Customer Relationship Management (CRM) Solution

Florida Polytechnic University, located in Polk County, Florida, is issuing an Invitation to Negotiate (ITN) for a comprehensive Customer Relationship Management (CRM) solution to support its Development team and other university departments including Strategic Communications and Finance. The CRM system must be user-friendly and accommodate a minimum of 20,000 constituent records, storing contact information, interaction history, event participation data, relationships between constituents and organizations, and membership information. Required capabilities include integrated data management tools with duplicate detection and address/phone updates, robust reporting and analysis functionality, a mobile phone application, constituent screening tools, and comprehensive events and marketing modules to facilitate relationship management across the university. The University will evaluate proposals based on five criteria: qualifications (20 points), program plan and timeline (35 points), references and experience (15 points), financial proposal (25 points), and value-added services (5 points). Key dates include April 2, 2026 as the deadline for written questions, April 22, 2026 at 2:00 PM Eastern Time for proposal submission through the Euna Procurement (Bonfire) portal, presentations scheduled for the week of May 4, 2026, and an anticipated system migration date of August 2026. All proposed goods and services must meet or exceed specifications as of the proposal due date, and proposals remain valid for six months following submission.

The ITN contains no identified set-aside designations for disadvantaged enterprises, though respondents must comply with non-discrimination and equal opportunity requirements under Executive Order 11246 and certify non-segregated facilities. All contractors and subcontractors must implement E-Verify employment eligibility verification for new hires and comply with Federal, state, and local laws. The University will consider awarding the contract to one or multiple respondents at its discretion, and the successful respondent must execute the University's standard contract terms as written without modification unless specifically approved. No incumbent vendor is identified in the solicitation. Florida Polytechnic University is self-insured and exempt from sales and use taxes, and funding is contingent upon annual appropriation by the Florida Legislature, which reserves the right to terminate the contract without penalty if insufficient funds become available. No specific budget range or award value is disclosed in the ITN documents, though respondents must submit comprehensive financial proposals including total project costs with all projected expenses and hourly rates for additional as-needed work.