CalTravel
Association Management System RFP
12.28.15
Project Overview
CalTravel seeks to implement a membership, event management, and
sponsorship management system that allows it to achieve its 2016-18 strategic
planning objectives, simplify its operations, and improve its customer service and
communication.
We want to move away from a custom-built system to an off-the shelf solution
that provides best practices. The system needs to interact seamlessly with
Quickbooks for finance and WordPress for our web site.
CalTravel seeks to:
1. Select a system to provide performance, scalability and comprehensive
features to support the growing membership, transaction processing,
event management, and operations applications needed for the next ten
years.
2. Provide a single basis of information to manage data and drive
effectiveness across membership, events, sponsorship, customer service,
fulfillment, and finance operations.
3. Allow user flexibility and customization in communications, billing, and
marketing.
Specifically, the objectives of this project will:
 Provide integration and standardization of KEY business processes,
including membership, event marketing, and sponsorship.
 Centralize data onto one centralized database structure.
 Integrate with the web site to improve customer experience.
 Build a robust infrastructure to streamline partner and member
management.
 Increase the effectiveness and efficiency of CalTravel membership,
sponsorship and marketing communication.
CalTravel Background
California Travel Association (CalTravel) is the influential unified voice for
California’s travel and tourism industry.
For over 33 years, CalTravel has protected and enhanced the interests of the
California travel and tourism industry through advocacy, collaboration, and
education. Our 360-plus membership is made up of the top CVBs, destinations,
resorts, amusement parks, sports venues, transportation companies, industry
associations, ad agencies, media companies, and other organizations for whom
travel and tourism is important.
Membership dues, sponsorship, and event revenue fund CalTravel’s lobbying
efforts, education, member communications, outreach, and participation on the
board of U.S. Travel. California Travel Association is a 501(c)6 nonprofit mutual
benefit corporation.
Metrics:
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Approximately 260 company members, 370 individual members
9 levels of membership
Up to 100 board members
8 committees ranging from 8-40 members each
6-10 events per year
RFP Instructions
Following is CalTravel’s Needs Assessment and System Requirements documents.
Please respond to each requirement with:
 Supports as delivered “out of box” (SUP)
 Supports with Modifications (Not a customization to code) (MOD)
 Supports via a 3rd party (3rd)
 Supports via customization (CST)
 Future
 Not Supported
Please provide pricing, broken out in the following format:
 Software (1X or monthly service cost)
 Support
 Implementation cost (including data conversion, integration,
customization if needed)
 Reporting
Please provide samples of standard reports as well as instructions on tools to
extract data to create custom reports.
Deadline
Please submit your response with company background, relevant clients,
response to requirements, and cost structure, to info@caltravel.org by January
23, 2015. Any questions, please contact bnewton@caltravel.org, 650-743-9936.
Thank you.