Kentucky Historical Society - POS/CRM System RFP

The Commonwealth of Kentucky's Finance and Administration Cabinet, on behalf of the Kentucky Historical Society (KHS), is seeking a comprehensive Point of Sale (POS) and Customer Relationship Management (CRM) system to support operations across three Frankfort-based museum campuses. The procurement seeks an integrated solution to manage online event registration, facility reservations, membership management, payment processing, and customer relationship functions for an organization that averages 47,000 annual visitors. Key deliverables include online and mobile ticket sales, activity registration, gift shop inventory management, ecommerce capabilities, facility rental tracking, and marketing analytics with visitor demographic reporting. The RFP requires a cloud-based system that complies with extensive Commonwealth Office of Technology (COT) requirements, including KITS standards, NIST 800-53 moderate-level security controls, SOC 2 Type 2 compliance, Section 508 accessibility standards, and GDPR compliance. The solicitation was initially released on November 20, 2019, with the final proposal due date of January 10, 2020, at 3:30 p.m. EST, and included two vendor question periods on December 3 and December 16, 2019.

The procurement does not specify explicit set-aside designations or restrictions on vendor participation, indicating the opportunity is open to all qualified vendors. The system must integrate with Blackbaud Raiser's Edge for membership tracking and the Commonwealth's credit card processing agent, with a requirement for PCI-DSS compliance. The initial contract term is two years from the award date, with four optional two-year renewal periods available upon mutual agreement. While specific budget ranges are not explicitly stated, the cost proposal requires comprehensive pricing for a nine-year contract term, covering implementation, hosting, maintenance, custom development, training, and hardware components. Vendors must provide itemized costs for configuration, implementation, hosting, maintenance, and supplementary products, with pricing to remain firm for the first twelve months and potential adjustments thereafter based on industry-wide changes. The Commonwealth will retain full ownership of all data, with vendor-hosted solutions subject to strict Commonwealth Office of Technology approval criteria.