Constituent Engagement Platform

The Board of Governors of Missouri State University
Office of Procurement Services
901 South National Avenue
Springfield, MO 65897
Telephone: 417.836.5260
Facsimile: 417.836.6583
REQUEST FOR PROPOSAL (RFP) 8481-08
May 11, 2026
Constituent Engagement Platform
Contract Period: From Date of Contract Award for Three (3) Years
and One (1) University Optional One-Year Renewal
This document constitutes a request for a sealed proposal (an original signature proposal
and an electronic version of the proposal via flash drive/USB device) from qualified
Contractors to provide a Constituent Engagement Platform for The Board of Governors
of Missouri State University (Missouri State University or University) as specified herein,
in accordance with the requirements, terms and conditions of this RFP.
Date and Time Returnable: June 8, 2026, 3:00 p.m. CST
Tanya Smith, tanyasmith@missouristate.edu, Direct 417-836-4414
By signing below and submitting a response to this RFP, Contractor agrees to furnish
items and/or services pursuant to all requirements and specifications contained in this
RFP, upon either the receipt of an authorized purchase order from Missouri State
University, or receipt of a countersigned copy of the RFP. Either occurrence shall be
agreed by the parties as forming a binding contract pursuant to the terms of the RFP set
forth herein. Contractor agrees that, subject to the terms of this RFP, any exceptions to
the RFP, or other changes could disqualify the Contractor from consideration in
University's final award.
Contractor Company Name Date
Mailing Address Telephone
City State Zip Code Facsimile
Contact Person(s) E-Mail(s)
Printed Name Authorized Signature Title
For University Use Only: Contract Number:
Buyer Director Date
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RFP 8481-08
1.0 INTRODUCTION AND GENERAL INFORMATION
1. Introduction
This document constitutes a request for competitive sealed proposals from qualified
individuals and organizations (hereinafter Contractor) to provide a Constituent
Engagement Platform in accordance with the scope of work, requirements, terms and
conditions, and information set forth in this Request for Proposal.
2. Organization
The document, referred to as a Request for Proposal (RFP), is divided into the following
parts:
1.0 INTRODUCTION AND GENERAL INFORMATION
2.0 SCOPE OF WORK
3.0 PROPOSAL SUBMISSION INFORMATION
4.0 PRICING PAGE
5.0 GENERAL TERMS AND CONDITIONS
6.0 AFFIDAVIT OF WORK AUTHORIZATION
7.0 AFFIDAVIT FOR ANTI-DISCRIMINATION AGAINST ISRAEL ACT
3. Questions
It is the Contractor's responsibility to ask questions, request changes or clarification, or
otherwise advise the Procurement Office if any language, specifications, or requirements
of the RFP appear to inadvertently restrict or limit the requirements of the RFP to a single
source.
Any and all communication from bidders regarding the RFP and the procurement process
must be directed to the Buyer identified on the first page of the RFP.
Contractors are assumed to understand the RFP and to have accepted all terms upon
signature. Any questions regarding the RFP must be submitted in writing.
Written questions should be directed to the Office of Procurement Services to the
attention of Tanya Smith, tanyasmith@missouristate.edu, and must be received no
later than May 26, 2026.
The University will review questions submitted by the Contractor and, determine whether
or not a response is warranted. Questions received after this date may not be answered.
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RFP 8481-08
4. Timetable
For informational purposes only, Contractors are advised that the University anticipates
following the timetable set forth below with regard to this Request for Proposal:
* RFP release: May 11, 2026
* Questions due: May 26, 2026
* Proposal submission deadline: June 8, 2026, 3:00 p.m. CST
* Finalist presentations and interviews: July 20-August 3, 2026
* Reference checks: August 3-17, 2026
* Vendor selection: On or after August 24, 2026
* Project kickoff/contract start date: October 5, 2026
5. Right to Modify or Cancel
5.1 The University reserves the right to officially modify or cancel the RFP after
issuance. Contractors will be notified of any such modification or cancellation by issuance
of an addendum from the University's Procurement Office.
5.2 The Contractor may modify or withdraw a submitted bid prior to the Proposed
Close Date and Time by providing the University with adequate notice. For purposes of
withdrawing or modify a bid adequate notice can be achieved in one of the following ways:
(1) by signed, written notice received by the University's Procurement Office prior to the
Proposal Close Date or (2) in person notification by the Contractor or its authorized
representative, provided proper identification is presented before the Bid Close Date and
Time. Telephone requests to withdraw or modify a proposal will not be honored. No
withdrawal or modification will be accepted following the Proposed Close Date.
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RFP 8481-08
2.0 SCOPE OF WORK
1. General Project Requirements
The Contractor shall provide a Constituent Engagement Platform as specified herein
in accordance with the terms and conditions of this Request for Proposal.
1.1 Definitions
For the purposes of this Contract, the following terms have the following meaning:
1.1.1 Accessibility Standards
Means the following nationally and state accepted accessibility standards, the MO ICT
Standards, the Web Content Accessibility Guidelines (WCAG) developed by the Web
Accessibility Initiative (WAI) of the Worldwide Web Consortium (WC3), Level A and AA,
and Appendixes A, B, and C of Section 508 and 255 Subparts to the Rehabilitation Act of
1973.
1.1.2 Information Communication Technology (ICT)
Means any information technology, equipment, or interconnected system or subsystem
of equipment for which the principal function is the creation, conversion, duplication,
automatic acquisition, storage, analysis, evaluation, manipulation, management,
movement, control, display, switching, interchange, transmission, reception, or broadcast
of data or information. For the purposes of this definition, ICT includes Information
Technology.
1.1.3 Information Technology (IT)
Means any electronic information equipment or interconnected system that is used in the
acquisition, storage, manipulation, management, movement, control, display, switching,
interchange, transmission, or reception of data or information, including audio, graphic
and text.
1.1.4 Sandbox
Means a testing environment wherein the University may or may not utilize the features
of the Service/Product for the purposes of testing the Service/Product for compliance with
this RFP.
1.2 Alternative Documentation
1.2.1 Master Service Agreement
Do you have a Master Service Agreement or other document typically distributed to
customers seeking to engage the Services/Product underlying your RFP response?

Yes or No
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RFP 8481-08
1.2.2 Services/Products Pursuant to RFP
If Yes, will you agree to provide the Services/Products pursuant to this RFP and the
Contract Documents identified herein and not your Master Service Agreement.

Yes or No
1.2.3 Edits to Master Service Agreement
If No, will you accept edits to your Master Service Agreement including but not limited to
the incorporation of your Master Service Agreement into this RFP.

Yes or No
1.2.4 Editable Version of Master Services Agreement
If Yes, please provide an editable version of the Master Services Agreement sufficient for
editing by the University.
When developing, procuring, maintaining or using Information Communication
Technology (ICT), or when administering contracts or grants that include the
procurement, development, or upgrading of ICT, the University must ensure that the ICT
allows all users (e.g. employees, program participants, and members of the general
public) with a disability have access to and use of Information Technology (IT) and ITC
that is comparable to the access by users without disabilities.
Accordingly, all ICT procured by the University must comply with the Accessibility
Standards as defined herein.
Successful Contractors MUST reflect compliance with the Accessibility Standards and
provide the requested information set forth below. Failure to satisfactorily provide this
information will result in Contractor's exclusion from consideration.
2. Introduction
The Missouri State University Division for University Advancement (UA) invites qualified
vendors to submit proposals for a modern constituent engagement
platform to replace our current system, Encoura Encompass.
This initiative is a key priority within the University Advancement Strategic Plan and is
intended to enhance engagement, communication and data integration capabilities
across alumni and donor audiences.
The selected partner will provide a scalable, user-friendly solution that supports long-term
growth and aligns with industry best practices in higher education advancement.
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RFP 8481-08
2.1 Background and Objectives
The Missouri State Foundation has utilized Encompass as its primary engagement
platform for alumni and donor communications. Due to evolving needs, platform
limitations and recent ownership changes following Anthology's bankruptcy and product
transition to Encoura, the Foundation is seeking a more modern and flexible solution.
Project Objectives:
* Replace Encompass with a contemporary constituent engagement platform
* Improve user experience for both administrators and constituents
* Strengthen communication, segmentation and personalization capabilities
* Establish and support integration with Ellucian CRM Advance
* Support data collection and reporting aligned with CASE Alumni Engagement
Metrics, including philanthropic, volunteer, experiential and communication
engagement
* Enable more strategic, data-driven decision making across University
Advancement
* Migrate existing data to new platform
2.2 Scope of Work
The selected vendor will provide a comprehensive solution that includes implementation,
configuration and ongoing support of a constituent engagement platform.
Core functional areas:
* Constituent data management and segmentation
* Email marketing and communication tools
* Event management and registration
* Online giving integration and donor engagement
* Community building and alumni networking features
* Reporting and analytics aligned with engagement metrics
* Integration capabilities with existing systems such as CRM and data warehouses
* Security, compliance, and user access controls
Vendors should clearly outline how their platform meets the functional and technical
requirements provided in the accompanying worksheet.
2.3 Implementation and Support
Vendors should propose a detailed implementation plan that includes:
* Project timeline and key milestones
* Data migration approach and risk mitigation
* System configuration and customization options
* Training and onboarding for staff
* Ongoing technical support and account management
* Upgrade and product roadmap information
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RFP 8481-08
2.4 Proposal Requirements
Proposals should include the following:
* Company overview: Background, size and relevant experience in higher
education
* Platform overview: Description of the proposed solution and key differentiators
* Approach and methodology: Implementation strategy and support model
* Functional alignment: Response to requirements outlined in the provided
worksheet
* Project team: Key personnel and relevant experience
* Timeline: Estimated schedule for implementation and launch
* Pricing: Detailed cost structure including licensing, implementation and ongoing
fees
* Client references: Examples of similar implementations, preferably in higher
education
2.5 Accessibility
The Project, at delivery, must be compliant with the Accessibility Standards set forth in
this RFP. Contractor must provide a detailed summary of its ongoing efforts to maintain
compliance with the Accessibility Standards and provide a dedicated office contact to
coordinate accessibility compliance issues.
3. Accessibility Standards and Compliance
3.1 This [Project] has been identified as ICT as defined above in Section 1.
Certify that your Product and/or Services submitted in response to this RFP meets the
Accessibility Standards as defined in this RFP: the MO ICT Standards, the Web Content
Accessibility Guidelines (WCAG) developed by the Web Accessibility Initiative (WAI) of
the Worldwide Web Consortium (WC3), Level A and AA, and Appendixes A, B, and C of
Section 508 and 255 Subparts to the Rehabilitation Act of 1973.
Failure to acknowledge compliance with all Accessibility Standards, without satisfactory
explanation that said success criteria is not applicable to Contractor's Product and/or
Service, shall automatically disqualify Contractor from consideration.
3.2 Person Responsible for Remediating Accessibility Standards Compliance Issues
Identify the division/department/office and three (3) full-time employees who have the
necessary skill, training, and authority to address and remediate any and all issues
relating to compliance with the accessibility standards identified in this RFP. Provide
contact information, including email and direct dial telephone numbers information for
each individual identified.
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RFP 8481-08
3.3 Agreement to Defend, Indemnify, and Hold Harmless the University
The University requires the successful Contractor, in addition to the certifications
regarding Accessibility Standards above to agree to defend, indemnify and hold harmless
University, its officers, directors, successors, employees and agents against any and all
third-party claims, liabilities, obligations, judgments, causes of action, costs and expenses
(including reasonable attorneys' fees) ("Claims") against the University to the extent such
claims are based on allegations that the Product or Service is not compliant with the
Accessibility Standards.
Contractor agrees to defend, indemnify and hold harmless University, its officers,
directors, successors, employees and agents against any and all third-party claims,
liabilities, obligations, judgments, causes of action, costs and expenses (including
reasonable attorneys' fees) ("Claims") against Client the University to the extent such
claims are based on allegations that the Product or Service is not compliant with the Acts
and WCAG 2.0 AAIT accessibility standards identified in this RFP including, but not
limited to, WCAG 2.0 AA, the Rehabilitation Act of 1973, and the MO State IT Accessibility
Standards.
4. Additional Information Technology Requirements
4.1 Sandbox System
Contractor must provide the University with Sandbox that can be updated and used for
testing and training purposes after implementation into a Production environment.
4.2 Voluntary Product Accessibility Template (VPAT)
Vendor should provide University with a current Voluntary Product Accessibility Template
(VPAT) for the Product as part of the client's Product RFP evaluation process. Note,
provision of a VPAT in no way excuses compliance to the Accessibility Standards
identified above. The provision of the VPAT is for University's evaluation purposes only.
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RFP 8481-08
3.0 PROPOSAL SUBMISSION INFORMATION
1. Open Records Law
The Contractor is hereby advised that, upon completion of the evaluation process, all
proposals and associated documentation will be made public pursuant to the Open
Records law of the State of Missouri (RSMo 610.021).
2. Contractors' Contact
All questions regarding the scope of work, procurement process, et cetera, must be
directed to Tanya Smith at tanyasmith@missouristate.edu, or 417-836-4414. Contractors
may not contact other employees of the University concerning this procurement.
3. Submission of Proposals
Proposals must be priced, signed, SEALED, and received in the University's Office of
Procurement Services by the closing date and time specified. Any proposal received by
the Procurement Office after the exact closing date and time specified will not be opened
and will not be evaluated, regardless of the reason(s) or mitigating circumstances related
to its lateness or degree of lateness. E-mail and facsimile transmissions are NOT
acceptable responses to this Request for Proposal.
The sealed envelope or package containing a proposal should be clearly marked with the
official RFP number and the Proposal Close Date. Bids for different RFPs should not be
placed in the same envelope.
Failure to carefully examine the RFP and all terms and conditions related thereto will be
at the Contractor's risk.
3.1 Proposal Organization
Proposals should be prepared as simply as possible and should provide a straightforward,
concise description of the Contractor's capabilities to satisfy the requirements of the
Request for Proposal.
Bids must be signed by a duly authorized representative of the Contractor's organization
and must contain all necessary information in the manner required by the RFP.
The signed page one from the original Request for Proposal and all signed
amendments should be placed at the beginning of the Contractor's proposal.
Contact information should be provided as shown on the University cover page to include:
* Organization name
* Name of individual providing response
* Telephone number
* Contact person(s)
* E-mail address(es)
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RFP 8481-08
* Date
* Authorized signature
3.2 Certificate of Insurance
A certificate should be included naming the Board of Governors of Missouri State
University, its officers and employees, as additional named insureds.
3.3 Affidavit of Work Authorization
The affidavit should be completed and included with the proposal after the pricing page.
3.4 Vendor Registration Form and Substitute W-9
The Vendor Registration Form should be completed and included with the response after
the Affidavit of Work Authorization. A copy of this Form is available at
https://www.missouristate.edu/FinancialServices/_apps/_Forms/APVendorRegForm082
5.pdf.
3.5 Copies of Proposals
The Contractor is requested to submit, via hard copy, an original signature
proposal and an electronic version of the Proposal via a flash drive / USB device.
3.6 Unless otherwise specifically stated in the RFP, all specifications and requirements
constitute minimum requirements. All bids must meet or exceed the stated specifications
and requirements.
3.7. Proposals lacking any written indication of intent to offer an alternate brand or to take
an exception shall be considered to be in full compliance with the specifications and
requirements of the RFP.
3.8. Prices quoted by the Contractor must remain valid for a minimum of ninety (90) days
from the date of proposal opening. If the proposal is accepted, prices shall remain firm
for the specified period.
4. Proposal/Bid Opening
4.1 All proposals will be opened at 3:00 p.m. on the date indicated. Prices will not be
made available at that time and will not be made public until the evaluation is complete
and an award is made.
4.2. It is the Contractor's sole responsibility to ensure that the proposal is delivered to the
University's Procurement Office by the Proposal Close Date and Time. If the
Procurement Office is officially closed on the Proposal Close Date, proposals will be
accepted until 3:00 p.m. the next official workday and will be opened at that time.
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