Kentucky Historical Society - POS/CRM System RFP

The Commonwealth of Kentucky Finance and Administration Cabinet, on behalf of the Kentucky Historical Society (KHS), issued RFP 758 2000000265 for a comprehensive Point of Sale (POS) and Customer Relationship Management (CRM) system to serve three museum locations 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 annually, including 31,000 K-12 students. The requested system must provide integrated functionality for online and in-person admission ticketing, payment processing, visitor desk operations, program and activity registration (particularly for school groups and camps), membership management, mobile ticket sales, gift shop merchandise sales and inventory management, ecommerce capabilities, facility rental tracking, and marketing analytics including visitor attendance data by zip code. The vendor must deliver a cloud-based, managed system with phased implementation across three locations, comprehensive training, role-based security, centralized multi-site reporting, and integration with existing Blackbaud Raiser's Edge membership database (approximately 1,500 active and 287 life members). A mandatory vendors' conference was held on February 18, 2020, written questions were due March 3, 2020 with responses issued by March 6, 2020, and proposal submissions were due April 9, 2020 at 3:30 PM EST. The initial contract term is two years from the effective award date, with four optional two-year renewal periods available by mutual agreement, with pricing established on a firm fixed unit price basis remaining firm for twelve months, after which price increases may be requested based on industry-wide changes with thirty days' written notice and supporting justification. Vendors must comply with all Commonwealth Office of Technology (COT) standards including NIST 800-53 moderate-level security controls, Section 508 accessibility compliance, PCI compliance for credit card processing, Kentucky Online Gateway (KOG) single sign-on integration, annual SOC 2 Type 2 audit compliance, data encryption in transit and at rest, and hosting on AWS or Azure government cloud platforms or on-premises solutions with all data remaining within the contiguous United States.

The solicitation does not specify set-aside designations or restrictions limiting participation to disadvantaged enterprises or specific organizational types, though all vendors must complete annual affidavits certifying compliance with Kentucky statutes regarding campaign finance laws, tax registration, trade boycott prohibitions, and lobbying restrictions, with non-compliance potentially resulting in contract termination and fund repayment. No incumbent vendor or current contractor is identified, as this is a rebid following no responses to the previous RFP 758 2000000153, and KHS currently operates without a POS or CRM system, relying on manual processes including Excel spreadsheets, paper tallies, and standalone cash registers. The vendor must provide phased implementation with go-live dates beginning with online ticket sales and visitor desk services, followed by gift shop and ecommerce, and concluding with online registration for programs and facility rentals, with all project timelines determined collaboratively between KHS and the selected vendor considering staff availability and major organizational events. Vendors must submit sealed proposals containing signed solicitation face pages, transmittal letters, Kentucky tax registration documentation, certificates of authority, required affidavits, EEO forms if applicable, technical solutions under sealed cover, cost solutions under sealed cover, and completed Mandatory Requirements Checklists, with online bidding prohibited and all submissions directed to the Finance Office of Procurement Services at 702 Capitol Avenue, Capitol Annex Room 095, Frankfort, Kentucky 40601. The Commonwealth has not disclosed specific budget figures or total cost of ownership ranges, instead requesting competitive sealed bids from all qualified vendors with vendors required to absorb all travel and implementation costs in their proposals, and all Commonwealth data becomes property of the Commonwealth upon contract execution, requiring vendors to provide data export capabilities in standard formats and certification of permanent deletion upon contract termination.