Volunteer Firefighters Recruitment and Retention Services

The Vendor is required to provide assistance from a qualified professional consultant to support the development, implementation, and sustainment of a comprehensive volunteer workforce strategy for its eight volunteer fire and rescue departments.
- The System recognizes that effective volunteer recruitment and retention requires a foundational approach that addresses the full volunteer lifecycle, including strategic planning, recruitment systems, onboarding, recruiter training, retention, off-boarding, communications, and performance measurement. While marketing and visual communications remain important tools, they are intended to support, not replace, strong workforce processes and governance.
- Consultant will work collaboratively with the System's Recruitment & Retention Committee and the eight volunteer departments to strengthen volunteer recruitment, improve candidate conversion, enhance onboarding and early engagement, and support long-term volunteer retention through data driven, best-practice approaches.
- Objectives:
•    Establishing a System-wide volunteer workforce framework aligned with recognized best practices.
•    Improving consistency and effectiveness of recruitment, onboarding, and retention processes.
•    Increasing the number, quality, and diversity of volunteer applicants.
•    Improving conversion from inquiry to application and active membership.
•    Strengthening early-stage engagement and long-term retention.
•    Providing training, tools, and guidance to department-level recruiters.
•    Establishing meaningful performance metrics and analytics to guide decision-making.
- Volunteer Workforce Assessment & Strategic Planning
•    Conduct a System-wide assessment of volunteer recruitment, onboarding, training, retention, and off-boarding practices across the eight volunteer departments.
•    Identify gaps, barriers, and inconsistencies impacting recruitment and retention outcomes.
•    Benchmark System practices against recognized volunteer and public-safety workforce best practices.
•    Facilitate strategic planning discussions with System leadership and key stakeholders.
- Recruitment Systems & Process Development
•    Evaluate existing recruitment pathways and candidate experience.
•    Develop or refine standardized recruitment workflows adaptable to individual departments.
•    Define recruitment roles, responsibilities, and governance structures.
•    Provide guidance on effective community-based recruitment practices
- Onboarding, Integration and Off-Boarding Practices
•    Review onboarding, orientation, and early engagement practices.
•    Identify points of disengagement during the onboarding process.
•    Develop best-practice onboarding models that emphasize clarity, connection, and belonging.
•    Recommend mentoring or sponsorship models.
•    Develop guidance for structured off-boarding and exit feedback.
- Recruiter Training & Capacity Building
•    Identify core competencies for effective volunteer recruiters.
•    Develop and deliver recruiter training focused on communication, engagement, and relationshipbuilding.
•    Assist departments in developing standardized recruitment talking points.
•    Provide coaching and guidance to recruitment teams.
- Communications, Messaging, & Marketing Support
•    Development of recruitment messaging aligned with System values and goals.
•    Guidance on inclusive and diverse outreach strategies.
•    Creation of digital and print recruitment materials.
•    Repurposing existing video and media assets.
•    Support for social media and digital platform optimization.
•    Marketing deliverables shall be clearly linked to recruitment objectives and measurable outcomes.
- Recruitment-Centric Digital Platform
•    Serves as a central entry point for volunteer interest.
•    Highlights each of the eight volunteer departments.
•    Routes inquiries directly to departments.
•    Integrates with existing department websites where applicable.
•    Functions across all browsers and devices.
- Data, Metrics, and Performance Management
•    Develop defined metrics to measure recruitment and retention success.
•    Establish reporting and analytics processes.
•    Provide monthly, quarterly, and annual performance reports.
•    Analyze trends and provide strategic recommendations.
•    Support evaluation of return on investment.
- Program Management & Advisory Support
•    Provide ongoing project management and coordination.
•    Conduct regular strategic coaching and planning meetings.
•    Be available to meet during volunteer-friendly hours.
•    Respond to System and Department requests in a timely and professional manner.