5-27TH05P5 RFP Nonprofit CRM Software FINAL 8-14-26.pdf

REQUEST FOR PROPOSALS

Nonprofit CRM Software

For Jordan Education Foundation

SOLICITATION # 27TH05P5

PROPOSAL DUE

FRIDAY, SEPTEMBER 18, 2026

12:00 p.m. MDT

QUESTIONS DUE

FRIDAY, SEPTEMBER 11, 2026

12:00 p.m. MDT

Jordan School District Purchasing Department

Buyer: Tonya Hodges, NIGP-CPP, CPPB 7905 South Redwood Road

West Jordan, Utah 84088-4601

Jordan School District RFP # 27TH05P5 Nonprofit CRM Software for JEF

CONTENTS

PART 1: OVERVIEW AND INSTRUCTIONS

1. PURPOSE OF REQUEST FOR PROPOSALS (RFP)

2. DISTRICT BACKGROUND

3. ISSUING OFFICE AND RFP SOLICITATION NUMBER

4. QUESTION AND ANSWER PERIOD

5. ADDENDA

6. RESTRICTIONS ON COMMUNICATIONS

7. CONTRACT AWARD INTENT

8. LENGTH OF CONTRACT

9. PRICE GUARANTEE PERIOD

10. DISCUSSIONS (FOR CLARIFICATION PURPOSES ONLY)

11. INTERVIEWS AND PRESENTATIONS

12. STANDARD CONTRACT TERMS AND CONDITIONS, EXCEPTIONS, AND

NEGOTIATIONS

13. PROTECTED INFORMATION

A. PROCESS FOR REQUESTING NONDISCLOSURE

B. REDACTED COPY

14. BOYCOTT RESTRICTIONS

15. COMPLIANCE WITH FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT

(FERPA)

16. DECLARATION OF DEBARMENT OR SUSPENSION

17. BEST AND FINAL OFFER

18. COST PROPOSAL(S)

19. INSTRUCTIONS FOR SUBMITTING THE RFP

20. OFFEROR’S UNDERSTANDING OF RFP

21. FIRM PROPOSAL OFFER PERIOD

PART 2: MANDATORY MINIMUM REQUIREMENTS

1. MANDATORY MINIMUM REQUIREMENTS (Pass or Fail Criteria)

A. EXPERIENCE AND REFERENCES

B. EXISTING PROGRAM COMPATIBILITY

C. PAGE LIMITATION

D. COMPLIANCE WITH UTAH CODE 63G-27 PUBLIC CONTRACT BOYCOTT

RESTRICTIONS

E. COMPLIANCE WITH FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA) &

LEARN PLATFORM APPROVAL

F. NO RESELLER PREFERENCE

PART 3: SCOPE OF WORK

1. PURPOSE

2. REQUIREMENTS AND SPECIFICATIONS

A. FUNCTIONAL REQUIREMENTS

B. REPORTING REQUIREMENTS

C. IMPLEMENTATION, TRAINING, SECURITY, TECHNICAL SUPPORT

PART 4: INFORMATION REQUIRED IN SUBMISSION OF A PROPOSAL

1. RFP TECHNICAL PROPOSAL RESPONSE FORMAT

A. TAB TITLE: Vendor Information B. TAB TITLE: Letter of Transmittal – Limit to two (2) pages C. TAB TITLE: Table of Contents D. TAB TITLE: Protected Information E. TAB TITLE: Potential Conflicts of Interest & Debarment F. TAB TITLE: Exceptions and/or Additions to the JSD Standard Terms and Conditions G. TAB TITLE: Response to Mandatory Requirements (Pass/Fail) H. TAB TITLE: Detailed Technical Proposal Response (Scored Criteria, 3,500 points possible)

2. RFP COST PROPOSAL RESPONSE FORMAT

PART 5: RFP EVALUATION AND AWARD

1. RFP EVALUATION PROCESS

A. STAGE 1: Determination of Responsiveness (Pass/Fail Criteria) B. STAGE 2: Technical Proposal Evaluation (Scored Criteria, 3,500 Points Possible ) 30 C. STAGE 3 (OPTIONAL): Interviews and Presentations (If conducted; Scored Criteria, 800 Points Possible) D. STAGE 4: Cost Proposal Evaluation (Scored Criteria, 2,000 Points Possible)

2. AWARD OF CONTRACT

REQUEST FOR PROPOSALS

Nonprofit CRM Software

For Jordan Education Foundation

SOLICITATION # 27TH05P5

This Request for Proposals (RFP), having been determined to be the appropriate procurement method to provide the best value to Jordan School District (JSD), is designed to provide interested Offerors with sufficient basic information to submit proposals. It is not intended to limit a proposal’s content or exclude any relevant or essential data. Offerors are encouraged to expand upon the specifications to evidence service capability.

This RFP is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Rule (UAR). If any provision of this RFP conflicts with the UCA or UAR, the UCA or UAR will take precedence.

PART 1: OVERVIEW AND INSTRUCTIONS

1. PURPOSE OF REQUEST FOR PROPOSALS (RFP)

Jordan School District (JSD) is seeking a nonprofit customer relationship management (CRM) software solution for the Jordan Education Foundation (JEF). The department is seeking a system that aligns with the unique needs of the JEF and JSD.

This solicitation is intended to result in a single awarded Offeror.

2. DISTRICT BACKGROUND

Jordan School District (JSD) is the fourth-largest school district in the state of Utah, with an enrollment of more than 57,400 students living in the communities of Bluffdale, Copperton, Herriman, Riverton, South Jordan, and West Jordan. JSD consists of 68 schools: 42 elementary schools, 13 middle schools, 8 high schools, 2 technical schools, and 3 specialty schools. JSD employs 6,456 full-time and part-time employees. For more information about JSD, please visit our webpage at https://jordandistrict.org/.

Jordan Education Foundation (JEF) is the 501(c)(3) nonprofit for the Jordan School District (JSD). JSD supports all schools, students, and more than 3,000 educators. Donors can support either foundation-specific programs and events or school-specific programs or classrooms.

3. ISSUING OFFICE AND RFP SOLICITATION NUMBER

JSD is the Conducting Procurement Unit for this RFP and all subsequent addenda relating to

it. The reference number for this RFP is Solicitation # 27TH05P5. This number must be referred to on all proposals, correspondence, and documentation relating to this RFP.

https://jordandistrict.org/

4. QUESTION AND ANSWER PERIOD

All questions MUST be submitted through Utah Public Procurement Place Bonfire (U3P Bonfire) at https://utah.bonfirehub.com during the designated time for questions (Q&A period) listed on U3P Bonfire. Questions submitted through any other channel will not be answered. Questions may be answered in the order that they are submitted or may be compiled into one document and answered via an addendum after the Q&A period has ended.

Answers disseminated by JSD through U3P Bonfire shall serve as the official and binding position of JSD and will constitute an addendum to this RFP. Answered questions or addenda may modify the specifications or requirements of this RFP. Offerors are strongly encouraged to periodically check U3P Bonfire for answered questions and addenda before the closing date.

It is the responsibility of the Offeror to submit their proposal as required by this RFP, including any requirements contained in answered questions and addenda. Proposals that do not conform to requirements contained in answered questions or addenda may be considered nonresponsive.

Notification to JSD of any issues, such as ambiguity, inconsistency, excessively restrictive requirements, or errors in this solicitation, MUST be submitted as a question through U3P Bonfire during the Q&A period. Issues with the solicitation that have not been previously addressed within the Q&A period are not allowed to be addressed within the proposal submittal; doing so may result in the Offeror’s proposal being considered nonresponsive.

5. ADDENDA

Any modification to this RFP will be made by an addendum issued by JSD. Offerors are strongly encouraged to periodically check U3P Bonfire for posted questions, answers, and addenda.

Information disseminated by JSD through U3P Bonfire via Q&A or via Public Notice shall serve as the official and binding position of JSD and will constitute an addendum to this RFP. An addendum to this RFP may be made for the purpose of making changes to: the scope of work, the schedule, the qualification requirements, the criteria, the weighting, or other requirements of this RFP. Proposals that do not conform to requirements contained in answered questions or addenda may be considered nonresponsive.

After the due date and time (deadline) for submitting a proposal to this RFP, at the discretion of JSD, addenda to this RFP may be limited to the Offerors that have submitted proposals, provided that, in the opinion of JSD, the addenda do not make a substantial change to this RFP that likely would have impacted the number of Offerors responding to the original publication of this RFP.

Any response to this RFP which has as its basis any communications or information received from sources other than this RFP document or related addenda may be considered nonresponsive and may be rejected at the sole discretion of JSD.

6. RESTRICTIONS ON COMMUNICATIONS

From the issue date of this RFP until an Offeror is awarded a contract and the award is published, Offerors are prohibited from communications regarding this RFP with the RFP evaluation committee members, JSD Board of Education members, JSD employees, or other associated individuals EXCEPT the JSD Buyer(s) overseeing this RFP. Failure to comply with this requirement may result in disqualification.

https://utah.bonfirehub.com/

7. CONTRACT AWARD INTENT

It is anticipated that this RFP will result in a single contract award.

8. LENGTH OF CONTRACT

A contract resulting from this RFP will be for a period of one (1) year with the option to renew for up to four (4) additional periods of one (1) year each, for a maximum of five (5) contract years in total.

JSD reserves the right to review the contract resulting from this RFP regularly regarding performance and cost analysis. JSD may negotiate price and service elements during the term of the contract.

9. PRICE GUARANTEE PERIOD

All pricing must be guaranteed for the length of the contract. The Cost Proposal Form (Attachment C) accompanying this RFP allows you to fill in your price for each year (Years 1 through 5).

Any adjustment or amendment to the contract will not be effective unless approved by the JSD Purchasing Director. JSD will be given the immediate benefit of any decrease in the market or allowable discount.

10. DISCUSSIONS (FOR CLARIFICATION PURPOSES ONLY)

Discussions for clarification purposes only may be conducted with the Offerors that submit proposals determined to be reasonably susceptible of being selected for award, but proposals may be accepted without discussions.

11. INTERVIEWS AND PRESENTATIONS

If it is determined to be in the best interest of JSD, interviews and presentations may be held at the option of JSD, after the Technical Criteria Scoring phase has been completed. If an Interview and Presentation stage is requested by the evaluation committee, JSD shall establish a date and time for the virtual interviews or presentations and shall notify eligible Offerors of the procedures. Offerors invited to interviews or presentations shall be limited to those Offerors meeting the minimum requirements and minimum technical score threshold specified in the RFP.

Representations made by an Offeror during interviews or presentations shall become an addendum to the Offeror’s proposal and shall be documented. Representations must be consistent with the Offeror’s original proposal and may only be used for purposes of clarifying or filling in gaps in the Offeror’s proposal. Interviews and presentations will be at the Offeror’s expense.

12. STANDARD CONTRACT TERMS AND CONDITIONS, EXCEPTIONS,

AND NEGOTIATIONS

Any contract resulting from this RFP will include, but not be limited to, the JSD Standard Terms and Conditions (see Attachment A).

Exceptions and/or additions to the JSD Standard Terms and Conditions are strongly discouraged. However, Offerors requesting exceptions and/or additions to the JSD Standard Terms and Conditions must submit their request(s) with the proposal. Exceptions and/or additions submitted after the deadline for receipt of proposals will not be considered. Offerors may submit questions regarding the Standard Terms and Conditions during the Q&A period.

Offerors may not submit requests for exceptions and/or additions by reference to an Offeror’s website or URL; URLs provided with a proposal may result in that proposal being rejected as nonresponsive.

JSD may refuse to negotiate exceptions and/or additions that are determined to be excessive;

that are inconsistent with similar contracts; to warranties, insurance, or indemnification provisions that are necessary to protect JSD after consultation with the Utah Attorney General’s Office or other applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions; or that are not in the best interest of JSD.

If negotiations are required, Offeror must provide all documents in Microsoft Word format for redline editing. Offeror must also provide the name, contact information, and access to the person(s) who will be directly involved in legal negotiations. Any mandatorily required acceptance of an Offeror’s terms and conditions may result in the proposal being determined to be nonresponsive.

In a multiple award, JSD reserves the right to negotiate exceptions and/or additions to terms and conditions in a manner resulting in expeditious resolutions. This process may include beginning negotiations with the Offeror having the least number of exceptions and/or additions and concluding with the Offeror submitting the greatest number of exceptions and/or additions. Contracts may be executed and become effective as negotiations are completed.

An award resulting from this RFP is subject to successful contract terms and conditions negotiation (if required). JSD, at its sole discretion, will determine when contract terms and conditions negotiations become unproductive and will result in termination of award to that Offeror, at which point JSD may move to the next eligible Offeror.

13. PROTECTED INFORMATION

The Government Records Access and Management Act (GRAMA), UCA 63G-2-305, provides in part that:

the following records are protected if properly classified by a governmental entity:

(1) trade secrets as defined in Section 13-24-2 [Uniform Trade Secrets Act] if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63G-2-309 [Confidentiality Claims];

(2) commercial information or nonindividual financial information obtained from a person if:

(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and

(c) the person submitting the information has provided the governmental entity with the information specified in 63G-2-309 [Confidentiality Claims];

(6) records, the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except, subject to Subsections

(1) and (2), that this Subsection (6) does not restrict the right of a person to have access to, after the contract or grant has been awarded and signed by all parties:

(a) a bid, proposal, application, or other information submitted to or by a governmental entity in response to…

(ii) a request for proposals…

A. PROCESS FOR REQUESTING NONDISCLOSURE

Any Offeror requesting that a record be protected shall complete and include with the proposal a Claim of Business Confidentiality Form (see Attachment D) with the following information:

1. Provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to JSD, and

2. Include a concise statement of reasons supporting the claim of business confidentiality (UCA 63G-2-309[1]), and

3. Submit an electronic “redacted” (excluding protected information) copy of the proposal. Copy must clearly be marked as “Redacted Version.”

Offeror cannot classify price information as confidential or protected. Price information will be considered public information after award of the contract. Offeror cannot identify the entire proposal as “PROTECTED,” “CONFIDENTIAL,” or “PROPRIETARY.”

If the entire proposal is so identified, that proposal shall be considered nonresponsive unless the Offeror removes the designation.

B. REDACTED COPY

If an Offeror submits a proposal that contains information claimed to be business confidential or protected information, the Offeror must submit one electronic redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as “Redacted Version.” Offeror acknowledges that their RFP response or redacted copy will be made public upon JSD’s receipt of a GRAMA request. Offeror will not be notified of any GRAMA request made to JSD for Offeror’s RFP response. If Offeror submits a redacted copy, then JSD will respond to a GRAMA request for Offeror’s RFP response with Offeror’s redacted copy. However, if Offeror fails to submit a redacted copy, then JSD will respond to a GRAMA request with Offeror’s RFP response, which will result in Offeror’s protected/proprietary information, if any, being made public. Offeror acknowledges that notations in the header, footer, or watermark of the RFP response will not be considered sufficient to constitute a request for nondisclosure of protected/proprietary information.

14. BOYCOTT RESTRICTIONS

Please provide a signed copy of the Public Contract Boycott Restrictions Statement (see Attachment B) with your proposal response.

In accordance with Utah Code 63G-27-102, vendors contracting with JSD to provide any good or service, including supplies, information technology, or construction services, must certify they are not currently engaged in an “economic boycott” nor a “boycott of the State of Israel” as those terms are defined in that Code section. Offerors must also agree not to engage in either boycott for the duration of the contract (if awarded).

For example, a vendor contracting with JSD may not, without an ordinary business purpose, boycott: the State of Israel; companies engaged in activities related to traditional energy, mining, or agriculture; companies engaged in the manufacture, distribution, sale, or use of firearms; companies that do not meet environmental standards beyond applicable state and federal laws; or companies that do not facilitate access to abortion or sex characteristic surgeries. If a vendor contracting with JSD does engage in such a boycott, it must immediately notify JSD in writing.

15. COMPLIANCE WITH FAMILY EDUCATIONAL RIGHTS AND

PRIVACY ACT (FERPA)

For proposals that may include software that would gather student data, JSD’s Student Data Privacy Agreement (DPA, see Attachment E) has been attached for reference. If the awarded Offeror’s proposal includes software that would gather student data, and the Offeror has not previously signed a DPA for the software with JSD or another school district in Utah, a copy of the DPA must be signed by the awarded Offeror and submitted with the proposal.

For questions regarding the DPA or requested changes to the document, please contact JSD’s Student Data Privacy Manager, Caleb Olson, at caleb.olson@jordandistrict.org.

16. DECLARATION OF DEBARMENT OR SUSPENSION

If applicable, submit a declaration informing JSD of any legal proceedings that are or have been enforced with regard to debarment. A submittal must declare if any of the Offeror’s companies or principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from soliciting work by any governmental department or agency. Offeror must also declare that neither the Offeror nor its principals have been terminated during the performance of a contract or withdrew from a contract to avoid termination or completion of a project. If the Offeror cannot verify these statements, the Offeror shall submit a written explanation.

17. BEST AND FINAL OFFER

The conditions permitting a Best and Final Offer process are narrowly limited, and it is unlikely there will be a Best and Final Offer stage with respect to this RFP. The use of a Best and Final Offer process is regulated by Utah Code 63G-6a-707.5 and will only be used if:

1. No single proposal adequately addresses all the specifications stated in the request for proposals;

2. All proposals are unclear or deficient in one or more respects;

mailto:caleb.olson@jordandistrict.org

3. All Cost Proposals exceed the identified budget or the procurement unit’s available funding; or

4. Two or more proposals receive an identical evaluation score that is the highest.

It is important to understand this so as not to anticipate that a Best and Final Offer process will allow for an Offeror to “sharpen their pencil” in a subsequent phase.

18. COST PROPOSAL(S)

All costs are to be enumerated on the Cost Proposal Form (see Attachment C). Offerors may not change or modify the format of the Cost Proposal Form and must submit pricing in the exact format requested for a fair comparison of pricing among all Offerors. Altering the format or conditioning the cost on acceptance of additional/conflicting terms or limitations may result in a finding that the proposal is nonresponsive.

The Cost Proposal(s) will be evaluated independently from the Technical Proposal and MUST be submitted separately from the Technical Proposal. Inclusion of any cost or pricing data within the Technical Proposal will result in the proposal being judged as nonresponsive for violation of UCA 63G-6a-707(7).

19. INSTRUCTIONS FOR SUBMITTING THE RFP

Proposals MUST be submitted electronically through U3P Bonfire. Proposals must be received by the due date and time (deadline) posted on U3P Bonfire. Proposals received after the deadline will be late and ineligible for consideration.

The Cost Proposals will be evaluated independently from the Technical Proposal, and as such, the Cost Proposals MUST be submitted in their own files separate from the Technical Proposal file. Failure to submit cost or pricing data separately from your Technical Proposal data may result in your proposal being judged as nonresponsive and ineligible for contract award.

When submitting an electronic copy to U3P Bonfire, please allow sufficient time to complete the online forms and to upload proposal documents. The RFP will end at the deadline. If an Offeror is in the middle of uploading a proposal when the deadline arrives, the system will stop the upload process and the proposal will not be accepted by U3P Bonfire, and the attempted submission will be considered late and ineligible for consideration.

Electronic proposals may require uploading of electronic attachments. U3P Bonfire will accept a wide variety of document types as attachments. However, JSD is unable to view certain documents. Therefore, DO NOT submit documents that are embedded files (ZIP), movies, WMP, encrypted, or MP3 files. All documents must be uploaded to U3P Bonfire as separate files.

Proposals will NOT be accepted via email, via fax, or via any hard copy delivery method.

20. OFFEROR’S UNDERSTANDING OF RFP

By submitting a proposal to this RFP, the Offeror acknowledges and agrees that the requirements, scope of work, and the evaluation process outlined in this RFP are understood, fair, equitable, and are not unduly restrictive. The Offeror further acknowledges that they have read this RFP, along with any attached or referenced documents. It is expected that all

Offerors responding to this RFP are prepared (if awarded a contract) to comply with the specifications contained in this RFP.

All costs incurred by an Offeror in the preparation and submission of a proposal, including any costs incurred during interviews or presentations, are the responsibility of the Offeror and will not be reimbursed.

21. FIRM PROPOSAL OFFER PERIOD

Proposals submitted in response to this RFP shall constitute a firm offer and shall remain valid and binding for one hundred twenty (120) calendar days from the proposal due date. During this period, the Offeror may not withdraw, modify, or alter its proposal except as permitted by the Utah Procurement Code and applicable administrative rules.

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PART 2: MANDATORY MINIMUM REQUIREMENTS

1. MANDATORY MINIMUM REQUIREMENTS (Pass or Fail Criteria)

This section contains mandatory minimum requirements that must be met for a proposal to be considered responsive. All of the items described in this section are nonnegotiable. Failure to meet any one of the mandatory requirements will result in the proposal being rejected. A rejection of a proposal due to it not meeting mandatory minimum requirements can occur at any time in the evaluation process.

Offerors must provide sufficient evidence and/or documentation demonstrating that the Offeror is compliant with the following mandatory minimum requirements:

A. EXPERIENCE AND REFERENCES

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.

Offeror must provide at least three (3) references for other school districts of similar size to JSD. Other Utah school district references are preferred. Please do not use JSD as one of your references. References for organizations outside of the United States will not be considered acceptable for this requirement.

B. EXISTING PROGRAM COMPATIBILITY

The proposed solution must not affect any functionality, nor require disabling, nor degrade the performance of iBoss content filtering. JSD reserves the right to verify the compatibility of the solutions proposed.

C. PAGE LIMITATION

Offeror is required to limit their proposal to a maximum of one hundred (100) pages.

This limitation is an all-inclusive total, minus the duplication of a redacted copy of the proposal, if submitted; and minus cost forms and other attachments needing a response. The page limit also excludes the W-9 form and Vendor Information Sheet.

Please be concise with your Technical Proposal response. We do not need nor desire excessive marketing materials or information about the company or staff. Please do not upload a copy of the RFP documents as part of your response.

D. COMPLIANCE WITH UTAH CODE 63G-27 PUBLIC CONTRACT BOYCOTT

RESTRICTIONS

Offeror must sign the Public Contract Boycott Restrictions Statement (see Attachment B).

E. COMPLIANCE WITH FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT

(FERPA) & LEARN PLATFORM APPROVAL

Offeror must sign JSD’s Student Data Privacy Agreement (see Attachment E).

Offeror’s software will also need to be approved for JSD use through Learn Platform, since sensitive student data will be used within the software program. The agreement will need to be signed before final contract execution.

F. NO RESELLER PREFERENCE

Offerors are asked to provide proposals directly to JSD and allow JSD to contract directly through them and not through a reseller, if this is allowable per their company policy. Software companies that have previously sold directly to JSD will be required to sell the product directly to, and contract directly with JSD as a result of this solicitation.

If a software provider has no way to respond except through a reseller per their company policy, a reseller may provide a proposal; however, we would require a letter from the software provider that they cannot/will not quote directly or contract with JSD per company policy.

PART 3: SCOPE OF WORK

1. PURPOSE

Jordan Education Foundation (JEF) seeks proposals for a cloud-based customer relationship management (CRM) system designed specifically for nonprofit fundraising and donor engagement. The JEF requires a comprehensive platform that centralizes donor management, fundraising campaigns, grant tracking, volunteer management, event management, reporting, and communications while integrating with existing financial and productivity systems.

The selected vendor shall provide:

• Software licenses

• Implementation

• Configuration

• Data migration

• User training

• Documentation

• Technical Support

• Ongoing maintenance

• Future software updates

The proposed solution should minimize manual processes while improving donor stewardship, fundraising effectiveness, reporting capabilities, and operational efficiency.

JEF fundraises for a number of district-wide programs, including Principal’s Pantries, Classroom Grants, Outstanding Educator Awards, and various student scholarships. JEF also hosts annual fundraising events to support these programs, such as our Challenge Run and annual golf tournament.

JEF accepts donations for individual JSD schools and specific designations within them. These donations can be directed to individual classrooms, educational programs (e.g., art, STEM, etc.), or athletic programs (e.g., football, cheer, soccer).

They are seeking a CRM platform to replace the current NonProfitEasy platform. The solution should be user-friendly while providing robust reporting and analysis options.

The solution should be able to track cash donations, in-kind gifts, grants, and employee payroll deductions and fee payments. Because they manage a high number of donation designations, including fundraising events, foundation-supported programs, school-specific programs, and classroom donations, the ability to accommodate a wide range of custom designations is critical. Additionally, the system must track donation histories for the donor board, maintain an organizational contact list, and support linking subsidiary companies for reporting.

The JEF currently uses MailChimp for their monthly newsletter, managing about 6,500 contacts and 10 years of history. JEF prefers built-in volunteer sign-up functionality, but is open to using third-party options if necessary. Due to school district policy, JEF is unable to link their bank account directly to the site, so donations must have the ability to be entered manually or uploaded.

We are looking to provide licenses for multiple users within the JEF. We want to use the new software solution beginning November 1, 2026.

We request that professional learning be made available as part of our contract and that we have access to in-person and/or online materials to help work with end users. We are also requesting in-person and/or online technical support for the program throughout the contract.

2. REQUIREMENTS AND SPECIFICATIONS

The following list of requirements, although extensive, is not exhaustive and is intended to provide interested parties with sufficient basic information to submit proposals that meet minimum requirements, but is not intended to limit a proposal’s content or exclude any relevant or essential information.

JSD reserves the right to determine equivalent or compatible offerings and will hold the final determination on whether the offered solution is compatible with JSD’s needs.

Please provide a detailed narrative for each of the following criteria:

A. FUNCTIONAL REQUIREMENTS

A1. CONSTITUENT MANAGEMENT

A1.1 Provide a detailed narrative explaining how the software maintains a single constituent record.

A1.2 Provide a detailed narrative describing how the software tracks donors, volunteers, businesses, foundations, alumni, employees, staff, and community partners.

A1.3 Provide a detailed narrative describing how the software supports householding.

A1.4 Provide a detailed narrative explaining how the software tracks relationships between constituents (i.e., company subsidiaries).

A1.5 Provide a detailed narrative explaining how the software records interaction history.

A1.6 Provide a detailed narrative explaining how the software stores notes and attachments.

A1.7 Provide a detailed narrative explaining how the software tracks communication preferences.

A1.8 Provide a detailed narrative explaining how the software maintains constituent segmentation.

A2. FUNDRAISING

A2.1 Provide a detailed narrative explaining how the software handles annual campaigns.

A2.2 Provide a detailed narrative explaining how the software handles capital campaigns.

A2.3 Provide a detailed narrative explaining how the software handles major gifts.

A2.4 Provide a detailed narrative explaining how the software handles planned giving.

A2.5 Provide a detailed narrative explaining how the software handles matching gifts.

A2.6 Provide a detailed narrative explaining how the software handles peer-to-peer fundraising.

A2.7 Provide a detailed narrative explaining how the software handles recurring gifts.

A2.8 Provide a detailed narrative explaining how the software handles online donations and credit card payments.

A2.9 Provide a detailed narrative explaining how the software handles pledges.

A2.10 Provide a detailed narrative explaining how the software handles gift acknowledgements.

A2.11 Provide a detailed narrative explaining how the software handles tribute and memorial gifts.

A3. GIFT PROCESSING

A3.1 Provide a detailed narrative explaining how the software processes online donations.

A3.2 Provide a detailed narrative explaining how the software accepts credit cards and

ACH.

A3.3 Provide a detailed narrative explaining how the software tracks pledges.

A3.4 Provide a detailed narrative explaining how the software generates tax receipts.

A3.5 Provide a detailed narrative explaining how the software produces acknowledgment letters.

A3.6 Provide a detailed narrative explaining how the software manages soft credits.

A3.7 Provide a detailed narrative explaining how the software records in-kind donations.

A4. GRANT MANAGEMENT

A4.1 Provide a detailed narrative explaining how the software handles grant prospect tracking.

A4.2 Provide a detailed narrative explaining how the software handles the grant calendar.

A4.3 Provide a detailed narrative explaining how the software handles proposal management.

A4.4 Provide a detailed narrative explaining how the software handles award tracking.

A4.5 Provide a detailed narrative explaining how the software handles reporting deadlines.

A4.6 Provide a detailed narrative explaining how the software handles grant history.

Provide information on how detailed the grant history would be.

A5. VOLUNTEER MANAGEMENT

A5.1 Provide a detailed narrative explaining how the software maintains volunteer records.

A5.2 Provide a detailed narrative explaining how the software tracks volunteer hours

A5.3 Provide a detailed narrative explaining how the software manages volunteer skills

A5.4 Provide a detailed narrative explaining how the software schedules volunteers.

A5.5 Provide a detailed narrative explaining how the software generates volunteer reports.

Provide information on whether volunteers can sign up within the software, or if this is manually input. Can the volunteer log into the software, or is there the ability for them to clock in/out for events?

A5.6 Provide a detailed narrative on the ability to schedule or allow volunteer sign-ups.

Indicate if you can allow for a specific number of volunteers at specific times (e.g., 3 volunteers needed at 10 am, 6 volunteers needed at 11 am, etc.). Indicate if your system can send automatic email reminders to volunteers. Indicate if volunteers can cancel their sign-ups if needed.

A6. EVENT MANAGEMENT

A6.1 Provide a detailed narrative explaining how the software handles registration.

A6.2 Provide a detailed narrative explaining how the software handles ticketing.

A6.3 Provide a detailed narrative explaining how the software handles sponsorship tracking.

A6.4 Provide a detailed narrative explaining how the software handles seating.

A6.5 Provide a detailed narrative explaining how the software handles attendance.

A6.6 Provide a detailed narrative explaining how the software handles auctions.

A6.7 Provide a detailed narrative explaining how the software handles check-in.

A6.8 Provide a detailed narrative explaining how the software handles payment processing.

A6.9 Provide a detailed narrative explaining if your software can handle other event-related information such as event planning, checklist of responsibilities, workflow assignments, event management, etc.

A7. COMMUNICATIONS

A7.1 Provide a detailed narrative explaining how the software handles email marketing.

A7.2 Provide a detailed narrative explaining how the software handles segmentation.

A7.3 Provide a detailed narrative explaining how the software handles automated workflows.

A7.4 Provide a detailed narrative explaining how the software handles optional text messaging.

A7.5 Provide a detailed narrative explaining how the software handles mail merge.

A7.6 Provide a detailed narrative explaining how the software handles campaign tracking.

A7.7 Provide a detailed narrative on the ability to email acknowledgement letters and selectively choose which are sent.

A7.8 Provide a detailed narrative on the ability to integrate with MailChimp.

A7.9 Provide a detailed narrative explaining response tracking (i.e., bounce rates, unsubscribe, delete, all stats, etc.).

A8. GENERAL FUNCTIONALITY AND INTEGRATIONS

A8.1 Provide a detailed narrative on the ability to create large numbers of donation designations, with a parent/child relationship that links the designation to a specific school or department.

A8.2 Provide a detailed narrative on the ability to upload data from credit card donations and employee payroll contributions.

A8.3 Provide a detailed narrative on the ability for multiple users (a minimum of 4-6).

A8.4 Provide a detailed narrative on your Dashboard and how to identify trends.

A8.5 Provide a detailed narrative on how to set reminders and create to-do lists.

A8.6 Provide a detailed narrative on the ability to have multiple contacts within the same constituent profile.

A8.7 Provide a detailed narrative on integration with the following:

a. Google Workspace

b. Microsoft Office

c. Payment processors

d. Online giving platforms

e. Single Sign-On (preferred)

f. APIs for future integrations

A8.8 Provide a detailed narrative on the ability to attach subaccounts to different/multiple locations.

A8.9 Provide a detailed narrative on how the software is compatible with Stripe for credit card payment processing.

A8.10 Provide a detailed narrative explaining the difference between sponsorships vs.

donations within your software, and how each is handled.

B. REPORTING REQUIREMENTS

B1. Provide a detailed narrative explaining how the software provides standard reports.

B2. Provide a detailed narrative explaining how the software offers a custom report builder.

B3. Provide a detailed narrative explaining the software’s dashboard(s).

B4. Provide a detailed narrative explaining the software’s fundraising analytics.

B5. Provide a detailed narrative explaining how the software handles Board reports.

B6. Provide a detailed narrative explaining how to export reports to Excel/PDF.

B7. Provide a detailed narrative explaining how the software handles scheduled reporting.

B8. Provide a detailed narrative explaining how the software has the ability to differentiate and filter revenue/donation types in reports: general cash donations, in-kind donations, grants, fee payments, and employee giving.

B9. Provide a detailed narrative explaining how the software assigns school year to transactions. JSD uses a fiscal calendar, not an annual calendar. Explain how to filter by school year in reports.

B10. Provide a detailed narrative explaining how to run the following reports:

a. Total contributions by donor over a specified time period

b. Donations by designation over a specified time period

c. Ability to filter out non-donation income, such as fee payments, from reports

d. First-time donor report over a specified time period

e. Notification report showing donors who have not donated and/or have not been contacted in X amount of time

f. First and Last donation date for a constituent

C. IMPLEMENTATION, TRAINING, SECURITY, TECHNICAL SUPPORT

C1. Provide a detailed narrative describing your ability to integrate historical data from NonProfitEasy to your platform.

C2. Provide a detailed narrative describing your ability to move historical and current contracts from NonProfitEasy to your platform.

C3. Provide a detailed narrative on your implementation services with the following:

a. Project Management

b. Configuration

c. Data migration

d. Testing

e. Go-live support

f. Documentation

g. Administrator training

h. End-user training

C4. Provide a detailed narrative describing your availability and options for initial and ongoing professional development throughout the contract. Provide an estimated timeline and steps for implementation and initial training.

C5. Provide a detailed narrative describing your technical support for the software.

Please provide contact information for the team or individual(s) we should work with for troubleshooting and technical support. Include information on the following:

a. Help desk

b. Knowledge base

c. Customer Success Manager

d. Service Level Agreement

e. Software updates

f. Security updates

g. Human vs. AI support

C6. Provide a detailed narrative describing how constituent and employee data will be protected. Please indicate if you are willing to sign a Student Data Privacy Agreement and to abide by FERPA standards (see also section 1.15 “Compliance with Family Educational Rights and Privacy Act”).

C7. Provide a detailed narrative describing your abilities and processes for the following:

a. Role-based security

b. Multi-factor authentication

c. Encryption

d. Audit logs

e. Backup and disaster recovery

f. SOC 2, ISO 27001 or equivalent certifications

g. FERPA and other student and employee data requirements

h. PCI compliance

i. Compliance with applicable Utah privacy laws

C8. Provide a detailed narrative describing your cybersecurity initiatives and the process that will be followed in the event of a data breach.

PART 4: INFORMATION REQUIRED IN SUBMISSION OF A

PROPOSAL

1. RFP TECHNICAL PROPOSAL RESPONSE FORMAT

Proposals should be concise and straightforward. Unnecessarily elaborate presentations beyond those sufficient to present a complete and effective proposal response are not desired.

However, there is no intent in these instructions to limit a proposal’s content or to exclude any relevant or essential data.

All materials submitted become the property of JSD. Materials may be evaluated by anyone designated by JSD as part of the RFP evaluation committee and may be returned only at JSD’s option.

To assist JSD in evaluating each proposal response accurately and efficiently, JSD requires proposal responses to be submitted with consecutive page numbers and tabs that clearly delineate each section using each of the following eight (8) specific Tab Titles. Failure to format the proposal response as follows may result in disqualification.

A. TAB TITLE: Vendor Information

The Vendor Information should include: (a) a copy of the Offeror’s signed W-9, (b) the completed Vendor Information Sheet (see U3P Bonfire attachments), and (c) a signed URS Post-Retirement Verification Form (Attachment F).

B. TAB TITLE: Letter of Transmittal – Limit to two (2) pages

The Letter of Transmittal should include: (a) an introduction of the Offeror, including the name, address, telephone number, and email address of the primary contact and others authorized to deal with this proposal response; and (b) a general statement of interest and what sets the Offeror apart from other potential Offerors.

C. TAB TITLE: Table of Contents

The submitted proposal response shall contain a table of contents with reference to the RFP sections and page numbers.

D. TAB TITLE: Protected Information

All protected/proprietary information must be identified in this section of the RFP by completing the Claim of Business Confidentiality Form (Attachment D).

If the Offeror’s proposal contains protected/proprietary information (refer back to Section 1.13 for additional information), then the Offeror must submit an electronic redacted copy of the proposal at the same time the Offeror submits their proposal.

The redacted copy of the Offeror’s proposal must be submitted in compliance with other sections of this RFP.

If there is no protected information, write “None” in this section.

Failure to comply with Section 1.13 of this RFP releases JSD from any obligation or liability arising from the inadvertent release of Offeror information.

E. TAB TITLE: Potential Conflicts of Interest & Debarment

Offeror must identify any conflict of interest, or potential conflict of interest, that might arise during the contract.

If no conflicts are identified or expected, write “None” in this section.

If there is no debarment of the Offeror, write “None” in this section.

F. TAB TITLE: Exceptions and/or Additions to the JSD Standard Terms and Conditions

Proposed exceptions and/or additions to the JSD Standard Terms and Conditions must be submitted in this section. Offeror must provide all proposed exceptions and/or additions, including any Offeror’s terms and conditions, in Microsoft Word format for redline editing. Offeror must also provide the name, contact information, and access to the person(s) who will be directly involved in terms and conditions negotiations.

If there are no exceptions or additions to the JSD Standard Terms and Conditions, write “None” in this section.

G. TAB TITLE: Response to Mandatory Requirements (Pass/Fail)

As described in Section 2.1, Offeror must provide sufficient evidence and/or documentation that demonstrates they comply with the stated Mandatory Minimum Requirements list. Offeror’s failure to meet any of the mandatory minimum requirements will result in the proposal being classified as nonresponsive and rejected under the provisions of the Utah Procurement Code.

H. TAB TITLE: Detailed Technical Proposal Response (Scored Criteria, 3,500 points possible)

This section should constitute the major portion of the Offeror’s proposal response.

The response MUST include a detailed narrative for all Proposal Evaluation Criteria Questions (A1.1 through C8 listed below). Respond to the criteria in the exact order presented in the table below. Repeat the reference number and full criterion before each detailed narrative response.

PROPOSAL EVALUATION CRITERIA

(3,500 Total Points Possible)

A. FUNCTIONAL REQUIREMENTS

(2,670 Total Possible Points)

A1. CONSTITUENT MANAGEMENT

A1.1 Provide a detailed narrative explaining how the software maintains a single constituent record.

40 points possible

A1.2 Provide a detailed narrative describing how the software tracks donors, volunteers, businesses, foundations, alumni, employees, staff, and community partners.

40 points possible

A1.3. Provide a detailed narrative describing how the software supports householding.

40 points possible

A1.4. Provide a detailed narrative describing how the software tracks relationships between constituents (i.e., company subsidiaries).

40 points possible

A1.5. Provide a detailed narrative describing how the software records interaction history.

40 points possible

A1.6. Provide a detailed narrative describing how the software stores notes and attachments.

40 points possible

A1.7. Provide a detailed narrative describing how the software tracks communication preferences.

40 points possible

A1.8. Provide a detailed narrative describing how the software maintains constituent segmentation

40 points possible

A2. FUNDRAISING

A2.1. Provide a detailed narrative describing how the software handles annual campaigns.

40 points possible

A2.2. Provide a detailed narrative explaining how the software handles capital campaigns.

40 points possible

A2.3. Provide a detailed narrative explaining how the software handles major gifts.

40 points possible

A2.4. Provide a detailed narrative explaining how the software handles planned giving.

40 points possible

A2.5. Provide a detailed narrative explaining how the software handles matching gifts.

40 points possible

A2.6. Provide a detailed narrative explaining how the software handles peer-to-peer fundraising.

40 points possible

A2.7. Provide a detailed narrative explaining how the software handles recurring gifts.

40 points possible

A2.8. Provide a detailed narrative explaining how the software handles online donations and credit card payments.

40 points possible

A2.9. Provide a detailed narrative explaining how the software handles pledges.

40 points possible

A2.10. Provide a detailed narrative explaining how the software handles gift acknowledgements.

40 points possible

A2.11. Provide a detailed narrative explaining how the software handles tribute and memorial gifts.

40 points possible

A3. GIFT PROCESSING

A3.1. Provide a detailed narrative explaining how the software processes online donations.

40 points possible

A3.2. Provide a detailed narrative explaining how the software accepts credit cards and ACH.

A3.3. Provide a detailed narrative explaining how the software tracks pledges.

40 points possible

A3.4. Provide a detailed narrative explaining how the software generates tax receipts

40 points possible

A3.5. Provide a detailed narrative explaining how the software produces acknowledgement letters.

40 points possible

A3.6. Provide a detailed narrative explaining how the software manages soft credits.

40 points possible

A3.7. Provide a detailed narrative explaining how the software records in-kind donations.

40 points possible

A4. GRANT MANAGEMENT

A4.1. Provide a detailed narrative explaining how the software handles grant prospect tracking.

40 points possible

A4.2. Provide a detailed narrative explaining how the software handles the grant calendar.

40 points possible

A4.3. Provide a detailed narrative explaining how the software handles proposal management.

40 points possible

A4.4. Provide a detailed narrative explaining how the software handles award tracking.

40 points possible

A4.5. Provide a detailed narrative explaining how the software handles reporting deadlines.

40 points possible

A4.6. Provide a detailed narrative explaining how the software handles grant history. Provide information on how detailed the grant history would be.

40 points possible

A5. VOLUNTEER MANAGEMENT

A5.1. Provide a detailed narrative explaining how the software maintains volunteer records.

40 points possible

A5.2. Provide a detailed narrative explaining how the software tracks volunteer hours.

40 points possible

A5.3. Provide a detailed narrative explaining how the software manages volunteer skills.

40 points possible

A5.4. Provide a detailed narrative explaining how the software schedules volunteers.

40 points possible

A5.5. Provide a detailed narrative explaining how the software generates volunteer reports. Provide information on whether volunteers can sign up within the software, or if this is manually input. Can the volunteer log into the software, or is there the ability for them to clock in/out for events?

A5.6. Provide a detailed narrative on the ability to schedule or allow volunteer sign-ups. Indicate if you can allow for a specific number of volunteers at specific times (e.g., 3 volunteers needed at 10 am, 6…