Kentucky Historical Society - POS/CRM System RFP

The Commonwealth of Kentucky Finance and Administration Cabinet, on behalf of the Kentucky Historical Society (KHS), is soliciting proposals for the implementation, hosting, and maintenance of an integrated Point of Sale (POS) and Customer Relationship Management (CRM) system to serve three museum campuses in Frankfort: the Thomas D. Clark Center for Kentucky History, the Old State Capitol, and the Kentucky Military History Museum, which collectively serve approximately 47,000 annual visitors including 31,000 K-12 students. The system must deliver comprehensive functionality including admissions desk ticket sales, online admission ticketing, activity and program registration, membership management integrated with Blackbaud's Raiser's Edge, mobile ticket sales, gift shop inventory management with ecommerce capabilities, facility rental tracking, and marketing analytics for visitor demographic analysis. The vendor must provide a cloud-based, vendor-managed solution with phased implementation beginning with online ticket sales and visitor desk services, followed by gift shop and ecommerce capabilities, and concluding with online program and event registration and facility rental modules. The solution must comply with extensive Commonwealth Office of Technology (COT) requirements including Kentucky Information Technology Standards (KITS), SOC 2 Type 2 compliance with annual third-party attestation, NIST 800-53 moderate-level security controls, Section 508 accessibility compliance, PCI compliance for credit card processing, EU GDPR compliance, and data encryption standards; all Commonwealth data must remain within the contiguous United States and remain the property of the Commonwealth. The contract term is two years from the effective award date with four optional two-year renewal periods upon mutual agreement. The original RFP was released November 20, 2019, with vendor written questions and deviations due by December 3, 2019 at 12:00 PM EST and Commonwealth responses provided December 6, 2019; the proposal deadline was initially December 30, 2019, but was extended to January 10, 2020, at 3:30 PM EST through multiple addenda, with a second round of vendor questions accepted through December 16, 2019 and responses issued December 20, 2019. Sealed proposals must include a signed solicitation face page, transmittal letter, technical solution, cost solution under separate sealed cover, Kentucky tax registration documentation, Certificate of Authority from the Secretary of State, required affidavits, EEO forms if applicable, and a completed Mandatory Requirements Checklist; proposals must be submitted to the Finance Office of Procurement Services, 702 Capitol Avenue, Capitol Annex Room 095, Frankfort, Kentucky 40601, with online bidding prohibited.

No set-asides or restrictions on organizational type are identified in the procurement documents, and there is no identified incumbent system as KHS currently operates without integrated POS or CRM functionality, managing operations through manual tick marks and disconnected Excel spreadsheets and paper processes. The vendor must interface with Blackbaud's Raiser's Edge for membership data synchronization and comply with Kentucky Online Gateway (KOG) integration requirements for Single Sign-On (SSO) authentication using WS-Federation or SAML 2.0 protocols. Pricing shall be established on a firm fixed-unit price basis with prices remaining firm for the first twelve months of the contract, after which price increases may be requested only if justified by documented industry-wide changes and approved by the Commonwealth; price decreases must be reflected immediately upon availability. The RFP does not specify the total contract award value or budget range in the available documentation, though vendors must provide implementation costs for Year 1 and hosting and maintenance costs for Years 2 through 9, with separate pricing for three point-of-sale locations and additional hardware terminals, fully loaded hourly rates for custom development services, not-to-exceed training rates, and identification of supplementary products or services sourced through state procurement channels. The Commonwealth will not be obligated to purchase any services or equipment and will purchase only quantities necessary to meet actual requirements; all software developed specifically for KHS becomes Commonwealth property upon completion.