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.A Scope of Services | ||
| 3.A.1 | Membership Support | Delivered in full: the eleven items of 3.B below, demonstrated in the member console and the member portal |
| 3.A.2 | Event Registration | Delivered in full: the nine items of 3.C below, demonstrated across all 4 events and the registration dashboard |
| 3.A.3 | Financial Management | Delivered in full: the thirteen items of 3.D below, demonstrated in financial reporting |
| 3.B Membership Support | ||
| 3.B.1 | Process applications & renewals within 10 business days; track dues by type | Join flow (instant online with live Stripe test-mode checkout, and a staff form to key mailed applications, renewals and address changes) · dues classified by membership type, with restricted-fund donations posting live to the statement |
| 3.B.2 | Membership cards & welcome packets | Join flow → welcome page: digital card and a real signed Apple Wallet pass. Printing and mailing the packet is a service commitment. |
| 3.B.3 | Renewal notices at 180/30 days; paper forms on request | Renewal pipeline: live queues that exclude members already on auto-renew, a signed one-click renewal link in the notice so no login is required, and a member-controlled paper-form request in the portal |
| 3.B.4 | Maintain membership database; policy changes need director approval | Staff maintain the full record (name, type, term, expiration) from a member’s page in the Members database; every change is logged with its old and new value. Policy and procedure changes are approved by ACE’s operations/membership director as a contractual step. |
| 3.B.5 | Data access only for president-approved individuals | Access control: live permission matrix, president-only grant and revoke (revoking takes effect immediately), granted-by and granted-on provenance, and an access log. Sign in as different roles to see the console change. |
| 3.B.5b | Members see only their own record | Sign in as a member: a member can open only their own household, and the directory shows only what each member chose to publish |
| 3.B.6 | Daily database updates to website via files or API | Website sync & API: both formats live, with a changed-since cursor so ACE loads only the day’s changes, honest totals and paging, and bearer-token auth |
| 3.B.7 | Process contact-info updates (online & mail) | Member portal → update contact info |
| 3.B.8 | Retain paper transaction records 4 years | Every mailed transaction keyed by staff is retained with postmark, tender and reference in the paper transaction register, held for ten years and included in the monthly snapshot to ACE-controlled storage |
| 3.B.9 | Address files for national publication mailings | Mailing files in periodical-rate mailing-house format. NCOA processing is performed by the mailing house as a service commitment. |
| 3.B.10 | Handle returned mail: investigate, contact, correct | Returned-mail queue: each piece is worked through investigate, contact, corrected, with the member record one click away and every step audit-logged |
| 3.B.11 | Replacement cards with payment | Member portal → replacement request, logged to the audit trail. The $10 fee is collected through the same checkout as dues. |
| 3.C Event Registration Support | ||
| 3.C.1 | Web page for online registration & payment | A separate page for each of ACE’s 4 events this year (RFP 2.G): Event registration, with live Stripe card checkout (test mode). Registrations are reviewed on submission: required fields, member number checked against the database and its expiry, and comp codes checked against their issue limits. |
| 3.C.2 | Process online payments; phone registrations | Online card payment on every event page, plus a staff form on the same page to key a registration taken by phone. Each registration records the channel it arrived through. |
| 3.C.3 | Cancellations per ACE policy; registration director informed | Cancel from any confirmation page, recording the refund, who authorised it, and the notification to the registration director, all audit-logged. Counts on the dashboard. |
| 3.C.4 | Refunds as directed | The cancellation form captures the refund amount and whether the registration manager or the president authorised it, and writes both to the audit log |
| 3.C.5 | Comped & discounted registrations; notify eligible members | Full comps and percentage discounts, validated against issue limits: try DEMO-COMP (100%) or VOLC-50 (50%). Tracked on the dashboard. |
| 3.C.6 | Verify registration info via email | Confirmation page generated on every registration; the preview renders the notice rather than sending mail |
| 3.C.7 | Daily pre-registration monitoring | Live dashboard for every event, switchable from the dashboard itself (better than daily: real-time) |
| 3.C.8 | Attendee spreadsheets (name, city/state, member #, phone, email, type, paid) | Attendees CSV per event or across the season, carrying every field named plus event, confirmation number, status and timestamp |
| 3.C.9 | Volunteer spreadsheets (names, contact, slots) | Per-event volunteer signup on each event page, exported per event or across the season: volunteers CSV |
| 3.D Financial Management | ||
| 3.D.1 | Accounts payable; pay bills on time | Accounts payable: open bills with due dates, an aging bucket and the approval each one is waiting on |
| 3.D.2 | Process check and credit card payments; follow up on denied/insufficient payments | Card payments run through live Stripe test-mode checkout in the join and registration flows; mailed checks are keyed through the staff intake form on the member console and land in the paper register; denied cards, expired cards, returned checks and short payments are worked on a three-touch schedule from the follow-up queue on the console home |
| 3.D.3 | Checking registers, deposits, bank reconciliation | Check register with deposits, cleared status and the reconciliation date for each account |
| 3.D.4 | Accrual financial statements, monthly to the treasurer | Monthly accrual statement carrying period-to-date, year-to-date, prior year, budget and variance exactly as RFP 2.H specifies: Financial reporting |
| 3.D.5 | Financial accounting of each event | Event accounting: income, direct costs and net for every one of ACE’s 4 events, each on its own income account, plus cost detail for the flagship |
| 3.D.6 | Merchandise and publication inventory records | Inventory: units on hand, unit cost and extended value for merchandise and back-issue publications, per RFP 2.K |
| 3.D.7 | Accounting reports at the request of the president or treasurer | Reports on request: the standing set plus ad-hoc queries against the same database, so a report is a filter rather than a re-keying exercise |
| 3.D.8 | Manage ACE bank accounts (currently six), maintain the account list | Accounts: all six operating accounts across two banks, plus PayPal, the merchant account, four investment accounts and two corporate cards, per RFP 2.I |
| 3.D.9 | Support preparation of IRS Form 990 | Form 990 support: the schedules the return needs, exported from the same ledger the statements come from, so the 990 and the financials cannot disagree |
| 3.D.10 | Send W9s to new vendors before initial payment | Vendor compliance tracker blocks payment until a W9 is on file |
| 3.D.11 | Issue IRS Form 1099s as appropriate | Vendor compliance tracker flags every vendor over the threshold and its 1099 status |
| 3.D.12 | Foreign currency payments for international events | Foreign payments: wires priced at the settlement rate with the fee recorded, so an overseas event reconciles in dollars |
| 3.D.13 | Restricted funds: Archives, Preservation, NRCMA (quarterly) | Restricted funds + join-flow donation fields |
| 3.E General Office | ||
| 3.E.1 | Live phone answered "American Coaster Enthusiasts" | Service commitment: staffed 10:00 to 4:00 Eastern on business days, with a professional answering service as backup (our proposal, and summarised here) |
| 3.E.2 | Voicemail with a recorded after-hours message | Service commitment: voicemail transcribed to email and returned the next business day |
| 3.E.3 | info@ / membership@ / registration@ email | Service commitment: 1-business-day responses |
| 3.E.4 | Secure data transfer to officers/volunteers | Sync & API plus role-scoped exports; officers receive only what their role permits and every download is audit-logged |
| 3.E.5 | PCI DSS | Card data is tokenised by the Level 1 processor and never reaches a system we operate: General office and records |
| 3.E.6 | Off-site backups | Daily encrypted off-site + monthly snapshot to ACE-controlled storage: details |
| 3.F ACE Records | ||
| 3.F.1 | All records remain the property of ACE | Stated without qualification in our proposal. Nothing here is licensed to ACE; it is ACE’s: data ownership |
| 3.F.2 | Secure storage for membership, registration and financial records | Role-based access enforced on every route rather than by hiding menus, and every record change attributed in the audit log |
| 3.F.3 | Records are confidential; exercise reasonable precautions | Members reach only their own record; each staff role reaches only what its capability allows; exports and the API require the matching capability or a bearer token. Verified by 60 automated access checks, described on the sync page. |
| 3.F.4 | All records delivered on termination | Complete CSV and JSON export at any time, and a monthly snapshot to ACE-controlled storage means ACE already holds a current copy before any termination: no-lock-in guarantee |
| 3.G Software | ||
| 3.G | Contractor shall supply the software and systems, or their equivalent | This platform, included in the fee, replacing the YourMembership membership and registration licence ACE pays for through its current contractor. ACE’s Higher Logic community stays exactly as it is, with ACE’s volunteer web team. Migration plan for current and historic data is in our proposal. |
| 3.H.4 | Website design, development, maintenance and hosting are NOT in scope | Agreed, and we are not proposing to do it. ACE’s websites stay with the volunteer web team who build them today. What you are looking at is the online membership system RFP 2.N makes the Contractor responsible for. It feeds ridewithace.com through the daily sync; it does not replace it. |
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.