11-27TH05P5 Attachment H RFP Evaluation Scoresheet.xls
XLS spreadsheet 82 KB Posted
- Solicitation number
- 27TH05P5
- Issued by
- Salt Lake County, Utah
About this file
This is an RFP evaluation scoresheet for Nonprofit CRM Software being procured by Jordan School District for its nonprofit arm, Jordan Education Foundation, in Utah. The solicitation number is 27TH05P5, and the evaluation is governed by the State of Utah Procurement Code and applicable administrative rules. The RFP seeks a qualified vendor to provide comprehensive nonprofit customer relationship management software that supports constituent management, fundraising operations, gift processing, grant management, volunteer coordination, event management, and communications functionality. The software must integrate with existing systems, specifically migrating historical data from the incumbent NonProfitEasy platform, and must comply with FERPA requirements and public contract boycott restrictions. The evaluation scoresheet does not specify response deadlines, site visit dates, or award dates in the provided document.
The evaluation methodology allocates 3,500 possible points (55.55% of total score) for technical criteria across eight major categories encompassing 70 specific requirements, with individual scores ranging from 0 to 5 on a defined scale. Presentations account for 800 possible points (12.70% of total score), and cost evaluation represents 2,000 possible points (31.74% of total score) using a formula based on the lowest proposed price relative to each proposal's price. Vendors must achieve a minimum threshold of 2,625 technical points (75% of available technical points) to proceed to presentation and cost evaluation phases. The total possible evaluation score is 6,300 points. The scoresheet indicates this is a draft document not subject to disclosure under Utah's Government Records Access and Management Act (GRAMA), and no pricing information, incumbency status, or specific funding amounts are detailed in this evaluation document.
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Score Sheet
| ATTACHMENT H | ||||||||
| Nonprofit CRM Software for Jordan Education Foundation | ||||||||
| SOLICITATION # 27TH05P5 | ||||||||
| RFP EVALUATION SCORESHEET | ||||||||
| DRAFT: This document is intended to be a draft. Please return this document to the evaluation committee chairperson | ||||||||
| This document is not subject to GRAMA pursuant to Utah Administrative Code R33-7-702(2). | ||||||||
| Score will be assigned as follows: | ||||||||
| 0= Fail, the proposal fails to address the requirements or criteria described in the RFP or cannot be assessed due to missing information | ||||||||
| Firm Name: | 1 = Poor, the proposal inadequately addresses the requirements or criteria described in the RFP or cannot be assessed due to incomplete information | |||||||
| 2 = Unsatisfactory, the proposal addresses the requirements or criteria described in the RFP in an unsatisfactory manner | ||||||||
| Evaluator: | 3 = Satisfactory, the proposal addresses all requirements or criteria described in the RFP in a minimum satisfactory manner | |||||||
| 4 = Good, the proposal addresses all requirements or criteria described in the RFP and in some respects exceeds them | ||||||||
| Date: | 5 = Excellent, the proposal addresses and exceeds all of the requirements or criteria described in the RFP | |||||||
| Minimum Mandatory Requirements | RFP Section | Evaluation (Pass/Fail) | ||||||
| A | Experience and References | 2.1 | ||||||
| B | Existing Program Capability | 2.1 | ||||||
| C | Page Limitation | 2.1 | ||||||
| D | Compliance with Public Contract Boycott Restrictions | 2.1 | ||||||
| E | Compliance with FERPA / Sign JSD's DPA | 2.1 | ||||||
| F | No Reseller Preference | 2.1 | ||||||
| 0 | ||||||||
| Scoreable Technical Criteria | RFP Section | Evaluator Score (0-5) | Criteria Weight | % of Tech Criteria | Points Possible | Points |
Earned
| A1. Constituent Management | |||||||
| A1.1 | Software maintains a single constituent record | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A1.2 | Tracks donors, volunteers, businesses, foundations, etc. | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A1.3 | Software supports householding | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A1.4 | Tracks relationships between constituents | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A1.5 | Records interaction history | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A1.6 | Stores notes and attachments | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A1.7 | Tracks communication preferences | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A1.8 | Maintains constituent segmentation | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2. Fundraising | |||||||
| A2.1 | Handles annual campaigns | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2.2 | Handles capital campaigns | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2.3 | Handles major gifts | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2.4 | Handles planned giving | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2.5 | Handles matching gifts | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2.6 | Handles peer-to-peer fundraising | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2.7 | Handles recurring gifts | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2.8 | Handles online donations/credit ard payments | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2.9 | Handles pledges | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2.10 | Handles gift acknowledgements | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A2.11 | Handles tribute and memorial gifts | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A3. Gift Processing | |||||||
| A3.1 | Processes online donations | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A3.2 | Accepts credit cards and ACH | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A3.3 | Tracks pledges | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A3.4 | Generates tax receipts | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A3.5 | Produces acknowledgement letters | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A3.6 | Manages soft credits | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A3.7 | Records in-kind donations | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A4. Grant Management | |||||||
| A4.1 | Handles grant prospect tracking | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A4.2 | Handles the grant calendar | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A4.3 | Handles proposal management | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A4.4 | Handles award tracking | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A4.5 | Handles reporting deadlines | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A4.6 | Handles grant history- how detailed? | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A5. Volunteer Management | |||||||
| A5.1 | Maintains volunteer records | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A5.2 | Tracks volunteer records | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A5.3 | Manages volunteer skills | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A5.4 | Schedules volunteers | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A5.5 | Generates volunteer reports/sign up within software? | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A5.6 | Ability to schedule or allow volunteer sign-ups | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A6. Event Management | |||||||
| A6.1 | Handles registration | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A6.2 | Handles ticketing | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A6.3 | Sponsorship tracking | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A6.4 | Handles seating | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A6.5 | Handles attendance | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A6.6 | Handles auctions | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A6.7 | Handles check-in | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A6.8 | Handles payment processing | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A6.9 | Handles other event-related information | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A7. Communications | |||||||
| A7.1 | Handles email marketing | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A7.2 | Handles segmentation | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A7.3 | Handles automated workflows | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A7.4 | Handles optional text messaging | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A7.5 | Handles mail merge | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A7.6 | Handles campaign tracking | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A7.7 | Ability to email acknowledgement letters and select | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A7.8 | Ability to integrate with MailChimp or comparable | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A7.9 | Response tracking | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A8. General Functionality and Integrations | |||||||
| A8.1 | Ability to create large numbers of donation designations | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| A8.2 | Upload data from credit cards/employee payroll | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A8.3 | Ability for multiple users (min 4-6) | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A8.4 | Dashboard and how to identify trends | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| A8.5 | Set reminders and to-do lists | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A8.6 | Multiple contacts within same constituent profile | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A8.7 | Integration with Google, MS Office,payments, etc. | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A8.8 | Ability to attach subaccounts to diff/multiple locations | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A8.9 | Compatible with Stripe or equal for cc processing | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| A8.10 | Difference between sponsorships vs. donations | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| B. Reporting Requirements | |||||||
| B1. | Provides standard reports | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| B2. | Offers a custom report builder | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| B3. | Software's dashboard(s) | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| B4. | Software's fundraising analytics | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| B5. | Handles Board reports | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| B6. | Export reports to Excel/PDF | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| B7. | Handles scheduled reporting | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| B8. | Ability to filter revenue/donation types in reports | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| B9. | Assigns school year to transactions | 3.2 | 10 | 1.43% | 50.0 | 0.0 | |
| B10 | Running various, specific reports (6 types) | 3.2 | 12 | 1.71% | 60.0 | 0.0 | |
| C. Implementation, Training, Security and Technical Support | |||||||
| C1. | Integrate historical data from NonProfitEasy | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| C2. | Move historical & current contracts from NonProfitEasy | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| C3. | Implementation Services (8 criteria) | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| C4. | Initial & ongoing professional development | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| C5. | Technical support and contact info | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| C6. | How constituent/employee data protected/ FERPA | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| C7. | Abilities and Processes (9 criteria) | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| C8. | Cybersecurity initiatives/process for data breach | 3.2 | 8 | 1.14% | 40.0 | 0.0 | |
| 99.8% | 3500.0 | 0.0 | |||||
| Required Technical Point Threshold | RFP Section | Min Percent | Min Points Required | Points Earned | Percent Earned | Evaluation | |
| 5.1 | 75% | 2625.0 | 0.0 | 0.0% | 0 | ||
| Presentations | RFP Section | Percent of Total | Points Possible | Points Earned | |||
| 5.1 | 12.70% | 800.0 | |||||
| Cost | RFP Section | Low Cost Option | Offered Cost | Percent of Total | Points Possible | Points Earned | |
| 5.1 | 31.74% | 2,000.0 | 0.0 | ||||
| Cost Formula: Cost Points x (Lowest Proposed Price/Proposed Price) | |||||||
| Total Evaluation Points | Percent of Total | Points Possible | Points Earned | ||||
| Total Technical Evaluation Points | 55.55% | 3,500.0 | 0.0 | ||||
| Total Presentation Points | 12.70% | 800.0 | 0.0 | ||||
| Total Cost Evaluation Points | 31.74% | 2,000.0 | 0.0 | ||||
| Total Evaluation Points | 100% | 6,300.0 | 0.0 |
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