The Vendor is required to provide to implement a commercial off-the-shelf volunteer management software application to assist agency in registering, providing and tracking training, and communicating with volunteers; managing volunteer opportunities including posting and notifying and registering volunteers for opportunities; and tracking volunteer work performed on agency projects.
- Volunteers with the following information:
• Volunteer’s name, age (month and year born/ ability to classify that individual as adult or youth), email, phone, address
• Emergency contact information
• Interest categories/activities that the volunteer is willing to work (ability for volunteer to ‘check’ boxes by activities of interest)
• Geographic areas willing to volunteer
• Ability to accept agency volunteer terms and conditions; waiver
• Relevant medical information related to field work (example: bee allergies)
• Ability to post the results of background checks (binary successful passage, and date the background check was conducted and by which vendor)
1. Flags volunteers whose background checks have expired
• Ability to customize/modify registration questions for future needs
1. Ability for yes/no, radial buttons, open text
- Provide and track training for volunteers
• Provides volunteers with access to online SCORM file training and written training content provided by agency
• Tests volunteers on competency/retention
• Uploads volunteer training certifications (example: first aid certifications)
• Tracks when training expires (example: first aid training that is required every 3 years)
• Flags volunteers that lack or have expired training
• Emails reminders to volunteers when training is due
• Allows an agency volunteer supervisor to post results for in-person training provided to individuals or small groups of volunteers
• Allows an agency volunteer supervisor to post quiz results; indicate that volunteers passed the exam
- Manage volunteer opportunities
• Allows agency volunteer supervisor to post events/opportunities and needs for volunteer recruitment
• Ability for agency Volunteer Coordinator to review/approve opportunities prior to posting to ensure that the work is eligible/safe for volunteers.
• Allows volunteers to sign up/apply for available opportunities with a communication channel for the opportunity; ability to offer screening questions for potential volunteers to ensure they are a good match for the volunteer opportunity; and ability to post opportunities for volunteers meeting certain requirements
• Allows for private registration for specific individuals invited by agency volunteer supervisors
• Ability to post volunteer opportunities that are youth eligible.
• Ability to manage a waitlist for an opportunity with limited number of registration spaces.
• Ability to organize opportunities into one-time or ongoing projects.
- Track volunteer hours
• Volunteers can enter their own hours.
• Agency volunteer supervisor can verify volunteer entered hours, and enter hours reported on paper forms.
• Prompts to volunteers to submit hours after registering for an opportunity.
• Prompts to agency volunteer supervisors to review/approve volunteer hours.
- Questions/Inquires Deadline: March 26, 2025