Cloud-Based Advancement CRM and Fundraising Management System

SUNY Old Westbury requests proposals for a cloud-based Constituent Relationship Management (CRM) and fundraising platform designed to support higher education institutions, nonprofit organizations, and other fundraising organizations. The system will serve as the primary platform for alumni and donor engagement, fundraising operations, gift processing, event management, communications, reporting, and analytics.

The proposed solution should support the following functions:

• Create, manage, track, and report on constituent records (over 40,000 alumni, donors, parents, friends, corporations, foundations, and community partners).
• Maintain comprehensive alumni and donor records, including contact and demographic information, affiliations, relationships, engagement history, communications, event participation, volunteerism, and giving history.
• Track and manage fundraising campaigns, annual giving, appeals, donor solicitations, stewardship activities, grants, major gift opportunities, and gift officer activities.
• Process and manage gifts, pledges, recurring gifts, matching gifts, tribute gifts, sponsorships, and other fundraising transactions.
• Create recurring gift schedules and pledge payment plans with the ability to generate and track related gift transactions.
• Support tribute and memorial giving, including gifts made in honor or memory of individuals, organizations, or causes.
• Provide tools to identify, qualify, manage, and report on prospective donors, including donor research, prospect ratings, cultivation plans, solicitation activity, proposal tracking, and stewardship actions. [...]
• Create, manage, and report on special events by producing invitations and registration pages, tracking sponsorships and sponsor benefits fulfillment, attendance tracking, seating, communications, and post-event reporting.
• Create and manage constituent communications, including email marketing, segmented outreach, appeal communications, acknowledgments, and automated communication workflows.
• Provide secure online giving forms and payment processing for one-time and recurring donations, event registrations, and sponsorship payments.
• Integrate with Microsoft 365 applications and provide APIs or standard integrations with financial systems, student information systems, payment processors, and other institutional technologies.

ALL bids are to be emailed to procurement@oldwestbury.edu

Bids Due By: Wednesday 12/02/2026 2:00pm EST

**Your financial proposal must include:** Annual Breakdowns: Fixed pricing for Year 1, Year 2, and Year 3. 3-Year Cumulative Total: A single, grand total representing the complete 36-months.

Please attest to acceptance of *Exhibit A*, *Exhibit A-1* and *Exhibit B* in the bid submission.

Bidders' Questions Due By: Wednesday 11/11/2026 2:00pm EST

College Reponses Due By: Thursday 11/19/2026