RFP #2026-1030 Advancement Data Quality Services Professional Consulting Services Agreement

Bucks County Community College, Newtown, PA 18940, is seeking a qualified consulting firm to evaluate the condition of the data in the College's fundraising database (DonorPerfect), correct and update that data, and leave the College's Advancement staff with the standards, documentation, and skills needed to keep it accurate over time.

The database holds more than 60,000 constituent records, and some are incomplete, outdated, or inconsistent. The Advancement office is also going through staffing changes, including a new Director of Advancement and the planned retirement of a long-time system administrator. The College wants to ensure its data is sound and its practices are documented so the office can rely on its data and not depend on any one person's knowledge.

The College is seeking a single firm to provide the services described below.

The selected firm shall provide the following services. Proposers shall describe in their proposals how they would carry out each one, and may propose a different sequence or structure where they can show it is better for the College.

A. Assessment

Evaluate the current state of the College's fundraising data and the processes and reporting that depend on it, and report on the findings. The assessment shall include:

• Review of the data in DonorPerfect, including constituent records, gift and transaction data, campaign and fund structures, configuration and customizations, and any connected tools.
• Review of how staff currently enter, maintain, reconcile, and report on data, including the processes that are manual, fragile, or time-consuming.
• Review of reporting and of the reconciliation of fundraising data to the College's financial records, and of data ownership, access and documentation practices.
• A written report with prioritized findings and recommendations, and a presentation of those findings to College leadership.

B. Data Standardization and Cleanup

Correct and standardize the College's data, with College staff involved in decisions before making major changes to the live system. This shall include:

• Identification of duplicate, incomplete, malformed, and inconsistent records, and standardization of fields and formats.
• Merge or correct records, and test and validate the results before loading them into the live system.
• Verification that historic gift and financial data remains complete and reconciles to the College's records after the cleanup.

C. Data Update (Enrichment)

Update outdated constituent contact information using lawfully obtained third-party data, which may include address, telephone, and email information, as well as deceased-record identification. Proposers shall price this work separately (see Proposal Format and Content) so the College can evaluate it on its own.

D. Procedures, Documentation and Training

• Written data-entry standards and a data dictionary suited to the College's workflows, including guidance on duplicate prevention and the entry of names, addresses, and constituent codes.
• Guidance on data ownership and governance, so responsibility for data quality is clear.
• Training for current and new Advancement staff on the standards and on effective use of the system, and support during the transition at the end of the engagement.

E. Completion Criteria

• Before-and-after data quality metrics
• Duplicates identified and resolved, with any records requiring College determination documented in an exception report. All unresolved exceptions will be documented, with disposition and recommended action.
• Reconciled gift and financial data

Proposals shall be submitted electronically through PennBid and shall contain the following, in this order: [...] Fee proposal on the attached *Fee Proposal Form* (Appendix A). Copies of certificates of insurance and the signed *Proposer Certification* (Appendix B).

Proposals must be received electronically via PennBid (www.pennbid.net) by Thursday, 11/19/26, no later than **10:00 AM EST**. Proposals received by any other means, or after the deadline, will not be considered. Proposals shall remain valid for at least ninety (90) days after the submission deadline.

This process will require College representatives to evaluate firms' proposals based on factors including, but not limited to, approach and ability to perform the work, the experience of the firm and assigned professional staff, price, and time frames for completion. The College is not required to accept the lowest-priced proposal.

Insurance: The firm shall carry, and provide certificates for, commercial general liability, professional liability (errors and omissions), cyber liability, and workers' compensation insurance in amounts to be confirmed with the College's Risk Management/insurance advisor.

Term: The firm shall complete services by the dates in the agreed work plan. There is no automatic renewal.

A site visit is not required.