Project Information

Bid Title

Constituent Engagement Platform - contact Tanya Smith at tanyasmith@missouristate.edu for the RFP Requirement Spreadsheet

Issuing Agency

Southwest Missouri State University

Location

Missouri

Published Date

May 15, 2026

Closing Date

Jun 8, 2026

Government Level

State & Local

Status

Closed

Ref. #

8481-08

Original Source

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Bid Documents

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Project Description

Solicitation Number	Posted Date	Return Date	Description	Buyer Name
8481-08	05-11-26	06-08-26	Constituent Engagement Platform - contact Tanya Smith at tanyasmith@missouristate.edu for the RFP Requirement Spreadsheet

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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

Page 1 of 26

1.0 INTRODUCTION AND GENERAL INFORMATION

RFP 8481-08

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.

Page 2 of 26

4. Timetable

RFP 8481-08

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.

Page 3 of 26

2.0 SCOPE OF WORK

RFP 8481-08

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

Page 4 of 26

1.2.2 Services/Products Pursuant to RFP

RFP 8481-08

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.

Page 5 of 26

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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