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Public Higher Education Bulletin

Illinois State University
RFP #SR032621

Request for Proposal: Donor Management Customer

This solicitation will not be awarded
Published Tuesday August 10, 2021
The University received an insufficient number of responsive proposals for evaluation. Any future public solicitation will be posted to this website.
This notice has been modified
Published Wednesday March 31, 2021
The due date for responses has been extended to WEDNESDAY, APRIL 14, 2021 AT 2 PM local time. The response to questions as well as the attendance log for the pre-submission conference have been attached as Addendum 2.

Addendum 2 has been attached as file: SR032621Add2.pdf
This notice has been modified
Published Wednesday March 10, 2021

The due date for responses has been extended to FRIDAY, APRIL 9, 2021 at 2:00pm local time. The pre-submission conference has been rescheduled to March 18, 2021. The zoom link for each event has been updated and is available in Addendum 1.

Addendum #1 is attached as file:


First published Tuesday, March 2, 2021
Sealed proposals will be accepted below until 2:00 PM, Wednesday April 14, 2021:
At the following address:
Purchasing Office
Illinois State University at Uptown Crossing
1220 Campus Box
100 South Fell Avenue, Suite D
Normal, IL 61790-0000
via Electronic Bidding
Illinois State University Office of University Advancement is accepting proposals for a new Customer Relationship Management (CRM) solution to build and enhance constituent relationships with alumni/friends/prospects/donors necessary to achieve the fundraising priorities of the university. The solution should include software and professional services supporting event management including online registration and check-in functionality and access to historical information a comprehensive gift processing and constituent records management system an easy to use and integrated online giving portal a moves management process that is intuitive, easy to use, configurable, and moves prospects through the stages of fundraising, including stewardship, based upon business rules and best practices. The solution should also provide a robust mass email capability to regularly customize messages to groups of alumni and friends or ability to easily integrate with an external messaging system.

The CRM should provide state-of-the art technology that is user friendly and brings a systematic approach to best fundraising practices. The solution must provide the functional and technical capabilities to meet University Advancements needs and ability to access the solution to review alumni information. Access and permissions should be customizable to configure views by role and department.

More than 200 ISU employees will access the solution to review alumni information and require ability to customize and configure system parameters to meet the organizations business and financial practices. The selected vendor should provide an experienced and knowledgeable staff to lead the implementation team and guide the conversion process. This will include comprehensive training of Advancement staff both on the technical and functional aspects of the system, as well as end-user training. The implementation team should remain on the project from inception through launch and be available for consult and troubleshooting throughout the go-live phase and duration of the contract.

In response to COVID-19, until further notice, ISU is enabling electronic submission of submittals (e-bidding). New electronic submittal regulations and instructions are noted below.

ISU will continue to maintain and follow all Illinois Procurement Code Regulations and Rules. Any submittals received after the identified due date & time will not be accepted or evaluated.

Either electronic (e-bidding) or hard copy submissions will be accepted for this solicitation.

IMPORTANT: Read the attached E-Bidding instructions for critical information. (File:E-BiddingVendorInstructions.pdf)

NOTICE: Pre-Bid Meeting

A voluntary pre-submission conference call will be held on Friday, March 11, 2021 at 10:00 a.m. CST, using the Zoom app to share important information about responding to this solicitation. This pre-bid call is not mandatory, however, it is highly encouraged. We will discuss the submittal changes, as outlined below, as well as e-bidding registration details and instructions. The Zoom meeting details are included in the attached bid documents.

After the submission deadline, a recording of the solicitation opening is available upon request.


*Updated BEP Utilization Information*

A list of University-supplied NIGP commodity codes has been included in Part III of this solicitation's BEP Utilization Plan. Per the Utilization Plan's instructions, vendors who request a waiver from the goal on the basis of good faith efforts must exhaustively contact each vendor certified with the University-supplied commodity codes and document that contact in the Utilization Plan's Good Faith Efforts Contact Log. Waiver requests cannot be granted without exhausting outreach efforts in accordance with the Utilization Plan. For current and official BEP resources go to:

If the list of University-supplied NIGP commodity codes excludes a code that a prospective respondent or BEP-certified vendor believes should be included with the solicitation, additional codes may be requested and must be submitted by the question deadline for this solicitation. These requests should be made through a commodity code addition form supplied by the University buyer assigned to this solicitation. Email the buyer to obtain this form. If requested, additional University-supplied commodity codes may be added to the Utilization Plan by addendum at the University's discretion.

Subcontractors must meet the same requirements as prime contractors to do business with Illinois State University.

For instructions on how to obtain a comprehensive purchase description, disclosure or contract forms, contact:
Stacy Brown
Purchasing Office
Illinois State University at Uptown Crossing
1220 Campus Box
100 South Fell Avenue, Suite D
Normal, IL 61790-1220
Phone: (309) 438-1946
FAX: (309) 438-5555
Chief Procurement Officer - John Donato
State Purchasing Officer - Constance Ratliff
Illinois Department of Human Rights (IDHR) eligibility number is required on all proposals, if applicable.
There is a 20 percent BEP goal for this procurement. See solicitation documentation for details.

This transaction is subject to the State Board of Elections registration and certification requirements of Public Act 095-0971.

The State of Illinois has a policy to encourage prospective vendors to hire qualified veterans, minorities, females, persons with disabilities and ex-offenders.

Bulletin Navigation

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Specification Documents
  • FormA.pdf (214 KB)
  • FormB.pdf (1 MB)
  • SR032621Add1.pdf (131 KB)
  • SR032621Add2.pdf (351 KB)
  • SR032621DonorManagementRFP.pdf (1 MB)
  • SR032621StateReminders.docx (38 KB)
Other Public Documents
  • E-BiddingVendorInstructions.pdf (334 KB)