Constituent Relationship Management System

Statement of Need: Alumni & Donor Information Management System (CRM)

The State University of New York, College of Technology at Delhi (SUNY Delhi) is seeking a Higher Education Constituent Relationship Management (CRM) system for our College Advancement Office. We seek to implement a comprehensive Constituent Relationship Management (CRM) system designed specifically to support alumni and donor engagement. A modern CRM is a critical component of the institution’s ability to effectively connect with its alumni community, strengthen donor relationships, and grow philanthropic support for the college’s mission.

The college maintains a large and growing alumni base, with need for an estimated record count of up to 75,000 individuals. Managing this level of information requires a robust and integrated platform capable of housing and updating alumni and donor data with accuracy and efficiency. A CRM will serve as the central system of record, consolidating alumni giving histories, demographic profiles, and contact information—including phone, email, and mailing addresses—into one accessible and secure environment.

Beyond data storage, the system must support the Advancement Office’s ability to manage alumni and donor engagement comprehensively. This includes:

• Alumni and donor relationship tracking and management – recording all interactions with alumni and donors, while also providing the ability to track charitable gift proposals, pledges, solicitations, and gift completion details to ensure accurate stewardship and fundraising progress.
• Fundraising Tools—capacity to manage campaigns, event attendance/registration, giving, pledges, pledge payments, annual and estate giving detail
• Wealth ratings and giving analytics – providing data-driven insights to inform fundraising strategies and prioritize outreach.
• Alumni communications management – supporting both digital and traditional (U.S. mail) outreach, including the ability to plan, segment, and track communications to alumni and donor audiences.
• Email functionality – managing outgoing campaigns and messages directly through the system to streamline communications and maintain consistent engagement.

This CRM system is more than a database—it is an essential tool for building lifelong connections with alumni, inspiring increased participation in events and volunteer opportunities, and cultivating philanthropy. By integrating communications, data analysis, and relationship management into one platform, the Advancement Office will be positioned to enhance alumni engagement, deepen donor relationships, and secure the resources necessary to advance the college’s strategic priorities.

This is an intent to purchase, we are looking for a 1 yr agreement at this time. Any questions related to this advertisement should be addressed to contracts@delhi.edu .

Interested firms may submit a proposal and estimate of cost by sending an e-mail to Erica McKee, Purchasing & Contracts manager at contracts@delhi.edu

Please include your companies name, address, phone number, federal ID#, New York Vendor # and contact person’s name and e-mail.

This is NOT a sealed bid or RFP

Proposals are due to contracts @delhi.edu or 454 Delhi Drive by October 27th at Noon.

Any proposal received after that time will be considered non-responsive and will not be evaluated.

This procurement is subject to the Procurement Lobbying Act ( NYS Finance Law 139 J&K), and vendors are cautioned that the only permissible contacts for this procurement are: Erica McKee contracts@delhi.edu 607-746-4627