to: Corporate Support / Development Production Traffic Management Client Outreach Website / Online Marketing Customer Service Ability to include attachments (proposals, contracts, affidavits, spot movie files, graphics, etc.) Ability to generate ticklers by either manual or automated process for client stewardship

Planned Future Release

Not Available

Vendor Notes / Explanation

98

Mandatory

Mandatory

12 12 12 12 12 12 12 12 12 247

247

REPORTING AND ANALYTICS: 156f7f7d59614013b887cd587f47a482.xlsx

Page 25 of 30 p. 57

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

Bid W123677

Existing Functionality

Planned Future Release

Elements

Sections, Items, Sub Levels

Not Available

Vendor Notes / Explanation

Vendor Response Section

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response.

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

1

Ability to accurately report on all aspects of fundraising, fundraising areas, fundraising techniques, and fundraising campaigns, Fundraising Programs and Pledge Breaks, by user determined variables, including dates and times, with data including but not limited to: a b c d e f g h i

2

3 4 5

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

Solicitation Counts Response number and rates Gross and net revenues Average gift Overall costs Cost per response / cost per donation Cost per dollar raised Goals, %+/Donor Life Time Values (LTV) Capability to apply a variety of overlays including NCOA and predictive modeling tools such as Target Tags, wealth management, gift likelihood, etc. Ability to integrate and adapt to other external meta data sources as available Ability to create “dashboards” for fundraising, events and other station activities Ability to generate user defined accounting reports requiring multiple variables, including but not limited to:

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

69

86

Mandatory

Mandatory

Page 26 of 30 p. 58

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

Existing Functionality

a

Gross Income by development area, technique, gift levels and / or dates

b

Capability to customize through, but not limited to: Automated reminders / action items Custom reports Ability to generate custom reports to identify in a date and time range:

i ii 6 a b c d 4.08

Bid W123677

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

130 86

Interactions Transactions Activities / Actions by a specific user (preferred) Gifts, Pledges, Payments, Refunds, Rejects and Declines

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory 129

Mandatory

Mandatory

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory 50

VOLUNTEER MANAGEMENT: Elements

Sections, Items, Sub Levels

Vendor Response Section Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response.

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

1 2 3 4 5 6

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

Capability to track volunteer days and hours for CPB/CSG, University and other reporting needs Capability to track volunteer information and individual hours Capability to tie into event and on-air pledge areas (preferred) Capability to classify individuals as active volunteers to generate contact lists by mail / email / social media / phone Capability to have direct or third party solution for volunteer sign up on specific day/times and specific duties Capability to generate email and/or social media reminders to volunteers of schedule shifts and duties

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

25 25 50

25

25

Page 27 of 30 p. 59

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

4.09

Bid W123677

Existing Functionality

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

TECHNICAL & SECURITY COMPLIANCE: Elements

Sections, Items, Sub Levels

Vendor Response Section Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response.

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

1

Not Available

Vendor Notes / Explanation

As KUED is a service of the University of Utah, all systems must meet the requirements of the University of Utah for the following: a i ii iii iv

b i ii c i

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

Planned Future Release

Security: Must be able to provide current and past security assessments performed Must be able to provide a current organizational risk assessment Must be able to meet or exceed (providing documentation) of SSAE 16 Standards Capability to track changes in accounts and system to identify user responsible for specific changes (preferred), providing reporting and searchable systems to research these account changes PCI Compliance: Must be able to provide current and past PCI Reports on Compliance, or assessments Must meet additional PCI Compliance requirement listed within this RFP Hosting: The selected vendor will provide a “hosted service”, providing off site (not KUED or University of Utah located) servers, storage and backup systems.

156f7f7d59614013b887cd587f47a482.xlsx

Page 28 of 30 p. 60

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

ii

i ii e

i

All email campaigns must be capable of being sent outside of in-house email system to not clog existing server capacity Ability to monitor donors through database migration to identify potential “lost” donors during conversion and implementation, possibly due to a failure within the system during data conversion/migration

f

g i 1 ii 1 2 3 4 i

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

The selected vendor must meet insurance requirements as listed within this RFP Backup: Capability of daily data backups Capability for regular off-site secure storage of data backups If the database system, through its capabilities, is not capable of generating and distributing large and small email campaigns, the system must integrate with third party vendors to execute this function, including but not limited to, the capability to allow unsubscribe functionality

d

h

Bid W123677

Database Migration: Must be able to coordinate data migration, conforming, integrity checking timeframes with KUED’s operational schedule First (preferred) realistic window of opportunity is January / February 2015 Must be able to incorporate and merge additional databases that may include, but not limited to: ACT (underwriting/foundation information) database Volunteer data (.xls or .csv format) Event attendee / Outreach participation data (.xls or .csv format) Other .xls, .xlsx, .csv and/or .txt files of interactions, etc. Data Hygiene: If possible, must include data hygiene services to be performed on data prior to or during database migration, possibly including, but not limited to:

156f7f7d59614013b887cd587f47a482.xlsx

Planned Future Release

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory Mandatory

Section Weighted Points or Mandatory Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Mandatory

Page 29 of 30 p. 61

University of Utah

Item #

Sub Sub Sub Sub Item Item Item Item Level 1 Level 2 Level 3 Level 4 Description

1 2 3 4 5 6 7

i

Browser Compatibility If the proposed database solution utilizes web browsers, the system must be compatible with the latest browsers and updates for security

i

ii

a b c d

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Not Available

Vendor Notes / Explanation

Section Weighted Points or Mandatory

Preferred platform compatibility includes: Windows MacOS iOS Android Any proposed database and ancillary / third party systems must be in compliance with the University of Utah's policies found at http://regulations.utah.edu/it/4-001.php. Upgrade Path defined for systems and software (profide documentation)

156f7f7d59614013b887cd587f47a482.xlsx

Section Weighted Points or Mandatory 58 73 72 145 29 109 145

Mandatory

Mandatory

145

Preferred browser compatibility includes Microsoft Internet Explorer, Google Chrome, Mozilla Firefox, Safari, Opera and Dolphin. 1

k

Existing Functionality

Planned Future Release

National Change of Address (NCOA) Duplication suppression Address coding conforming (PO vs. P.O. vs p.o. vs po for instance) Salutation clean-up Advanced address corrections beyond NCOA if capable Telephone number clean-up and updates Email and / or other electronic communication clean-up If service is not possible from selected vendor, the selected vendor must coordinate with KUED and a 3rd part vendor of KUED’s choosing and contracting to schedule and accommodate data hygiene activities

ii

j

Bid W123677

290 290 72 72 Mandatory

Mandatory

Mandatory

Mandatory

Page 30 of 30 p. 62

University of Utah

Bid W123677

4.10 COMPANY STABILITY AND SIZE: Sections, Items, Elements Sub Levels

Vendor Response Section

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory 140

Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response. Item #

1 2 3 4 5

Sub Item Level 1 Description

Existing Functionality

Planned Future Release

Not Available

Number of Clients utilizing your system? ________ Number of Public Broadcasting Clients utilizing your system? ________ (Provide List) Number of Staff? __________ Years in Operation? __________ Ownership of Company and Financial Stability?

Vendor Notes / Explanation

280 70 70 140

Provide your latest annual report

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

d1adee7871cf4418bdee90c15f74bb58.xlsx

Page 1 of 2 p. 63

University of Utah

4.11 TRAINING AND SUPPORT: Sections, Items, Sub Levels

Bid W123677

Elements

Vendor Response Section

Team Scoring

Possible Scoring

Section Weighted Points or Mandatory

Section Weighted Points or Mandatory

Fendor Instructions: Please mark the appropriate column of the first three and provide any notes in the fourth column to explain any nuiances of your response. Item #

Sub Item Level 1 Description

1 a b

2 a b c d

Not Available

Training of staff: On site initial training for staff provided Ongoing training for existing staff and new staff either through online training modules, offline training modules, or vendor led training Provide documentation of proposed training plan and timeline for your proposed implementation Support: 24 hour / 365 day telephone support available Average response time: ___________ Number of dedicated support staff? ____ Online Knowledge Base access

10/28/2014, 10:50 AM 10/28/2014 10:50 AM

Existing Functionality

Planned Future Release

d1adee7871cf4418bdee90c15f74bb58.xlsx

Vendor Notes / Explanation

200 200

Mandatory

Mandatory 160 160 80

Page 2 of 2 p. 64

University of Utah

Question and Answers for Bid #W123677 - KUED Development Database

Bid W123677

5

OVERALL BID QUESTIONS There are no questions associated with this bid.   If you would like to submit a question,  please click on the "Create New Question" button below.

Question Deadline: Nov 11, 2014 10:00:00 AM MST

6 10/28/2014 10:50 AM

p. 65