RFP Scope of Services: point-by-point
Every requirement in Section 3 of ACE's RFP, mapped to where this preview demonstrates it or where our proposal commits to it. Nothing is left to interpretation.
| RFP § | Requirement | Where |
|---|---|---|
| 3.B Membership Support | ||
| 3.B.1 | Process applications & renewals within 10 business days; track dues by type | Join flow (instant online; 2-day commitment for mail) · dues post to type-specific GL lines: Financials |
| 3.B.2 | Membership cards & welcome packets | Join flow → welcome page: card, packet queue, wallet card |
| 3.B.3 | Renewal notices at 180/30 days; paper forms on request | Renewal pipeline with live queue counts |
| 3.B.4 | Maintain membership database; policy changes need director approval | Members database + audit log |
| 3.B.5 | Data access only for president-approved individuals | Role-based access + audit log: Members database |
| 3.B.6 | Daily database updates to website via files or API | Website sync & API, both formats live |
| 3.B.7 | Process contact-info updates (online & mail) | Member portal → update contact info |
| 3.B.8 | Retain paper transaction records 4 years | Service commitment (proposal §6A); all records encrypted, 10-yr digital retention |
| 3.B.9 | Address files for national publication mailings | Mailing files, NCOA-processed, mailing-house format |
| 3.B.10 | Handle returned mail: investigate, contact, correct | Returned-mail queue with status tracking |
| 3.B.11 | Replacement cards with payment | Member portal → replacement card request |
| 3.C Event Registration Support | ||
| 3.C.1 | Web page for online registration & payment | Event registration |
| 3.C.2 | Process online payments; phone registrations | Event registration; phone during office hours (proposal §6D) |
| 3.C.3 | Cancellations per ACE policy; registration director informed | Cancel from any confirmation page; count on dashboard |
| 3.C.4 | Refunds as directed | Cancellation flow + policy note |
| 3.C.5 | Comped & discounted registrations; notify eligible members | Comp codes on dashboard; try DEMO-COMP |
| 3.C.6 | Verify registration info via email | Confirmation + verification email on every registration |
| 3.C.7 | Daily pre-registration monitoring | Live dashboard (better than daily: real-time) |
| 3.C.8 | Attendee spreadsheets (name, city/state, member #, phone, email, type, paid) | Attendees CSV with exactly those columns |
| 3.C.9 | Volunteer spreadsheets (names, contact, slots) | Volunteer signup + volunteers CSV |
| 3.D Financial Management | ||
| 3.D.1-4 | AP, payments, reconciliations, accrual statements monthly | Financial reporting in ACE’s own chart of accounts |
| 3.D.5 | Financial accounting of each event | Event accounting sample |
| 3.D.6-8 | Inventory records, ad-hoc reports, bank account management | Service commitments (proposal §6C); reports generate from the same database |
| 3.D.9-11 | Form 990 support; W9s before payment; 1099s | Vendor compliance tracker |
| 3.D.12 | Foreign currency wires for international events | Service commitment (proposal §6C) |
| 3.D.13 | Restricted funds: Archives, Preservation, NRCMA (quarterly) | Restricted funds + join-flow donation fields |
| 3.E General Office | ||
| 3.E.1-2 | Live phone 10-4 + voicemail | Service commitment (proposal §6D) |
| 3.E.3 | info@ / membership@ / registration@ email | Service commitment: 1-business-day responses |
| 3.E.4 | Secure data transfer to officers/volunteers | Sync & API + role-based admin |
| 3.E.5 | PCI DSS | Tokenized Level 1 processors; no card storage (proposal §6D) |
| 3.E.6 | Off-site backups | Daily encrypted off-site + monthly snapshot to ACE-controlled storage: details |
| 3.F / 3.G Records & Software | ||
| 3.F | Records are ACE property; confidential; delivered on termination | No-lock-in guarantee: Sync & data ownership |
| 3.G | Contractor-supplied software + migration plan | This platform, included in the fee; migration plan in proposal §7-8 |
Items marked "service commitment" are operational services (phone coverage, mail handling, banking) that software can support but people perform; they are specified in our proposal's Section 6.