RFP 1396 - Administrative Document.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

Idaho Public Television

Request For Proposal

Comprehensive Planned Giving and Non-Cash Gift Platform Services

RFP Number: 1396

Table of Contents

Section 1 Administrative Information and Overview

1.1 Purpose

The State of Idaho’s (“State”) Division of Purchasing (“DOP”), on behalf of Idaho Public Television (“IdahoPTV”) is issuing this Request For Proposal (“RFP”) to solicit Proposals from qualified and experienced firms (“Offerors”), to provide a comprehensive charitable giving platform that combines planned giving, estate planning, and non-cash gift solutions in a single donor-friendly system. Background information is provided in Exhibit 1. General Requirements are provided in Exhibit 2. The complete scope of work is provided in Exhibit 3.

1.2 Procurement Schedule

Deadline to submit questions:

Closing Date (deadline to submit Proposal):

Public Opening Date:

Proposal Opening Link:

The State will make every effort to adhere to the schedule below, but reserves the right, at its sole discretion, to adjust the schedule.

October 14th @ 11:59 PM MT See IPRO Event Main Page for current closing date and time.

First business day after event closes @ 10:30 am MT RFP 1396 - Public Proposal Opening

1.3 RFP Lead

Name:

Title & Agency:

Email:

The individual listed below (referred to as “RFP Lead”) is responsible for the conduct of this procurement. From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, Offerors are prohibited from communicating with any State employee, Official, or Evaluators regarding this RFP or procurement.

Kevin Jarrett Purchasing Officer, Division of Purchasing Kevin.Jarrett@adm.idaho.gov

1.4 IPRO eProcurement System

This Solicitation is issued by the State via the State’s eProcurement system, IPRO. It is the Offeror’s responsibility to monitor IPRO for any updates or amendments.

Link: IPRO POWERED BY LUMA

1.6 Questions

The Offeror must review this entire RFP solicitation, including associated documents. All questions, requests for clarification, or other correspondence must be submitted in writing to the RFP Lead via the Q&A section of this event in IPRO. See Exhibit 4 for additional instructions. Questions must be submitted using the table provided within Exhibit 4.

1.7 Modifications and Exceptions to Requirements, Terms, and Conditions

1.7.1 Vendors are strongly encouraged to submit any proposed modifications to the requirements, terms, or conditions of the RFP on Exhibit 5 – Contract Modification and Exceptions prior to the deadline to submit questions. Questions regarding these requirements must contain the following:

1.7.1.1 The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

1.7.1.2 Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

1.7.1.3 Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

1.7.2 In the event that a Proposal contains modifications or exceptions to any Solicitation requirements, terms, or conditions which are not addressed during the question and answer period, they must be identified and submitted on Exhibit 5 - Modification and Exception Form and must contain the same information outlined in Section 1.8, above. The State will not consider any modifications or exceptions that are not identified specifically on Exhibit 5.

1.7.3 The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084.e, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. If the Offeror has conditioned its Proposal on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Offeror will be given the opportunity to retract the proposed modifications or exceptions from its Proposal. Failure to do so will result in the Offeror’s Proposal being found non-responsive, after which it will receive no further consideration.

1.7.4 Non-material modifications or exceptions may be discussed with the apparent successful Offeror, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Offeror to amend its Proposal and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Proposal non-responsive.

1.7.5 Except as otherwise provided within the Solicitation, the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the RFP Closing Date.

1.8 Amendments

The State may issue amendments to make changes to the RFP, or to respond to any questions. Amendments will be posted on IPRO. Offerors are responsible for monitoring IPRO for updates and amendments. All published amendments must become part of this RFP, and must be considered by the Offeror in its Proposal. Oral interpretations or clarifications of this RFP are not binding and should not be relied upon.

1.9 Authority

This procurement is conducted in accordance with IDAPA 38.05.01 and pursuant to Title 67, Chapter 92 of the Idaho Code.

Section 2 Format & Submission Requirements

2.1 Adherence to Requirements

The Proposal must be submitted in accordance with the requirements set forth in this document. Any Proposal that does not adhere to the requirements may be deemed non-responsive and rejected. The State reserves the right, in its sole discretion, to waive any minor informalities or immaterial non-compliance.

2.2 Deadline to Submit

All Proposals are due at the date and time specified in the Procurement Schedule (Section 1.2). Late Proposals must not be accepted or considered. The State must not be responsible for any technical issues, difficulties, or delays. Offerors are strongly encouraged to begin the process of submitting the Proposal response far enough in advance of the Closing Date/Time to allow for resolution of any technical difficulties.

2.3 Submittal Form Templates

The Offeror must ensure that their response meets all requirements detailed within this RFP. This RFP contains Submittal Forms, which must be used by the Offeror to submit their Proposal. Offerors must not re-create these Submittal Forms, create their own Submittal Forms, or edit the format structure of the Submittal Forms. An electronic copy of each Submittal Form is posted along with this RFP. The Offeror must download, complete, and submit each Submittal Form in their response.

2.4 General Format Requirements

The Proposal response must meet the following requirements:

2.4.1 The Offeror must not embed information, embed files, or embed any links within the Submittals.

2.4.2 Be made on standard 8.5” x 11” paper size.

2.4.3 Use a minimum font size of ten (10) (images, figures, graphs, charts, are excluded from this font size).

2.4.4 Use a font style such as: Calibri, Arial, New Times Roman, or similar.

2.4.5 The Offeror must not embed information, embed files, or embed any links within the Submittals.

2.4.6 The Offeror must not attach additional information to any Submittal Form (unless it has been explicitly requested). Any additional attachments submitted will not be considered in the evaluation process.

2.4.7 Cost information must only be contained within the Pricing Schedule Submittal Form. No other document or Submittal Form may contain cost or pricing information.

2.5 Page Limits (remove if necessary)

The Submittal Forms have maximum page limit requirements, as shown in the table below. The Offeror must ensure that their Proposal meets these page limit requirements. Offerors must not exceed the maximum page limits. Please note that the page limit applies exclusively to the front side of a page only (i.e. a ‘1 Page’ implies that the Offeror can only provide a response on one side of a piece of paper). Additional text will be removed or redacted before being provided to evaluators; only the text within the page limit will be evaluated. Offerors may add a cover page and table of contents which will not affect the Maximum Page Limits and this information will not be used for evaluating Offerors Proposal. Any substantive content added to the cover page or table of contents will be removed or redacted before being provided to evaluators.

2.6 Electronic Submission Instructions

The Offeror must submit the Proposal as follows:

2.6.1 The Proposal must be submitted electronically through IPRO POWERED BY LUMA. The State will not accept Proposals in any other manner (i.e. facsimile, email, or hardcopy submissions). All Offerors participating in this Solicitation must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free.

Link: IPRO POWERED BY LUMA

Please make sure that the entity profile under which the Proposal is submitted in IPRO, is the same legal entity presented in the uploaded response materials. If there are any discrepancies, the entity information provided within Submittal Form A prevails.

2.6.2 The Proposal must be submitted in the following forms:

* If applicable. Applies to Proposals with trade secrets as discussed below.

2.6.3 All electronic files must be in Adobe PDF, Microsoft Word, or Microsoft Excel format as noted in the table above.

2.6.4 The Proposal file(s) must not be password protected or locked in any way.

2.6.5 All submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

2.6.6 Alternate Proposals are not allowed.

2.6.7 Note: When submitting through IPRO, enter your Cost in IPRO as “$0.01”.

2.6.8 If your Proposal contains trade secrets (see Section 2.7), submit an additional redacted version. This submittal must have 'Redacted' in the file name.

2.7 Trade Secrets and Non-Public Information

The Idaho Public Records Act, Idaho Code title 74, chapter 1 (the “Act”) defines trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” The Act also defines other records that may be exempt from public disclosure.

In addition to marking each page of the document with a trade secret or other exemption notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

2.7.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” or “exempt from disclosure” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” or “exempt” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret” or “exempt from disclosure.”

2.7.2 Provide a separate document entitled “List of Redacted Trade Secret and Exempt Information” which provides a succinct list of all trade secret and exempt information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Act.

2.7.3 Submit a redacted copy of any Proposal response document (e.g. Scope of Work Response) with all trade secret and exempt information removed or blacked out. The redacted copy must be submitted electronically in the Supplier Attachments section of IPRO, with the word “redacted” in the file name.

Section 3 Proposal Contents

3.1 Background, Declarations, and Certifications (Submittal Form A) The Offeror must complete and submit all information requested in this Submittal Form. An Offerors failure to complete and submit Submittal Form A may result in their Proposal being found non-responsive.

3.2 Technical Proposal (Submittal Form B)

The Offeror must complete and submit all information requested in Submittal Form B. An Offerors failure to complete and submit Submittal Form B may be found non-responsive and given no further consideration. The Technical Proposal consists of three (3) parts, as described below:

3.2.1 Part 1 - Qualifications and Experience: The Offeror must summarize their experience and qualifications as it relates to the scope of work being requested in this RFP and a company overview, including years in operation and organizational history. The Offeror must also outline the experience and qualification of the key personnel that will be assigned to this Contract. The Offeror must highlight any unique attributes that make the team especially qualified for the scope of services. The Offeror must provide at least three (3) examples of previous projects they have worked on related to charitable giving, planned giving, estate planning, fundraising technology, or related non-profit services within the last five (5) years. The Offeror must identify any experience serving public media organizations, educational institutions, or other mission-driven nonprofit entities. If specifically asked for in this RFP please provide your resumes, otherwise resumes are not required, and should not be provided.

3.2.2 Part 2 - Approach: The Offeror must provide a brief overview of the approach that will be taken to successfully deliver this project/service. This must include a brief roadmap, which describes the general approach (major activities or tasks), which will be utilized to successfully deliver the Project/Service and to meet the Agency’s expectations (cost, time, quality, etc.). This must also include a high-level schedule of major activities or tasks that will be performed. The Offeror must include descriptions of implementation approach, timeline, and project management methodology as well as reporting capabilities and available data export options.

3.2.3 Part 3 - Obstacles, Challenges, & Risks: The Offeror must identify and address issues, concerns, challenges, obstacles, or risks that may impact the successful delivery of this project or service. This includes areas that may cause the project to not be completed on time, not finished within budget, generate any change orders, or may be a source of dissatisfaction for the Agency. The Offeror must rely on and use their past experience and knowledge of completing similar projects to identify these potential risks, issues, or challenges.

Each item should contain enough information to describe to a reader why the item is a valid risk/concern. The Offeror should also explain how it will avoid or minimize the risks from occurring through descriptions of security, privacy, compliance, and risk management practices. The Offeror should consider:

3.2.3.1 Controllable Items: This includes risks, activities, or tasks that are controllable by the Offeror, or by entities/individuals that are contracted to by the Offeror. This includes things that are part of the technical scope of what the Offeror is being hired to do. This may also include risks that have already been minimized before the project begins due to the Offeror’s expertise (i.e. risks that are no longer risks due to the Offeror’s expertise in delivering this type of project). All controllable risks and strategies to mitigate them MUST be included in the Offeror’s base Proposal cost and schedule (if there are any impacts at all).

3.2.3.2 Non-Controllable Items: This includes risks, activities, or tasks that are not controllable by the Offeror. This may include risks, issues, challenges, or obstacles attributed by the Agency, Agency personnel, parties hired by Agency, risks that are caused by other agencies, or completely uncontrollable risks. These can also be areas/risks that can contribute to contingency. Although these risks may not be controlled by the Offeror, the Offeror must identify a strategy that can be followed or used to mitigate these risks. All non-controllable risks and strategies to mitigate them must not be included in the Offeror’s base Proposal cost or schedule.

Provide a brief description of each item (background of how the concern/issue may impact the project or service if it occurs), and a strategy to prevent/minimize the issue/concern from occurring, or strategy to minimize the impact of the risk if it does occur.

3.3 Cost Proposal (Submittal Form C)

The Offeror must complete and submit all information requested in Submittal Form C. The Offeror is not permitted to adjust or modify this form, and may not include additional rates, amounts, costs, information, exceptions, or limitations to their cost proposal. An Offerors failure to meet these requirements may result in their Proposal being found non-responsive and no further consideration will be given to that Offeror.

Section 4 Evaluation & Award Procedures

4.1 Mandatory Submission Requirements

All Proposals will be reviewed on a "pass" or "fail" basis to ensure compliance with all mandatory submission requirements. Proposals determined by the State, at its sole discretion, to be responsive in this regard will proceed to the evaluation process outlined in this Section. Proposals that do not meet the mandatory submission requirements will be deemed non-responsive. Mandatory submission requirements include, but are not limited to, the following:

4.1.1 The Proposal was submitted prior to the specified Closing Date and Time.

4.1.2 The Proposal complies with the submission instructions detailed in Section 2.6.

4.1.3 The Proposal includes a fully completed and signed Submittal Form A.

4.1.4 The Proposal includes all required Submittal Forms listed in Section 3.

4.2 Evaluation Criteria

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended. Responsive Proposals will be evaluated as described in the table below.

4.3 Evaluation Committee

The Technical Proposal will be evaluated and scored utilizing one (1) or more Technical Proposal Evaluation Committee(s). The scores for the Technical Proposal will be normalized as described in Section 4.4.

4.4 Calculations

The following approach will be used to normalize and calculate scores:

Written Proposal Calculations

For each document that is evaluated and scored by the evaluation committee, the RFP Lead will:

4.4.1 Average evaluator scores for each Proposal.

4.4.2 Identify the highest raw average score among all Proposals.

4.4.3 Assign normalized points as follows:

4.4.3.1 The Proposal with the highest raw score will receive the maximum available points for Submittal B.

4.4.3.2 All other Proposals will receive a proportional share of the available points using the formula:

Cost Calculations

Points for the Cost Proposal will be normalized as follows:

4.4.4 The Proposal with the lowest total evaluated cost will receive the maximum available points.

4.4.5 All remaining Proposals will receive a proportional share of the available points using the following formula:

4.5 Clarification Discussions

The RFP Lead may, in the State’s sole discretion, perform clarification discussions with the Offeror(s) to verify and validate that the Proposal will meet the needs of the Agency. At any time during this period, if it is discovered that the Offeror has not met a mandatory requirement, or has failed to adequately respond to an item below, the State may find the Offeror non-responsive.

4.5.1 The Offeror may be required to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Offeror being deemed non-responsible. IDAPA 38.05.01.81.

4.5.2 If requested, provide any additional documentation that may be requested, which may include a detailed project/work plan, testing and commissioning plan, training, change management plan, safety plan, staffing plan, operational plan, maintenance plans, warranties, bonding and insurance, background checks, etc.

The clarification discussion cannot materially alter the Proposal. The State does not expect to negotiate any terms or conditions requested by the Offeror, unless they were submitted by the Offeror prior to the deadline for submitting questions (see Section 1.8), or they provide the State an opportunity to secure more advantageous terms or pricing.

4.6 Best-And-Final-Offer (BAFO)

The State reserves the right to request Best and Final Offers (BAFOs) from Offerors. If BAFOs are requested, the State will issue written instructions to the selected Offerors identifying the scope of the BAFO request and the deadline for submission. Offerors must not modify any aspect of their Proposal except as specifically requested by the State. BAFO responses must be submitted in accordance with the instructions provided. Failure to submit a BAFO, if requested, may result in the Offeror’s original Proposal being considered as its final offer.

4.7 Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points.

4.8 Resulting Contract

If the State awards Contract(s) from this solicitation, it will do so by issuing a Contract Purchase Order (CPO) Contract document(s) from Luma, the State’s ERP system. The State anticipates issuing a single contract from this solicitation, incorporating the Terms and Conditions, Scope of Work, Appendices, and some or all of the Offeror’s Technical Proposal.

Important Note: Any modifications or exceptions to the Contract may be rejected by the State. Therefore, the Offeror is strongly encouraged to submit any proposed modifications or exceptions during the Q&A period (see Section 1.8).

EXHIBIT 1

Background Information

1. About The Department / Agency IdahoPTV is a statewide, non-commercial broadcast telecommunication system and media provider based in the capital city of Boise with additional staffed facilities in Moscow and Pocatello. We harness the power of public media to encourage lifelong learning, connect our communities, and enrich the lives of all Idahoans. We tell Idaho's stories.

2. Background Information Planned giving and non-cash charitable gifts represent an important opportunity for IdahoPTV to deepen relationships with donors and provide supporters with additional ways to make meaningful gifts. These gifts may include bequests and other estate gifts, beneficiary designations, gifts of appreciated securities, Qualified Charitable Distributions (QCDs) from IRAs, Donor-Advised Fund (DAF) grants, and other charitable giving vehicles.

The desired solution should complement IdahoPTV's existing fundraising and donor stewardship efforts while providing a positive, accessible, and straightforward experience for donors. The solution should be designed for donors with varying levels of familiarity with charitable giving and estate planning, including donors who may require education before deciding whether a particular giving vehicle is appropriate for them.

3. Current Challenges

3.1 IdahoPTV’s current planned giving and non-cash giving processes do not provide a single, comprehensive donor-facing and administrative solution.

3.2 IdahoPTV lacks an efficient system for capturing donor inquiries, gift intentions, and other relevant information.

3.3 There is extensive manual administrative work to record, track, and follow-up with donor needs and communication.

3.4 IdahoPTV does not have sufficient reporting and visibility into donor activity and gift intentions.

4. Reference Documents

4.1 Current planned giving page – https://www.idahoptv.org/support/philanthropy/planned-giving/

4.2 Planned giving page currently being updated - https://bento.pbs.org/bento-cms/preview/bc6515b3-5410-4dfe-adcb-8920db5e61d4/

5. Summary of Scope The selected Offeror must provide donor-facing tools that facilitate charitable gifts through estate plans, beneficiary designations, stock and securities donations, QCDs from IRAs, DAF grants, and/or other charitable giving vehicles. The platform should support donor education, gift intention documentation, and administrative reporting for IdahoPTV staff.

6. Objectives and Expectations IdahoPTV's objective is to implement a comprehensive planned giving and non-cash gift platform that makes it easier for donors to understand, consider, and initiate charitable gifts while improving IdahoPTV's ability to identify, document, administer, and steward these opportunities.

EXHIBIT 2

General Requirements In the event of conflict with the State’s Standard Terms and Conditions, or other terms, conditions or requirements contained in this RFP, the following provisions will take precedence:

1. Requirements The Contractor must provide:

1.1 A comprehensive donor-facing charitable giving platform.

1.2 Online estate planning tools available at no cost to donors.

1.3 Legacy giving and gift intention documentation tools.

1.4 Non-cash gift solutions including stock, Exchange-Traded Fund (EFT), Qualified Charitable Distributions (QCDs) from Individual Retirement Account(s) (IRAs), Donor-Advised Funds (DAF), and/or other charitable giving vehicles.

1.5 Administrative dashboards and reporting tools.

1.6 Implementation and onboarding services.

1.7 Staff training and user support.

1.8 Ongoing software maintenance and technical support.

1.9 Flat-file data export or direct Allegiance CRM integration capabilities.

2. ADA Accessibility Compliance

2.1. The Contractor must ensure that, at a minimum, all digital products, services, and content provided under this Agreement comply with the Americans with Disabilities Act (ADA), Section 508 of the Rehabilitation Act (as applicable), and the Web Content Accessibility Guidelines (WCAG) version 2.1, Level AA. This requirement applies, but is not limited, to:

2.1.1. Websites, web applications, and online systems;

2.1.2. Software and mobile applications;

2.1.3. PDFs, documents, and multimedia content; and

2.1.4. Any digital tools or services procured by the State of Idaho.

2.2. Accessibility Documentation

For Consumer Off the Shelf (COTS) products, including Software as a Service (SaaS), prior to an Agreement, Contractor must submit accurate Accessibility Conformance Reports (ACRs) created using the applicable sections of the Voluntary Product Accessibility Template® (VPAT®) Revised Section 508 Edition (Version 2.3 or higher) or links to ACRs located on Vendor websites for each proposed product or product family (as applicable). Instructions on how to complete this document are included in the template itself.

2.2.1. ACR must be based on the current product version.

2.2.2. ACR must be evaluated on current WCAG standards as of the date of this agreement.

2.2.3. ACRs based on earlier versions of the product must be made available to the state upon request.

For customized COTS products and solutions, Contractor must submit an ACR and complete the Vendor Accessibility Development Services Questionnaire, which documents Vendor's ability to produce accessible electronic and information resources. For non-COTS offerings (such as IT-related development services, services that include user-accessed online components, etc.), Contractor must complete a Vendor Accessibility Development Services Questionnaire, which documents Contractor’s ability to produce accessible electronic and information resources. Failure to provide a current ACR that meets these requirements may result in disqualification of the Offeror’s proposal, delay in Agreement execution, or cancellation of the Agreement.

2.3. Accessibility Testing

Contractor must perform accessibility testing using both automated tools and manual testing methods, including assistive technologies (e.g., screen readers). Any accessibility barriers identified must be addressed prior to final acceptance.

2.4. Remediation Responsibilities

If any accessibility violation is known or becomes known to the Contractor during the term of the Agreement, whether by notice from the State of Idaho or through Contractor’s own testing, Contractor must remediate the violation within a time period mutually agreed upon by the parties at no additional cost to the state.

If the product or service cannot fully meet accessibility standards at the time of delivery, Contractor must:

2.4.1. Provide a detailed remediation plan with timelines;

2.4.2. Demonstrate reasonable efforts to mitigate impacts on users with disabilities;

2.4.3. Work in good faith with the purchasing agency to bring the product into compliance;

2.4.4. Provide alternative solutions upon request at no additional charge to the state; and

2.4.5. Document any undue burden or exemption with a sign-off by the Office of Information Technology ADA Manager.

2.5. Ongoing Accessibility Obligations

2.5.1. For any updates, patches, or content changes made during the Agreement term, Contractor must maintain accessibility compliance. The State reserves the right to request updated accessibility conformance documentation at any time.

2.5.2. When updates or upgrades are made to the products or services available through this Agreement, Contractor agrees to document how the changes will impact or improve accessibility and usability. This documentation must be provided to the State in advance of the change, occurring within an agreed-upon timeframe sufficient for the State to review the changes and either approve or request a remediation plan from the Contractor. If agreed-upon updates fail to improve accessibility or usability as planned, failure to comply with this requirement may be cause for Agreement cancellation or default.

2.6. Training and Support

2.6.1. Contractor must provide training or guidance to agency staff on how to use the product or platform in an accessible manner and how to maintain accessibility in ongoing content or service delivery. In facilitating Contractor trainings, Contractor must coordinate and cooperate with State in identifying prospective attendees who may require accommodations and provide such accommodations.

2.6.2. All administrator and end user documentation and training materials delivered by the Vendor must be in compliance with the WCAG 2.1, level AA.

2.7. Remedies

Failure to meet WCAG 2.1 Level AA may result in any remedies available under Idaho procurement law, including but not limited to:

2.7.1. Require the Contractor to cure deficiencies;

2.7.2. State‑performed testing or remediation at no cost to the State;

2.7.3. Withholding payment; or

2.7.4. Termination of the Contract.

3. Training The Contractor must provide:

3.1 Initial administrator training for designated IdahoPTV staff.

3.2 Training on managing donor inquiries, leads, gift intentions, and related records.

3.3 Training on managing and updating donor-facing content, forms, calls to action, and other configurable platform elements, where supported.

3.4 Training on data exports, integrations, and data management.

3.5 Training materials and documentation that IdahoPTV staff may retain for future reference and for onboarding new staff.

3.6 Training for two (2) to five (5) individuals from IdahoPTV.

4. Service and Support The Contractor must provide:

4.1 A designated method for IdahoPTV staff to submit support requests.

4.2 Technical assistance during the Contractor's published support hours.

4.3 Assistance with platform functionality, configuration, user administration, reporting, integrations, and other routine platform-related questions.

4.4 Troubleshooting and resolution of system errors or functionality issues.

4.5 Access to current user documentation, help resources, or knowledge bases.

5. Licensing and Regulations

5.1 Contractor must have successfully completed the AICPA Service Organization Control (SOC) 2 Type 2 audit.

5.2 Contractor must use Secure Socket Layer (SSL) encryption protocol to ensure data security.

6. Reporting The Contractor must provide the following reports:

6.1 Number and type of planned giving and non-cash gift inquiries;

6.2 Donors who have indicated an intention to make a gift, including the type of gift and estimated value;

6.3 New leads and the status of follow-up with those donors; and

6.4 Completed or documented gift intentions.

6.5 Reports must be submitted monthly. Information for where reports must be sent will be shared after Contract award.

7. Records Maintenance Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

8. Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

9. Performance Evaluations IdahoPTV reserves the right to conduct annual performance evaluations throughout the contract term.

10. Billing Procedure The Contractor must provide a signed invoice upon Agency acceptance. The invoice [and respective reports] must be submitted no later than thirty (30) calendar days after acceptance. No invoice will be accepted or paid without receipt of required documentation. Invoices submitted without the required documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

· IPRO contract number (and name of project/product, if appropriate) and Agency PO number;

· Identification of billing period;

· Total amount billed for the billing period;

· Detailed description of services/products provided and associated # of hours/$ amounts, as appropriate; and

· Name of authorized individual and contact information for Contractor.

Invoices and reports are to be submitted by email to accounting@idahoptv.org or by standard US mail at:

· Idaho Public Television

· 1455 N Orchard Street

· Boise, ID 83706

EXHIBIT 3

Scope of Work

1. Online Estate Planning and Legacy Giving Tools

1.1. The platform must:

1.1.1. Provide a donor-facing online estate planning tool at no cost to donors;

1.1.2. Generate legally valid estate planning documents in Idaho;

1.1.3. Allow donors to document charitable gift intentions and notify IdahoPTV of planned gift commitments;

1.1.4. Support wills, trusts, beneficiary designations, and other planned gift arrangements;

1.1.5. Provide educational content regarding estate planning and charitable giving opportunities; and

1.1.6. Include administrative reporting on documented legacy commitments and donor engagement.

2. Non-Cash Giving Suite Requirements

2.1. The platform must support donor initiation or completion of the following gift types:

2.1.1. Stocks and securities;

2.1.2. Exchange-Traded Funds (ETFs);

2.1.3. Mutual funds;

2.1.4. Qualified Charitable Distributions (QCDs) from IRAs; and

2.1.5. Donor-Advised Fund (DAF) grants.

3. Implementation, Training, and Marketing Support

3.1. The Contractor must provide:

3.1.1. Initial implementation and onboarding services;

3.1.2. Staff training and user documentation;

3.1.3. Ongoing customer support;

3.1.4. Estate planning and planning giving marketing materials;

3.1.5. Donor education resources;

3.1.6. Communication templates and promotional assets; and

3.1.7. Recommendations and best practices for increasing donor participation in planning giving and non-cash gift programs.

4. Security & Data Privacy

4.1. The platform must:

4.1.1. Use SSL encryption protocol to ensure data security;

4.1.2. Not sell, rent, or share names or personal information with any third party;

4.1.3. Not provide outside access to the donor mailing list;

4.1.4. Comply with all applicable federal and state privacy, data protection, and cybersecurity laws and regulations;

4.1.5. Clearly identify all subcontractors or third-party service providers that may access, process, store, or transmit IdahoPTV data;

4.1.6. Provide information regarding data ownership and confirm that IdahoPTV retains ownership of its donor and organizational data; and

4.1.7. Have successfully completed the AICPA SOC Type 2 Audit.

EXHIBIT 4

Questions

Offeror Questions Form Instructions The following instructions must be followed when submitting questions using the Offeror Question form on the following page.

· Questions form must be uploaded into the Q&A Forum section within IPRO.

· Questions must be received by the deadline specified in the Procurement Schedule (Section 1.2).

· The Offeror must use the Offeror Questions form on the following page, to submit all questions .

· Do not change the format, font, font style, or font colors.

· Do not identify your name, your company’s name, or product names of intellectual property in your questions.

· Enter the RFP section number that the question is for in the “RFP Section” field (column 2). If the question is a general question not related to a specific RFP section, enter “General” in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment 1”) in the “RFP Section” (column 2), and the attachment page number in the “RFP page” field (column 3).

· Do not enter text in the “Response” field (column 5). This is for the State’s use only.

Offeror Questions RFP 1396 Comprehensive Planning Giving and Non-Cash Gift Platform Services

EXHIBIT 5

Contract Modifications and Exceptions

Instructions Complete this form and submit with your RFP submittal if you are proposing modifications or taking exception to any of the requirements, terms, or conditions included in the RFP, including any documents incorporated by reference (such as the Standard Contract Terms and Conditions.) See RFP Section 1.8 for a full explanation of the process surrounding vendor-proposed modifications and exceptions.

· All modifications and exceptions to the State’s Contract Terms and Conditions must be submitted using the Contract Modification and Exceptions form and upload the form into the Q&A Forum section within IPRO.

· All requested modifications and exceptions must be received by the deadline specified in the Procurement Schedule (Section 1.2).

· Offerors must specifically address any and all proposed modifications and exceptions.

· Blanket requests to negotiate requirements, terms, or conditions will not be considered.

· Do not identify your name, your company’s name, or product names of intellectual property in your questions.

· Offerors must provide an explanation as to why the requirement, term, or condition should be considered non-material. Offeror must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in RFP Section 1.8.1.

The determination of materiality will be made at the State’s sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Offeror, at the discretion of the State, and as otherwise provided in RFP Section 1.8.3.

Modification & Exception Form RFP 1396 Comprehensive Planning Giving and Non-Cash Gift Platform Services

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in this Submittal Form is Mandatory.

Failure to complete or respond to each question, failure to sign this Form, and failure to submit this Form may result in your Proposal being deemed non-responsive.

PROJECT INFORMATION

OFFEROR INFORMATION

Company Name:

Company Address:

Tax Identification Number (EIN):

DUNS Number:

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Proposal, and who can be contacted for clarification on this Proposal

Contact Name:

Title:

Email:

Telephone:

AMENDMENT ACKNOWLEDGEMENT

By checking this box, the Offeror acknowledges receipt of all amendments, and has incorporated all amendments into their Proposal.

CONFLICT OF INTEREST

The Offeror SHALL select an option below:

☐ The Offeror declares that there is no potential, perceived, or actual conflicts of interest that may arise as a result of their response to this RFP and/or subsequent award of Contract.

The Offeror declares that there are potential, perceived, or actual conflicts of interest that may arise as a result of their response to this RFP and/or subsequent award of Contract. The Offeror must attach additional information to explain the conflicts.

CERTIFICATIONS

1) Is Offeror a legal entity with the legal right to contract?

☐ Yes ☐ No

2) Is Offeror in compliance with applicable equal employment regulations?

☐ Yes ☐ No

3) Does Offeror affirm that it is not currently suspended, debarred, or otherwise excluded from federal or state procurement and non-procurement programs? Note: vendor information is available at https://sam.gov

☐ Yes ☐ No

4) Does the Offeror affirm that the Proposal will be firm and binding for ninety (90) calendar days from the Proposal opening date?

☐ Yes ☐ No

6) The Offeror confirms that it has the financial strength to perform the services required under this RFP.

☐ Yes ☐ No

7) The Offeror confirms that they can provide financial information (records, documents, etc.) and financial statements (Balance Sheet, Income Statement, and Cash-Flow Statement), to the State upon request.

☐ Yes ☐ No

* Failure to answer, or answering “No” may be grounds for disqualification. Attach additional information on any subject where the Offeror responded “No” to a question above.

CONTRACT TERMS AND CONDITIONS

Important Note: Any modifications or exceptions to the Contract may be rejected by the State. Therefore, the Offeror is strongly encouraged to submit any proposed modifications or exceptions during the Q&A period (see Section 1.8).

* Failure to answer, or answering “No” may be grounds for disqualification. Complete the information below if you have responded “No” to the question above.

The Offeror must review Exhibit 5 for additional information regarding the State’s Terms and Conditions. Non-material modifications or exceptions may be discussed with the apparent successful Offeror, at the discretion of the State. The State has sole discretion to determine if the modifications or exceptions would result in a material change or otherwise threaten the integrity of the procurement process. The State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Offeror to amend its Proposal and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Proposal non-responsive. The determination of materiality will be made at the State’s sole discretion. In the event that the Offeror has conditioned its Proposal on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Offeror will be given the opportunity to retract the proposed modifications or exceptions from its Proposal. Failure to do so will result in the Offeror’s Proposal being found non-responsive, after which it will receive no further consideration.

The Offeror must identify all modifications or exceptions to the Contract Terms & Conditions provided in the Questions section of the event in IPRO. The Offeror must use the template that is provided in Exhibit 5. Blanket requests to negotiate requirements, terms, or conditions will not be considered.

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Offeror. I certify that I have read and understand this RFP and I am authorized to sign this Proposal on behalf of the Offeror.

Printed Name of Representative

Signature

Date

SUBMITTAL FORM B

Part 1 - Qualifications & Experience

Part 2 - Approach

Part 3 - Obstacles, Challenges, & Risks

SUBMITTAL FORM C

Cost Proposal

Submittal Form C can be found in the Questions section of the event in IPRO.

image1.png