Volunteer and Donor Software

The vendor is required to provide software for volunteer and donor portfolio management and reporting.
- Volunteer software functions
• Restrict volunteer registration based on pre-determined criteria;
• Custom signup pages.
• Unlimited custom forms.
• Online application with capacity for volunteer group enrollment with individual registration.
• Personalized and automated email/text communication;
• Applicant vetting - use status and qualification to limit event and job access to approved volunteers;
• Unlimited applications, events, jobs and shifts;
• Mobile application (app) for volunteers & administrators;
• User-friendly ability to filter reports by volunteer hours, events, groups, etc.;
• Administrator notification when a volunteer unregisters 48 hours or less prior to the shift;
• Check in or out features;
• Message templates;
• Unlimited volunteer database;
• Service hour reports and data exports;
• Adding administrative approval to events that requiring specific training;
• Liability waiver and parental permission waiver for volunteers under age 18;
• Online application for individual volunteers;
• Flexibility for administrators to post private and public events;
• Function that allows for a shift and event to be canceled while still accurately updating the volunteer's record;
• Waitlisting feature;
• Adding images and videos;
• Customer support; and
• Migrate current volunteer database to new software.
• Ability for volunteers to sign-up for a shift, with final approval from administrator.
- Donor software functions
• Designating a specific area for donations;
• Online donation platform with merchant integration.
• Auto generating a thank you/donation acknowledgement for tax purposes;
• User-friendly report options;
• Submitting payment through various platforms;
• Adding images and videos;
• Donating in honor or memory of someone;
• Customer support;
• Recurring donation option; and
• option, at set price, to "fill" an easter basket, backpack, Christmas stocking, etc.
- Software functionality
• Data import and export.
• File storage.
• Online application must feed into the database and allow for edits by administrators/volunteers;
• The software must recognize existing families and archive previous years' information;
• The software allows the administrators to designate information that is not editable by the applicant;
• Software will allow assignment of applications to designated categories (gift tree, cops & kids, family sponsor, thanksgiving, etc.)
• Automated email/text communication;
• Function that would allow an applicant to check the status of their application. for example, received, in review, approved, denied, etc.;
• print wish lists for each family;
• Generate letters that are easily editable. 
• These would include denial letters, thanksgiving approvals, distribution day appointments; etc.;
• Filter reports for gift requests such as bicycles with sizes, diapers with sizes, etc.;
• Filters report for specific Christmas bureau applicant designations such as gift tree, cops and kids, family sponsor, thanksgiving, etc.;
• Designate and sort applicants as Spanish-speaking or Russian-speaking;
• Print needed letters only;
• Edit and delete event information;
• Physical addresses & mailing addresses with option to designate which is required;
• Deactivate and archive families, sponsors, etc. who are no longer participating/eligible;
• Customer support; and
• Migrate current applicant database to new software.
• PCI compliant and secure.
• Integration with accounting software.
- Maintenance and support services to be provided
• After completion of the software setup, the selected vendor will provide support services as needed. 
• There must be maintenance, software upgrades, and unlimited technical support on a 24x7 basis for the initial term and any subsequent terms of the resultant contract.
- Contract Period/Term: 3 years
- Non-Mandatory Pre-Submittal Conference Date: July 9, 2025
- Questions/Inquires Deadline: July 11, 2025