Attachment J Answers to Questions for RFP 758 2000000265.xlsx
XLSX spreadsheet 24 KB Posted
- Attached to
- Kentucky Historical Society - POS/CRM System RFP
- Solicitation number
- RFP-758-2000000265-4
- Issued by
- Franklin County, Kentucky
About this file
The document provided is an Attachment J to a Request for Proposal (RFP) issued by the Kentucky Historical Society (KHS) for a Point of Sale (POS) and Customer Relationship Management (CRM) system. The RFP covers the procurement of a unified POS/CRM solution across multiple KHS locations, including the ability to process online transactions, streamline operations, and integrate with the existing Blackbaud Raiser's Edge donor management system. The RFP outlines technical requirements, including the need for approximately 6-8 POS workstations, support for online transactions, and integration with the Commonwealth's payment processor. The RFP provides details on the project timeline, with KHS seeking a flexible implementation schedule that considers their operational needs.
The RFP does not specify a budget range but indicates that KHS is seeking competitive bids from all qualified vendors. Pricing terms are not provided, but the RFP notes that all travel costs should be included in the vendor's bid. KHS currently uses several payment processors, including Square, Stripe, and CardConnect, but the Commonwealth will ultimately determine the payment processor to be used. The RFP also mentions that KHS does not currently use a marketing system and that the new POS/CRM solution should provide marketing capabilities.
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Sheet1 Vendors' Question Form for RFP 758 200000265
| RFP Section / Requirement Number | Document | Document Page Number | Vendor Questions | Commonwealth Response | |
| Example -Section 30.060.nnn | RFP | ## | |||
| 10.1 | RFP for POS/CRM | PDF p. 3 | What is your current payment processor? Are you insistent on | ||
| using that payment processor (and we would integrate with it), or are you open to suggestions from the vendor? | We will be using the payment processor under state contract. | ||||
| 10.9 | RFP for POS/CRM | PDF p. 7 | We kindly request a two-week extension of the due date. | ||
| RFP had been updated in Section 10.9 to reflect updated closing date from March 20, 2020 to April 9, 2020 | |||||
| 20.1 - Background | RFP for POS/CRM | PDF p. 8 | What customer-facing functionality would you like to see in your online presence? E.g. the ability to buy tickets, register for programs, offer the ability to rent out facilities? Please elaborate on your vision for KHS’ online presence. | The following functionality would be esential: |
1. Ability to purchase admission and event tickets
2. Presence of an online store to purchase select merchandise
20.1 - Background RFP for POS/CRM PDF p. 8 What are the biggest pain points in your existing business processes that you hope to rectify through this project? The major benefits for a POS/CRM system would be:
1. Gains in efficiency through elimination of manual processes
2. Ability to offer online ticket sales for visitor admission and events
3. Improved marketing efforts through collection and tracking of visitor information
4. Enhanced controls cash managment and tracking store inventory (which is currently done manually)
| 20.1 - Background | RFP for POS/CRM | PDF p. 8 | What is your vision for KHS in the 2 years and how does this | |
| project fit into that vision? | The Kentucky Historical Society is becoming the recognized leader in helping people understand, cherish and share Kentucky’s stories. This project will allow KHS to use data, metrics, and audience-based research to make decisions and evaluate success. | |||
| 20.2 - Project Support | RFP for POS/CRM | PDF p. 9 | How many KHS staff would use this solution? | |
| Can you “bucket” these staff into different categories (e.g. X amount would be related to digital marketing efforts, Y amount would be involved in the commerce side of things...) | Admissions/Visitor Desk/Museum Shop: |
8 staff Event/Facility Rentals:
1 staff Finance/Accounting:
3 staff Special events/Children's camps/Workshops:
8 staff Library events:
3 staff Marketing:
2 staff Leadership/Administration/Project Manager:
3 staff
| 20.2 - Project Support | RFP for POS/CRM | PDF p. 9 | How many KHS staff would need to be trained on the solution’s functionality? | Estimated at 26 staff | |
| 20.2 - Project Support | RFP for POS/CRM | PDF p. 9 | When is your ideal go-live date for Phase 1, Phase 2, and Phase 3? | The project schedule will be dependent on the successful selection of a vendor and a signed contract: KHS will work with the vendor to determine a realistic project schedule. KHS is flexible on the schedule, but will consider standard holidays, any major fundraising events, staff availability, etc. | |
| Section 50.6 - Scope of Work/Technical Requirements | 2000000265 POS/CRM RFP | 30 | How many POS workstations are required across the 3 buildings? | POS terminals will be placed in the following sites: Kentucky Military History Museum (1 terminal for ticket sales and small number of souvenir sales), Thomas D. Clark Center for Kentucky History (1 terminal for ticket sales; 2 terminals for merchandise sales; 2 mobile terminals for events and a small "pop-up" shop selling souvenirs); and a terminal for the Old State Capitol. | |
| Section 50.6 - Scope of Work/Technical Requirements | 2000000265 POS/CRM RFP | 30 | How many non-POS workstations are required for such as system administration, end of day procedures, audit and reconciliation processes, reports generation, merchandise inventory management, etc.? | We don't anticipate purchasing any non-POS workstations for administrative tasks. | |
| Section 50.6 - Scope of Work/Technical Requirements | 2000000265 POS/CRM RFP | 30 | How many online tranasctions do you estimate will be processed through the system annually? | That information is unknown at this time. | |
| Section 50.6 - Scope of Work/Technical Requirements; Item E. | 2000000265 POS/CRM RFP | 39 | Does KHS or The Commonwealth have a specific credit/debit card transaction processor the system must interface to? and; a.) Processor name b.) Do they supply the authorization terminals? c.) Make and model of current terminals | KHS currently has a payment processor for credit card transactions but seeks to switch vendors. More information will be shared once a signed contract has been obtained from the vendor. | |
| Section 50.6.A | Attachment A-KHS POS_CRM update COT requirements 2-10-2020.pdf | Number of POS stations | This is answered above. | ||
| Section 50.6.A | Attachment A-KHS POS_CRM update COT requirements 2-10-2020.pdf | Number of Programming Staff | We have six staff who comprise the Learning Team. | ||
| Section 50.6.A | Attachment A-KHS POS_CRM update COT requirements 2-10-2020.pdf | Number of People on Facility Rentals | We have one person dedicated to facility rentals. | ||
| Section 50.6.A | Attachment A-KHS POS_CRM update COT requirements 2-10-2020.pdf | Number of Front-Desk Staff | Eight staff, which includes staff serving intermittently as backups | ||
| Section 50.6.A | Attachment A-KHS POS_CRM update COT requirements 2-10-2020.pdf | We use Square, Stripe and CardConnect as Payment processors, would you be ok with this option? | The Commonwealth will use its own payment processor. | ||
| Section 50.6.A.9 | Attachment A-KHS POS_CRM update COT requirements 2-10-2020.pdf | What version of Raiser's Edge are you running on? Is it cloudbase? | We are using version 7.96.6402.18 and the data is hosted by the vendor. | ||
| Section 50.6.B | Attachment A-KHS POS_CRM update COT requirements 2-10-2020.pdf | We offer shop on-site, are you ok with our integration with Shopify for the online front end? | Yes, that would be acceptable. | ||
| Section 50.6.C | Attachment A-KHS POS_CRM update COT requirements 2-10-2020.pdf | What marketing system are you using? | We are not currently using a marketing system. | ||
| Section 50.6.D | Attachment A-KHS POS_CRM update COT requirements 2-10-2020.pdf | What accounting system are you using? | The Commonwealth uses eMARS; no interface with the accounting system is planned at this time. | ||
| 50.6 - Scope of Work/Technical Requirements - Section C | RFP for POS/CRM | PDF p. 36 | Do you currently use a marketing solution for social media management or email sends/segmentation? | We utilize iContact to manage our email communications. | |
| 50.6 - Scope of Work/Technical Requirements - Section A | RFP for POS/CRM | PDF p. 31 | Is there any existing database with customer information, | ||
| member information, or donor information? We are trying to gauge to what extent data migration may be involved in this project. What information is housed in the Blackbaud’s Raiser’s Edge mentioned in the RFP? | The only component to interface with the POS/CRM system shall be member information (member ID, name, etc.), which is on Blackbaud. | ||||
| 50.6 - Scope of Work/Technical Requirements - Section A | RFP for POS/CRM | PDF p. 31 | Please share how many contact records you currently have stored in Blackbaud. | We have approximately 1,500 active membership records (annual renewal) and 287 Life Members in Blackbaud. | |
| 50.6 - Scope of Work/Technical Requirements - Section A | RFP for POS/CRM | PDF p. 31 | Are you looking to eliminate the usage of Blackbaud Raiser’s | ||
| Edge (if such functionality can be consumed by the new solution), or do you want to keep using it and have it integration with the new solution? | We would like to integrate with Blackbaud since it contains both member and donor information. | ||||
| Not mentioned in RFP | RFP for POS/CRM | N/A | Have you seen demos of any possible solutions you like? | ||
| If so, which ones? | Demonstration of potential systems may be conducted at the Commonwealth's discretion through the competitive bidding process. | ||||
| Not mentioned in RFP | RFP for POS/CRM | N/A | Are you looking for a COTS (commercial off-the-shelf) solution | ||
| only? How open are you to configurations and customizations in the solution? | The Commonwealth will consider all configurations, both COTS and customized solutions. | ||||
| Not mentioned in RFP | RFP for POS/CRM | N/A | Do you reimburse for travel for vendors outside of KY? | All costs of travel should be included within your bid. | |
| Not mentioned in RFP | RFP for POS/CRM | N/A | What are your insurance requirements? | The agency has no additional insurance requirements outside of that described in the RFP. | |
| Not mentioned in RFP | RFP for POS/CRM | N/A | What is the budget for this initiative? | The Commonwealth is seeking competitive bids from all qualified vendors. | |
| Section 60.8 - Cost Proposal | 2000000265 POS/CRM RFP | 56 | What is the range of total cost of ownership that KHS anticipates over the first 2 years of the contract for hardware, software licenses, implementation services, and on-going support services? | The Commonwealth is seeking competitive bids from all qualified vendors, including the cost of ownership. | |
| Attachment B - Cost Proposal | 2000000265 POS/CRM RFP | I am unable to open the document in a usable format. Can this please be provided as a Word, Excel or similar document? | The Commonwealth does not provide documents in Word or Excel. | ||
| Attachment H - List of Acronyms | 2000000265 POS/CRM RFP | I am unable to open the document in a usable format. Can this please be provided as a Word or similar document? | The Commonwealth does not provide documents in Word or Excel. |
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