13-27TH05P5 - Addendum 3 FINAL 09-14-26.pdf

7905 S. Redwood Road West Jordan, Utah 84088-4601 www.jordandistrict.org purchasing.jordandistrict.org

Purchasing Department 801-567-8710 Office 801-567-8700 Fax purchasing@jordandistrict.org

RFP # 27TH05P5

ADDENDUM #3

Date: September 14, 2026

RFP # 27TH05P5 Nonprofit CRM Software for Jordan Education Foundation

Original Bid Close Date: Friday, September 18, 2026 at 12:00 pm MDT

This addendum announces the following changes:

1. Addition of all Public Q&A as Part of Scope of Work.

a. We are formally adding all Public Questions & Answers (Public Q&A tab in

Bonfire) as part of the Scope of Work for this RFP.

Please consider information, especially the answers given as additional information, additional Scope of Work and additional instructions for Vendors in order to adequately respond and qualify for this RFP.

Thank you for your assistance and interest in Jordan School District.

[End of Addendum 3] http://www.jordandistrict.org/ http://purchasing.jordandistrict.org/ mailto:purchasing@jordandistrict.org

Generated on Sep 14, 2026 4:06 PM MDT - Tonya Hodges

Public Q&A

#1 - Internal Designation Structure and Donation Routing

Vendor, Aug 15, 2026 6:22 AM MDT, Not Public - Pending

Please clarify how JEF wants donation designations modeled internally in the CRM. Should designations support a hierarchy across foundation funds, schools, programs, classrooms, athletics, and events, and are there cases where a donation is made to a general JEF fund and then routed internally afterward?

Tonya Hodges, Aug 18, 2026 1:58 PM MDT, Public - Answered

The school or department (location) is the top of the hierarchy, with various programs (functions) such as football, Smith's Class; Math Dept.; etc.) linked to the location. Locations are not duplicated, but functions can be linked to multiple locations with each location/function combination considered a unique account. It would be useful to be able to include the district location code and function code as part of the description if possible. The location code is a 3-digit number and the function code is a 4-digit number.

#2 - Historical Data Migration Expectation

Vendor, Aug 15, 2026 6:22 AM MDT, Not Public - Pending

Should the implementation include full historical migration from NonProfitEasy at go-live, or would JEF accept a phased migration approach that prioritizes active donor, current campaign, and current designation data first?

Tonya Hodges, Aug 18, 2026 1:59 PM MDT, Public - Answered

A phased migration approach may be acceptable, but it would depend upon how long each phase will take. Please include a detailed schedule with your response.

#3 - Historical Event and Volunteer Record Migration

Vendor, Aug 15, 2026 6:24 AM MDT, Not Public - Pending

If historical data migration is required, should historical event records and volunteer records be migrated in the same initial implementation wave as donor, donation, and campaign data?

Tonya Hodges, Aug 18, 2026 2:00 PM MDT, Public - Answered

Volunteer records will not be migrated with the initial implementation.

#4 - FERPA Boundary Within the CRM

Vendor, Aug 15, 2026 6:25 AM MDT, Not Public - Pending

Please clarify the expected FERPA and student-data boundary for the CRM. Should the system avoid storing student-level records entirely, with compliance focused on access controls and careful handling of student-adjacent information, or are there specific student-related records expected to exist within scope?

Tonya Hodges, Aug 18, 2026 2:02 PM MDT, Public - Answered

Students will occasionally make in-kind donations as part of a school project. When any student data is held (name/address), the district requires the privacy of the student be maintained per the FERPA Boundary.

#5 - Launch User Roles and Initial User Footprint

Vendor, Aug 15, 2026 6:25 AM MDT, Not Public - Pending

Please clarify the expected launch footprint for internal users. Should the proposed solution be scoped around a small initial user group, and if so, which user roles should be assumed at launch, such as administrator, development staff, event coordinator, finance liaison, and board viewer?

Tonya Hodges, Aug 18, 2026 2:03 PM MDT, Public - Answered

Initially there will be a small initial user group of three individuals. The office manager will oversee the project with the director of events and director of development to be initial users.

#6 - Board Dashboard Reporting Depth

Vendor, Aug 15, 2026 6:26 AM MDT, Not Public - Pending

For board and executive reporting, does JEF need only top-line dashboards and summary reporting, or should the CRM also support deeper drilldowns by designation, donor type, campaign, and fundraising activity?

Tonya Hodges, Aug 18, 2026 2:04 PM MDT, Public - Answered

We need deeper drilldowns including: campaign, in-kind reports by donor, cash donation reports by donor, donations by school location and by specific program.

#7 - Event Management Depth

For event management, is JEF seeking only registration and sponsorship tracking, or should the proposed CRM also support deeper event workflows such as auction management, check-in, attendance tracking, seating, and event planning tasks?

Tonya Hodges, Aug 18, 2026 2:05 PM MDT, Public - Answered

Deeper workflow events such as those listed would be desirable.

#8 - Volunteer Management Scope

Does JEF require volunteer management to be a native capability within the CRM, or would an integration with a third-party volunteer management tool be acceptable?

Tonya Hodges, Aug 18, 2026 2:06 PM MDT, Public - Answered

If the integration is a highly effective tool, we would be open to a third-party volunteer management tool.

#9 - Grant Management Workflow Depth

Vendor, Aug 15, 2026 6:27 AM MDT, Not Public - Pending

For grant management, does JEF need only prospect, proposal, award, and reporting records, or is a full workflow required that includes grant calendars, approval steps, reporting deadlines, and a formal grant pipeline?

Tonya Hodges, Aug 18, 2026 2:06 PM MDT, Public - Answered

A grant calendar and reporting deadlines would be desirable.

#10 - MailChimp Integration Requirement

Vendor, Aug 15, 2026 6:27 AM MDT, Not Public - Pending

JEF currently uses MailChimp. Is MailChimp integration a required capability for the selected CRM, or is it a preferred option where comparable alternatives would be acceptable?

Tonya Hodges, Aug 18, 2026 2:09 PM MDT, Public - Answered

It is a requirement unless there is a comparable feature included with the CRM. So preferred, but would be willing to look at acceptable comparable alternatives.

#11 - Donor Communications Automation Expectations

Vendor, Aug 15, 2026 6:28 AM MDT, Not Public - Pending

Please clarify the expected balance between automated and staff-managed donor communications. Should the CRM support mostly automated acknowledgements, reminders, and stewardship workflows, or does JEF expect certain communications to remain primarily manual?

Tonya Hodges, Aug 18, 2026 2:11 PM MDT, Public - Answered

Communications are primarily manual, however, there are instances where an automated acknowledgement is desirable, such as a school fundraiser where there are multiple small donations. We also send electronic acknowledgements annually for employee payroll donations.

#12 - Employee Giving and Payroll Contribution Operations

Vendor, Aug 15, 2026 6:28 AM MDT, Not Public - Pending

Please clarify how JEF expects employee giving and payroll contributions to operate in the CRM.

Should payroll contributions be treated as a distinct internal donation type with separate reporting and reconciliation handling from standard donor gifts?

Tonya Hodges, Aug 18, 2026 2:18 PM MDT, Public - Answered

Donations from employees are only treated separately if the donation is made through a payroll deduction. We require that the payroll deductions be able to be distinguished from other donations for acknowledgement and reporting purposes. Employees can designate these donations to various schools/programs. We currently use an alternate donation type for these:

Donations; Grants; EGC; Fees.

#13 - Number of Users

Vendor, Aug 16, 2026 9:01 AM MDT, Not Public - Pending

For this RFP, please confirm the expected number of active users for the Jordan Education Foundation over a 3-year period and any anticipated growth assumptions.

Tonya Hodges, Aug 18, 2026 2:18 PM MDT, Public - Answered

We will have four active users. We would not anticipate exceeding six users in the next three years.

#14 - Feature Requirements

Vendor, Aug 16, 2026 9:03 AM MDT, Not Public - Pending

Please identify the minimum mandatory functional requirements for the Nonprofit CRM, and specify which capabilities are optional for this RFP.

What required integrations must solutions support (e.g., donor management, email/communications, accounting, SIS/ERP, reporting platforms), and which of these are hard requirements vs. preferred enhancements?

Tonya Hodges, Aug 18, 2026 2:22 PM MDT, Public - Answered

Hard requirements include: Robust donor management including, but not limited to: data integration; robust reporting; upload/download capabilities; ability to manage multiple functions

(programs) assigned to various locations (schools); Ability to distinguish revenue types: general donations, grants, in-kind, EGC, other revenue (fees).

Preferred: Volunteer management, grant management, event management.

Tonya Hodges, Aug 18, 2026 2:34 PM MDT, Public - Answered

1. Authentication and Account Security: Contractor shall implement and maintain authentication and account security controls designed to protect access to JSD systems and District Data. Such controls shall be consistent with the Center for Internet Security (CIS) Critical Security Controls or an industry-equivalent security standard.

At a minimum, the contractor shall implement:

a. Credential and Identity Security

i. Establish and enforce secure authentication practices consistent with CIS or an industry-equivalent standard.

ii. Protect credentials using industry-accepted security controls.

iii. Prohibit the use of shared, default, or hard-coded credentials for access to JSD systems or District Data.

b. Multi-Factor Authentication: Require Multi-Factor Authentication (MFA) for all interactive user access to systems that process or store District Data, including administrative and privileged accounts.

2. Default Configurations and Backdoors: Contractor shall ensure that any default authentication settings, credentials, or access mechanisms associated with the software or services are disabled by default. In the event that this is permitted based on a written agreement, JSD maintains the right to withdraw this at any time at JSD’s direction.

Contractor shall not maintain, implement, or retain any undocumented, hard-coded, shared, or persistent credentials, accounts, access methods, or other mechanisms (“backdoors”) that allow the Contractor, its personnel, or any third party to access JSD systems or District Data without JSD’s knowledge and authorization.

3. Vendor Support Access and Remote Connectivity: Contractor shall not maintain continuous, unattended, or persistent remote access to JSD systems or District Data. Any remote access required for support or maintenance purposes shall be explicitly authorized, initiated, and controlled by JSD. Contractor support access shall be limited to user-initiated attended sessions.

Contractor shall not access District systems or data outside of an authorized support session unless expressly approved in writing by JSD

4. Security Incident and Breach Notification

a. Security Incident Notice: Contractor shall notify JSD no later than three (3) business days after discovery of any reasonably suspected Security Incident involving District Data or JSD systems.

Notification is required whenever Contractor becomes aware of facts that would cause a reasonable person to suspect that a Security Incident may have occurred, regardless of whether the incident has been confirmed at the time of notice. Such notification may be preliminary and based on information reasonably available at the time.

For purposes of this section, “discovery” occurs at the point of reasonable suspicion, not upon confirmation or completion of an internal investigation.

b. Follow-Up and Confirmation: Contractor shall provide a follow-up communication to JSD when the Security Incident is:

i. Confirmed to have occurred; or

ii. Reasonably determined not to have occurred following investigation.

Such follow-up shall occur without unreasonable delay after Contractor reaches such determination.

c. Supplemental Reporting (Confirmed Incidents Only): If a Security Incident is confirmed, Contractor shall provide a written supplemental incident report no later than ten (10) business days following the initial notification, unless otherwise agreed in writing by JSD.

i. To the extent known at the time, the report shall include:

1. A description of the nature of the Security Incident.

2. All elements of District Data and systems potentially affected.

3. The scope and duration of the incident.

4. Mitigation and containment actions taken.

5. Planned corrective or preventative measures.

Contractor shall continue to provide material updates as additional information becomes available

d. Notice vs. Disclosure: Contractor acknowledges that notice to JSD is distinct from any public, regulatory, or third-party disclosure of a Security Incident.

e. JSD Right to Communicate: Notwithstanding any confidentiality provision in this Agreement, JSD reserves the right, in its sole discretion, to communicate with its employees, students, parents, constituents, other governmental entities, and the public regarding any Security Incident.

JSD will make reasonable efforts to coordinate such communications with the Contractor to the extent feasible and legally permissible; however, the final determination regarding the necessity, content, timing, and method of any communication shall rest solely with JSD.

Where the Contractor is legally required to make a disclosure, Contractor shall, to the extent permitted by law, provide advance notice and coordinate communications with JSD.

Contractor shall not delay or withhold notice to JSD based on internal determinations regarding disclosure obligations, reputational concerns, or ongoing investigations.

f. Failure to Notify: Failure to provide timely notice to JSD as required under this section shall constitute a material breach of this Agreement, regardless of whether the Security Incident ultimately results in a confirmed data breach or public disclosure.

Tonya Hodges, Aug 18, 2026 2:37 PM MDT, Public - Answered

Disregard the most recent answer. This is the answer for Question# 15 Compliance. Thank you.

#15 - Compliance

Vendor, Aug 16, 2026 9:03 AM MDT, Not Public - Pending

What specific security, privacy, and compliance standards should be addressed in the technical response (including encryption, retention, and access controls)?

For proposal evaluation, can you provide the scoring criteria and the relative weighting for Technical, Cost, and Presentation sections?

Tonya Hodges, Aug 18, 2026 2:36 PM MDT, Public - Answered

1. Authentication and Account Security: Contractor shall implement and maintain authentication and account security controls designed to protect access to JSD systems and District Data. Such controls shall be consistent with the Center for Internet Security (CIS) Critical Security Controls or an industry-equivalent security standard.

At a minimum, the contractor shall implement:

a. Credential and Identity Security

i. Establish and enforce secure authentication practices consistent with CIS or an industry-equivalent standard.

ii. Protect credentials using industry-accepted security controls.

iii. Prohibit the use of shared, default, or hard-coded credentials for access to JSD systems or District Data.

b. Multi-Factor Authentication: Require Multi-Factor Authentication (MFA) for all interactive user access to systems that process or store District Data, including administrative and privileged accounts.

2. Default Configurations and Backdoors: Contractor shall ensure that any default authentication settings, credentials, or access mechanisms associated with the software or services are disabled by default. In the event that this is permitted based on a written agreement, JSD maintains the right to withdraw this at any time at JSD’s direction.

Contractor shall not maintain, implement, or retain any undocumented, hard-coded, shared, or persistent credentials, accounts, access methods, or other mechanisms (“backdoors”) that allow the Contractor, its personnel, or any third party to access JSD systems or District Data without JSD’s knowledge and authorization.

3. Vendor Support Access and Remote Connectivity: Contractor shall not maintain continuous, unattended, or persistent remote access to JSD systems or District Data. Any remote access required for support or maintenance purposes shall be explicitly authorized, initiated, and controlled by JSD. Contractor support access shall be limited to user-initiated attended sessions.

Contractor shall not access District systems or data outside of an authorized support session unless expressly approved in writing by JSD

4. Security Incident and Breach Notification

a. Security Incident Notice: Contractor shall notify JSD no later than three (3) business days after discovery of any reasonably suspected Security Incident involving District Data or JSD systems.

Notification is required whenever Contractor becomes aware of facts that would cause a reasonable person to suspect that a Security Incident may have occurred, regardless of whether the incident has been confirmed at the time of notice. Such notification may be preliminary and based on information reasonably available at the time.

For purposes of this section, “discovery” occurs at the point of reasonable suspicion, not upon confirmation or completion of an internal investigation.

b. Follow-Up and Confirmation: Contractor shall provide a follow-up communication to JSD when the Security Incident is:

i. Confirmed to have occurred; or

ii. Reasonably determined not to have occurred following investigation.

Such follow-up shall occur without unreasonable delay after Contractor reaches such determination.

c. Supplemental Reporting (Confirmed Incidents Only): If a Security Incident is confirmed, Contractor shall provide a written supplemental incident report no later than ten (10) business days following the initial notification, unless otherwise agreed in writing by JSD.

i. To the extent known at the time, the report shall include:

1. A description of the nature of the Security Incident.

2. All elements of District Data and systems potentially affected.

3. The scope and duration of the incident.

4. Mitigation and containment actions taken.

5. Planned corrective or preventative measures.

Contractor shall continue to provide material updates as additional information becomes available

d. Notice vs. Disclosure: Contractor acknowledges that notice to JSD is distinct from any public, regulatory, or third-party disclosure of a Security Incident.

e. JSD Right to Communicate: Notwithstanding any confidentiality provision in this Agreement, JSD reserves the right, in its sole discretion, to communicate with its employees, students, parents, constituents, other governmental entities, and the public regarding any Security Incident.

JSD will make reasonable efforts to coordinate such communications with the Contractor to the extent feasible and legally permissible; however, the final determination regarding the necessity, content, timing, and method of any communication shall rest solely with JSD.

Where the Contractor is legally required to make a disclosure, Contractor shall, to the extent permitted by law, provide advance notice and coordinate communications with JSD.

Contractor shall not delay or withhold notice to JSD based on internal determinations regarding disclosure obligations, reputational concerns, or ongoing investigations.

f. Failure to Notify: Failure to provide timely notice to JSD as required under this section shall constitute a material breach of this Agreement, regardless of whether the Security Incident ultimately results in a confirmed data breach or public disclosure.

Tonya Hodges, Aug 18, 2026 2:41 PM MDT, Public - Answered

A scoresheet with scoring criteria and relative weighting is forthcoming and will be posted as soon as I can prepare it. Please also refer to Part 4 : Information Required in Submission of a Proposal, Item H for Technical Criteria and points possible for each question. Refer to Part 5 RFP Evaluation and Award for points possible for each stage including Presentations and Cost.

#16 - Submissions

Vendor, Aug 16, 2026 9:04 AM MDT, Not Public - Pending

For the presentation requirement, please confirm expected format, duration, required attendees/roles, whether remote is permitted, and whether a recorded option is acceptable.

In Cost Response, should recurring and one-time costs be submitted as separate line items, including implementation, onboarding, training, support, and integrations?

Is a redacted technical proposal required for all participants or only when confidential information is included?

Tonya Hodges, Aug 18, 2026 2:46 PM MDT, Public - Answered

Refer to Attachment G- Presentation Evaluation for the expected format (please have the presentation follow the questions in the exact order listed. We anticipate a 90 minute time limit, and these will be conducted remotely only. Pre-recorded demonstrations are not acceptable.

In the Cost Response, list all recurring and one-time costs as separate line items, including implementation, onboarding, training, support and integrations.

Redacted technical responses are optional and only needed if there is confidential information you want redacted.

#17 - Ai

Vendor, Aug 16, 2026 9:05 AM MDT, Not Public - Pending

Can JSD confirm whether AI-assisted CRM functionality is required, optional, or restricted, and if allowed:

a. any permitted use cases,

b. any prohibited uses, and

c. required controls for governance, human review, model/data handling, and auditability?

Tonya Hodges, Aug 18, 2026 2:47 PM MDT, Public - Answered

We are open to some AI-assisted functionality, but would want human review available for any issues. Please include how and where AI would be used in your proposal response.

#18 - Project Number of Users By Category

Vendor, Aug 17, 2026 1:03 PM MDT, Not Public - Pending

Marketing Users

Service Support Users

Client-facing Users

Portal Users

Administrative users

Others not mentioned

Tonya Hodges, Aug 18, 2026 4:30 PM MDT, Public - Answered

Please see answer to question #13

Linked to Question #13

#19 - Experience and References

Vendor, Aug 17, 2026 1:59 PM MDT, Not Public - Pending

We understand the requirement for experience and references from three nonprofit organizations affiliated with school districts. Our Advancement platform has been available since the early 2020s and is now used by more than 100 institutions, including two secondary schools, with the broader client community consisting primarily of higher education institutions. Would the District consider demonstrated experience with nonprofit educational institutions to satisfy this requirement, including references from the two secondary school clients supplemented by one or more higher education institutions using the same Advancement platform?

Tonya Hodges, Aug 18, 2026 4:32 PM MDT, Public - Answered

The Mandatory Minimum Requirement listed in Part 2.1.A for experiences and references will stand. Offeror must have a minimum of three (3) years of experience providing their product and services to other nonprofit arms of school districts in the United States; and provide at least three

(3) references for other school districts of similar size to JSD. Please refer to this section in the RFP for additional limitations.

Tonya Hodges, Aug 31, 2026 4:58 PM MDT, Public - Answered

See answer to question# 21

Linked to Question #21

Tonya Hodges, Aug 31, 2026 4:59 PM MDT, Public - Answered

See answer to question #32

Linked to Question #32

#20 - HubSpot Partner

Vendor, Aug 18, 2026 7:22 AM MDT, Not Public - Pending

We noticed a limitation in the RFP requirements and would like to request clarification.

Could you please confirm whether a structure where HubSpot serves as the software provider/contracting entity, and our organization serves as the authorized implementation, integration, migration, training, and support partner, would be acceptable under this RFP?

Tonya Hodges, Aug 18, 2026 4:35 PM MDT, Public - Answered

If HubSpot will be the software provider/contracting entity, then per our Mandatory Minimum Requirement Item F. No Reseller Preference, the software provider (HubSpot) would need to provide a letter stating that they are unable to contract with JSD/JEF directly for the particular services you have listed per their company policy, and that your company is their authorized provider of the services.

#21 - Non-profit arm

Vendor, Aug 18, 2026 1:22 PM MDT, Not Public - Pending

How much of a requirement is history in this? We have extensive history working with public universities and public city governments for comparable experience.

Tonya Hodges, Aug 18, 2026 4:37 PM MDT, Public - Answered

Please see the response to Question #19. The requirements as stated in the Mandatory Minimum Requirements Part 2.1.A will stand.

Linked to Question #19

Tonya Hodges, Aug 21, 2026 5:40 PM MDT, Public - Answered

Please also see response to question# 32. Higher Education experience is now allowed.

#22 - Regarding NonProfitEasy data migration

Vendor, Aug 18, 2026 2:51 PM MDT, Not Public - Pending

What format will the NonProfitEasy data export take (native export, CSV, or database dump), and would a sample/test export be made available to shortlisted Offerors prior to award to support implementation planning?

Tonya Hodges, Aug 21, 2026 4:51 PM MDT, Public - Answered

At this point in time, we would download information into a CSV file or Excel. We have contacted NonProfitEasy to see if there is a way to mass download information and are awaiting further information from them on what format that would be.

We are awaiting an answer from NonProfitEasy if they have sample or test data to export. We would not be interested in providing actual/real data to vendors prior to award.

Tonya Hodges, Aug 28, 2026 9:35 AM MDT, Public - Answered

Available export formats include:

- Excel (.xlsx)

- PDF (.pdf)

- RTF (.rtf)

- CSV (.csv)

#23 - Regarding payroll-deduction contributions referenced in the Scope of Work

Vendor, Aug 18, 2026 2:52 PM MDT, Not Public - Pending

What file format do payroll-deduction contribution files come in, and how frequently are they generated?

Tonya Hodges, Aug 21, 2026 4:56 PM MDT, Public - Answered

It is provided on an Excel file and converted to CSV for download into the current CRM. Our usual payroll is run once monthly, and the JEF has not indicated yet that there would be a different frequency.

#24 - Scope

Vendor, Aug 18, 2026 2:53 PM MDT, Not Public - Pending

For proposal scoping purposes, approximately how many active constituent records and how many donation designations does JEF currently maintain in NonProfitEasy?

Tonya Hodges, Aug 21, 2026 4:58 PM MDT, Public - Answered

We currently have 6,515 constituent records which includes separate contact records for each employee within a company.

#25 - Regarding Mandatory Minimum Requirement 2.B (Existing Program Compatibility)

Vendor, Aug 18, 2026 2:53 PM MDT, Not Public - Pending

Can JSD provide additional detail on the iBoss deployment (e.g., network-level vs. endpoint-level filtering) so Offerors can assess compatibility prior to proposal submission?

Tonya Hodges, Aug 21, 2026 5:04 PM MDT, Public - Answered

JSD's iBoss deployment takes advantage of both endpoint-related and network-level filtering, with filtering and policy enforcement applied to traffic traversing the district network. JSD also utilizes endpoint-related components where applicable to support filtering for devices and users when they are not directly connected to the district network.

Offerors should assume that compatibility with JSD's existing iBoss environment will need to support both endpoint-related and network-based filtering, user/device identification, authentication, policy enforcement, and traffic inspection, as applicable. Detailed configuration information, network topology, and implementation-specific information can be provided to the selected Offeror.

#26 - Regarding Section 3.2.A8.7(e), Single Sign-On integration

Vendor, Aug 18, 2026 2:54 PM MDT, Not Public - Pending

What identity provider does JSD/JEF use (e.g., Google Workspace, Microsoft Entra ID) for SSO purposes?

Tonya Hodges, Aug 21, 2026 5:05 PM MDT, Public - Answered

JSD and JEF use Google Workspace for Education Plus

#27 - Regarding Section 3.2.A8.9, Stripe compatibility

Vendor, Aug 18, 2026 2:54 PM MDT, Not Public - Pending

Is JEF currently using Stripe as its payment processor, or is the processor selection flexible for the proposed solution?

Tonya Hodges, Aug 21, 2026 5:11 PM MDT, Public - Answered

JEF currently uses School Windows as its payment processor, but would like to move to Stripe, as it was recommended by the State and other local nonprofit organizations. If an Offeror wishes to propose a different payment processor other than Stripe, please be aware that there may be additional approval processes to verify they are allowed for use.

#28 - Regarding Part 5, Stage 3 (Interviews and Presentations)

Vendor, Aug 18, 2026 2:55 PM MDT, Not Public - Pending

Has a determination been made on whether a presentation stage will be held for this solicitation, and if so, will additional scoring guidance beyond Attachment G be issued in advance?

Tonya Hodges, Aug 21, 2026 5:15 PM MDT, Public - Answered

Yes, Stage 3 Presentations will be held, this is no longer an optional stage. Scoring for this stage can be found in Attachment G and referenced to in the RFP documents. This stage is worth a total of 800 points. Presentations will all be held virtually and may not be pre-recorded so that the evaluation committee may ask questions. Please follow the criteria exactly as listed in Attachment G in the presentation. Only vendors passing Stage 2 with a minimum of 75% of the possible Stage 2 points will be invited to give a Presentation.

#29 - Regarding Mandatory Minimum Requirement 2.E (Learn Platform Approval)

Vendor, Aug 18, 2026 2:57 PM MDT, Not Public - Pending

Must Learn Platform approval be completed prior to proposal submission, prior to contract award, or prior to go-live?

Tonya Hodges, Aug 21, 2026 5:21 PM MDT, Public - Answered

If the vendor signs the data privacy agreement, there isn't a need for a Learn Platform review, you will be automatically added. If the vendor does not sign the agreement, we have to do the review, but sometimes the review ends up with a determination that we need a data privacy agreement or that we have to tell schools that they need parent consent prior to using the product or similar.

The review for Learn Platform involves trying to see if the company's privacy policy and terms of use are in alignment with the data privacy agreement or to determine if we have to try to get a data privacy agreement.

The process will be expedited if the signed Attachment E is returned with your proposal response.

The determination will need to be made after proposal submission, but before contracts are signed and prior to go-live.

#30 - Scoping

Vendor, Aug 18, 2026 2:57 PM MDT, Not Public - Pending

For proposal scoping purposes, can JSD share a budget range or JEF's prior-year software spend for its existing CRM platform?

Tonya Hodges, Aug 21, 2026 5:23 PM MDT, Public - Answered

JSD does not share a budget for solicitations.

JEF's payment for the current CRM software for 2026 was $2,688.00.

#31 - Regarding Attachment E (Student Data Privacy Agreement)

Vendor, Aug 18, 2026 2:58 PM MDT, Not Public - Pending

Does JSD have a preference for Offerors who have already executed an NDPA with another Utah LEA, or is a first-time signature with JSD acceptable?

Tonya Hodges, Aug 21, 2026 5:26 PM MDT, Public - Answered

There is no preference for Offerors who already have executed an NDPA with another LEA. The previous SDPA form is expiring and all vendors are being asked to sign the newest version as it incorporates new Utah laws. First-time signature Offerors are acceptable, as long as the Attachment E is signed or the company is vetted otherwise- see answer to question# 29.

Linked to Question #29

#32 - Clarification Regarding Competition and Restrictive Requirements

Vendor, Aug 18, 2026 5:04 PM MDT, Not Public - Pending

Several Q&A responses appear to restrict otherwise capable vendors from competing, including lower-cost approaches that can fully meet the stated requirements. Please clarify the justification for these restrictions and whether the State has assessed their impact on competition.

Please also provide the State’s Contracting Officer’s name, title, contracting office, and official contact information for this solicitation.

Tonya Hodges, Aug 21, 2026 5:37 PM MDT, Public - Answered

For Mandatory Minimum Requirement A. Experience and References, administration has decided to allow Higher Education experience as part of the 3 years of experience requirement and may be used for any or all of the minimum 3 references to be provided.

This RFP is being conducted by Jordan School District and not the State of Utah on behalf of the Jordan Education Foundation, the school district's nonprofit arm. Experience is a requirement to vet that the proposed solution has been in use in a similar nonprofit environment and allows us to contact references regarding its ease of use, functionality in a similar environment, level of service, etc.

Linked to Question #19

#33 - build the software from scratch

Vendor, Aug 19, 2026 12:55 PM MDT, Not Public - Pending

I was reviewing 27TH05P5 - RFP- Nonprofit CRM Software for Jordan Education Foundation and had a question. I was wondering if you would consider a company that can build the software from scratch based on the JSD requirements, rather than offering an existing off-the-shelf solution.

Tonya Hodges, Aug 21, 2026 6:00 PM MDT, Public - Answered

We are concerned how to evaluate such a solution. We have a tight time constraint as the current solution has a hard cutoff to access at the end of November. We desire to be in the new software by November 2, 2026. We do not know if a built from scratch solution would be ready to go by this date. In order to meet Mandatory Minimum Requirement A. Experience and References, we would still want these to be in relation to the approve experience and references as provided in answers to questions 19, 21 and 32. Also, would you be able to demonstrate the working solution in Stage 3 Presentations? The JEF is not restricting the option at this time, but if the solution cannot be presented and if references are for significantly different solutions, the offer would be scored based on the response or lack of information.

#34 - Current System

Vendor, Aug 21, 2026 3:34 AM MDT, Not Public - Pending

Approximately how many active donation designations does JEF currently maintain in NonProfitEasy, and roughly how are these distributed across schools, classrooms, foundation programs, athletic programs, and events? Please also indicate the approximate number added or retired in a typical school year.

Tonya Hodges, Aug 21, 2026 6:04 PM MDT, Public - Answered

We currently have 1,622 designations. We retire approximately 25-50 each year, but also add a similar number each year, mainly due to one-time donations made to specific classrooms.

#35 - Current System

Vendor, Aug 21, 2026 3:34 AM MDT, Not Public - Pending

Please describe the volume and structure of data to be migrated from NonProfitEasy, including approximate constituent record count, transaction history count, number of years of history to be retained, and whether JEF has the ability to export data and documentation from the current platform.

Tonya Hodges, Aug 21, 2026 6:06 PM MDT, Public - Answered

We have requested more info on this from the current system, NonProfitEasy. We would like at least 10 years of donor history to be included, at least 7 years is the current retention requirement.

See also answer to question# 22.

Linked to Question #22

Tonya Hodges, Aug 28, 2026 9:32 AM MDT, Public - Answered

Available export formats include:

- Excel (.xlsx)

- PDF (.pdf)

- RTF (.rtf)

- CSV (.csv)

#36 - Data Migration

Vendor, Aug 21, 2026 3:35 AM MDT, Not Public - Pending

Please confirm whether JEF or the selected vendor will be responsible for data cleansing, de-duplication, validation, and migration readiness activities prior to migration, and whether a known level of duplication or data quality issue exists in the current system.

Tonya Hodges, Aug 21, 2026 6:15 PM MDT, Public - Answered

JEF would like to do a little cleanup on their end, but due to the time limits of needing the new platform, this may not be possible. Little cleanup is needed on the current site, but cleanup of the transferred data would depend on the download data and its compatibility with the new system. In that case, they would expect the vendor to do the cleanup, but JEF will do what they can on their end to make sure the data is good.

#37 - Project plan

Vendor, Aug 21, 2026 3:35 AM MDT, Not Public - Pending

Given the intended start of use on 1 November 2026, please confirm whether that date reflects a hard operational deadline, and identify any fixed events, fiscal close activities, approval cycles, or district blackout periods the selected vendor should plan around.

Tonya Hodges, Aug 21, 2026 6:17 PM MDT, Public - Answered

Yes, November 1, 2026 is a hard operational deadline, but are willing to work with the vendor on temporary work arounds if required, but they would highly prefer the program be fully functional by this date. They have not indicated any restrictions with the sample events listed in this question.

#38 - Project Strategy

Vendor, Aug 21, 2026 3:36 AM MDT, Not Public - Pending

Which aspects of the current NonProfitEasy environment have proven most limiting for JEF, and what would the Foundation consider the clearest indicators of success twelve months after go-live?

Tonya Hodges, Aug 21, 2026 6:20 PM MDT, Public - Answered

Current system: creating communications is complicated and not particularly user friendly. The reporting system is quite good and robust, but creating custom reports can be complicated.

Indicators of success: users feel comfortable and know how to utilize the applications capabilities;

needed/useful reports exist and are working smoothly; the system is easily managed; manual entries including uploads and downloads are easily accomplished; information is accurate and easily accessible; Communications are seamless.

#39 - Project requirements

Please describe how credit card donation batches and employee payroll contribution data are currently received and entered, including file formats, source systems, frequency, and approximate volume per cycle.

Tonya Hodges, Aug 21, 2026 6:22 PM MDT, Public - Answered

Cash payments are entered manually (10-40 per month). Credit card donations may be entered manually, or during peak donation times are uploaded by CSV file (15-30/month). These are usually done daily or weekly. Employee payroll deductions are uploaded monthly by CSV file (180-250/month).

#40 - Project requirements

Please clarify how JEF defines its school year for transactional and reporting purposes, including start and end dates, and whether any reporting is required on a different basis such as calendar year or district fiscal year.

Tonya Hodges, Aug 21, 2026 6:22 PM MDT, Public - Answered

The school year is equivalent to a traditional fiscal year. Current fiscal year is 07/01/2026 - 06/30/2027.

#41 - Users

Vendor, Aug 21, 2026 3:39 AM MDT, Not Public - Pending

Beyond the four to six licensed JEF users, please identify any additional groups expected to interact with the solution - for example, school-level staff, district finance, board members, volunteers, or donors, and the nature of their expected access.

Tonya Hodges, Aug 21, 2026 6:25 PM MDT, Public - Answered

It is possible to have volunteer registration- no numbers were provided by JEF, as this may fluctuate depending on the event. Otherwise, they do not anticipate anyone else needing access to the system. Please also see answers to questions 5, 13 and 18

Linked to Question #5

Tonya Hodges, Aug 21, 2026 6:25 PM MDT, Public - Answered

See also Question# 13

Linked to Question #13

Tonya Hodges, Aug 21, 2026 6:26 PM MDT, Public - Answered

See also Question# 18

Linked to Question #18

#42 - Work location

Vendor, Aug 21, 2026 3:39 AM MDT, Not Public - Pending

Please confirm whether there are any requirements or restrictions regarding the locations from which vendor personnel may perform project work.

Tonya Hodges, Aug 21, 2026 6:29 PM MDT, Public - Answered

Vendor personnel and Vendor office/headquarters need to be based in the United States. The JEF has not indicated that they would restrict personnel working remotely to perform project work.

#43 - Learn Platform review

Vendor, Aug 21, 2026 3:41 AM MDT, Not Public - Pending

Please clarify the expected process and typical timeline for Learn Platform review and approval, and whether this review must be completed prior to proposal submission.

Tonya Hodges, Aug 21, 2026 6:30 PM MDT, Public - Answered

See answer to Question# 29

Linked to Question #29

#44 - Clarification Regarding Third-Party CRM Platform / Implementation Partner

Vendor, Aug 21, 2026 11:43 AM MDT, Not Public - Pending

If an Offeror proposes an established third-party nonprofit CRM software platform and serves as the prime contractor responsible for implementation, configuration, data migration, integrations, training, support, and overall contract performance, is this structure acceptable under the RFP?

If so, may the Offeror rely on the proposed CRM software provider's product functionality, security documentation, and product demonstration to satisfy the applicable software requirements while the prime Offeror remains responsible for overall contract performance?

Tonya Hodges, Aug 21, 2026 6:38 PM MDT, Public - Answered

Please see answer to Question# 20

Linked to Question #20

Tonya Hodges, Aug 21, 2026 6:39 PM MDT, Public - Answered

Please see answer to Question# 15

Linked to Question #15

#45 - Which Domain Will be Purchasing the won RFP

Vendor, Aug 24, 2026 9:53 PM MDT, Not Public - Pending

We noticed two domains, JEF and JSD. Could you please clarify which of these will be the primary domain used for the purchase of the CRM and services?

Tonya Hodges, Aug 25, 2026 5:10 PM MDT, Public - Answered

The CRM will only be utilized by Jordan Education Foundation (JEF), but we will use our Jordan School District (JSD) email (jordandistrict.org) for contact information and login ID's. While our website is on a separate domain, we only use school district (jordandistrict.org) emails.

#46 - Procurement and Delivery

Vendor, Aug 31, 2026 8:10 AM MDT, Not Public - Pending

1. The RFP states that the new software should be available beginning November 1, 2026, while board approval is expected on October 27, 2026. Please confirm whether November 1 is the required production go-live date or the intended contract and implementation commencement date.

2. Will JSD consider a phased implementation in which constituent management, donation recording and essential reporting are delivered first, followed by volunteer, event, grant and advanced reporting capabilities?

3. Is this solicitation limited to existing commercially available nonprofit CRM products, or will JSD consider a custom-developed cloud solution that meets the functional and security requirements?

4. For the mandatory experience requirement, will JSD accept experience providing comparable CRM solutions to US nonprofit or education-sector organizations, or must all qualifying experience relate specifically to nonprofit arms of US school districts?

5. Must each of the three mandatory references be a school district of approximately the same enrollment and operational size as JSD?

Tonya Hodges, Aug 31, 2026 5:00 PM MDT, Public - Answered

For Item #1, please see answer to Question# 37

Linked to Question #37

Tonya Hodges, Aug 31, 2026 5:01 PM MDT, Public - Answered

For Item #2, please see answers to questions #2 and #3

Linked to Question #2

Tonya Hodges, Aug 31, 2026 5:02 PM MDT, Public - Answered

Link Question #3

Linked to Question #3

Tonya Hodges, Aug 31, 2026 5:02 PM MDT, Public - Answered

For Item #3, please see answer to question# 33

Linked to Question #33

Tonya Hodges, Aug 31, 2026 5:03 PM MDT, Public - Answered

For Item#4, please see answers to questions 19,21 and 32

Linked to Question #19

Tonya Hodges, Aug 31, 2026 5:03 PM MDT, Public - Answered

Link Question# 21

Linked to Question #21

Tonya Hodges, Aug 31, 2026 5:03 PM MDT, Public - Answered

Link Question# 32

Linked to Question #32

Tonya Hodges, Aug 31, 2026 5:06 PM MDT, Public - Answered

For Item #5, please see see links to questions 19, 21 and 32 already listed above.

The 3 references need to be school districts or higher education institutions located in the United States. If possible, we'd prefer references to school districts of similar size, but will accept references for any size of school district if a comparable size is not available.

Tonya Hodges, Aug 31, 2026 5:38 PM MDT, Public - Answered

For Item #1, we may or may not be required to get school board approval at their October 27th meeting, it entirely depends on the cost of the awarded solution. If the solution is $80,000 or less for Year 1, or if over the course of 5 years would be $250,000 or less, then school board approval is not required, and we can award as soon as evaluations are completed.

#47 - Users and Access

Vendor, Aug 31, 2026 8:11 AM MDT, Not Public - Pending

1. Please confirm the anticipated number of internal users at initial go-live and the maximum number expected during the five-year contract period.

2. Please identify the required internal user roles and the information or functions that must be restricted for each role.

3. Will donors, volunteers, event attendees, board members or school personnel require authenticated self-service accounts?

4. Will individual schools or departments require access to view or manage donations assigned to their respective designations?

5. Does JSD require a native mobile application, or will a responsive browser-based solution be acceptable for donor, volunteer and event functions?

Tonya Hodges, Aug 31, 2026 5:18 PM MDT, Public - Answered

For Items#1, 2, 3, please see answers to questions 5 and 13.

Linked to Question #5

Tonya Hodges, Aug 31, 2026 5:18 PM MDT, Public - Answered

See question# 13

Linked to Question #13

Tonya Hodges, Aug 31, 2026 5:18 PM MDT, Public - Answered

For additional information for Item #3, please also see question# 8

Linked to Question #8

Tonya Hodges, Aug 31, 2026 5:20 PM MDT, Public - Answered

For Item #4, Schools and departments do not require access to the application.

Tonya Hodges, Aug 31, 2026 5:21 PM MDT, Public - Answered

For Item #5, please see answer to question #14. Also, please fully explain your browser-based solution for donor, volunteer and event functions in your proposal response

Linked to Question #14

Tonya Hodges, Aug 31, 2026 5:35 PM MDT, Public - Answered link Question #41

Linked to Question #41

#48 - Existing Data and Migration

Vendor, Aug 31, 2026 8:12 AM MDT, Not Public - Pending

1. Please provide the approximate number of constituent, household, organization, donation, volunteer, event, grant and contract records currently stored in NonProfitEasy.

2. Please confirm whether NonProfitEasy provides a database export, documented API or standard CSV export covering all records required for migration.

3. Please identify the types, approximate number and total storage volume of attachments and documents that must be migrated.

4. Does the ten years of history referenced in the RFP relate only to MailChimp, or must ten years of complete CRM transaction and communication history also be migrated?

5. Is the selected vendor expected to perform duplicate identification and record consolidation, or will JEF provide an approved, cleansed source dataset?

6. What records are meant by “historical and current contracts” in requirement C2, and what contract fields, documents and workflows must be migrated?

7. Will JEF provide sample exports from NonProfitEasy, MailChimp, payroll and payment systems during the proposal or discovery stage?

Tonya Hodges, Aug 31, 2026 5:42 PM MDT, Public - Answered

For item #1, please see answers to questions 1, 24, 34, and 35

Linked to Question #1

Tonya Hodges, Aug 31, 2026 5:42 PM MDT, Public - Answered

Link Question# 24

Linked to Question #24

Tonya Hodges, Aug 31, 2026 5:42 PM MDT, Public - Answered

Link Question# 34

Linked to Question #34

Tonya Hodges, Aug 31, 2026 5:43 PM MDT, Public - Answered

Link Question# 35

Linked to Question #35

Tonya Hodges, Aug 31, 2026 5:43 PM MDT, Public - Answered

For Item #2, please see answers to questions 2, 3 and 22.

Linked to Question #2

Tonya Hodges, Aug 31, 2026 5:44 PM MDT, Public - Answered

Link Question# 3

Linked to Question #3

Tonya Hodges, Aug 31, 2026 5:44 PM MDT, Public - Answered

Link Question #22

Linked to Question #22

Tonya Hodges, Aug 31, 2026 5:48 PM MDT, Public - Answered

For Item #3, please see answers to questions 1, 24, 34, 35. All links are already posted above.

For Item# 4, please refer to answers to questions 22 and 35 posted above. The 10 years of history is not limited to MailChimp, this includes the history in NonProfitEasy that will need to be migrated. Phased migration will be considered.

For Item #5, please see answer to question #36. We also feel that Item #6 is answered in all of these linked questions.

For Item #7, please see answers to questions 10 and 22.

Linked to Question #36

Tonya Hodges, Aug 31, 2026 5:48 PM MDT, Public - Answered

Link question# 10

Linked to Question #10

#49 - Donations and Financial Processing

Vendor, Aug 31, 2026 8:14 AM MDT, Not Public - Pending

1. The RFP states that JEF…