Volunteer Management System Software

The Vendor is required to provide for a cloud-based software program that will manage the administration of department volunteers.
- Continue using an online enterprise solution that connects prospective and returning volunteers in the field with property managers and central office volunteer administration within the department.
- Software will meet the following goals:
•    Will be internet accessible and be functional on mobile devices (iOS and Android)
•    Will provide an effective, seamless, and consistent program framework that is administered centrally by the bureau volunteer coordinator to meet requirements (federal, state, agency [HR, Safety & Risk, Bureau and Recreation Management]), 
•    Will automate and deploy many standardized onboarding and training requirements, 
•    Will allow for shared data management by partners, volunteers, managers, and program staff,
•    Will provide efficient tools for local and statewide marketing, reporting, recognition, expiration dates, trends, evaluation, social media and e-mail communication and engagement.
- The user interface shall be simple, flexible, and customizable by the Administrator. Ease of use should reflect minimal training time.
- The resulting software will be used to manage the property-specific volunteer records, track volunteer training, market volunteer opportunities, open/close volunteer registration, create event rosters and manage volunteer communications, approvals, feedback and evaluation through a property-based volunteer web portal environment.
- System Requirements:
•    Ability for an administrator to create a new volunteer profile and manually enter the applicant's data into the system.
•    Ability to create a variety of forms that can be submitted by volunteers and reviewed by administrators within the platform
•    Ability to provide waivers and attach signed documentation to volunteer profiles
•    Customizable fields/options for volunteer applications that includes short/long text, date, numeric, check box, drop down list, and file upload
•    Provide a document library that provides administrators the ability to upload, store and share various records and training materials
•    Ability for volunteers to submit electronic applications within the platform
•    Ability to use e-signature functionality for forms that can be submitted through the platform
•    Ability to promote volunteer opportunities inside and outside of the platform
•    Allow for integration or embedding of social media feeds
•    Platform has a proven track record with other government park systems
•    Platform must be a Software as a Service (SaaS) solution with no  installation required for use
•    Platform must be mobile-friendly and work on both Android and iOS
•    Platform must have account-based access for volunteers and administrators, with profiles and customizable settings
•    Provide a learning management module that enables documentation, tracking, and delivery of educational courses and training programs
•    Platform allows for multiple languages
•    Ability for customizable reports to be generated and viewed at all levels of platform administration
•    Ability to customize, distribute, and review surveys for volunteers and administrators
•    Provision of a reporting dashboard
•    Ability for volunteers to apply for jobs at multiple properties
•    Customizable reminders that alert volunteers to upcoming shifts and events
•    Limit volunteers to scheduling only jobs/shifts that meet their preapproved qualifications
•    Provision of a calendar function for viewing volunteer schedules, open/taken shifts, and scheduling conflicts
•    Ability for administrators to use tags or other metadata features that make job opportunities easier to sort and filter
•    Ability for volunteers to schedule shifts for individual and recurring time slots (e.g. every Sunday from 10:00-11:00)
•    Ability to establish and manage segregated properties with unique user account access and records
•    Ability to identify, manage, and support a minimum of 125 different properties in the platform
•    Ability for administrators at all levels to be able to create and customize email templates and distribution lists
•    Ability for both administrators and volunteers to match volunteer qualifications with position qualifications
•    Ability for supervisors to access volunteer records that have been submitted for previous volunteer positions at different properties
•    Ability for supervisors to enter information regarding volunteers in custom fields that are hidden from the volunteer
•    Ability for volunteers to access their entire history of service records and activity records
•    Ability for volunteers to submit their own hours and be reviewed and approved by an administrator
•    Ability to apply categories or tags to volunteer profiles - e.g. "partnerships", "customer services", and "property management"
•    Ability to communicate broadly to specific groups, or to individual volunteers using system functionality
•    Ability to customize communications and email or text groups of volunteers and administrators as needed
•    Ability to deactivate and reactivate volunteers as needed without losing their history of records
•    Ability to identify, manage and report on unique volunteer partner groups such as "Friends Groups"
•    Ability to manage volunteer qualifications/requirements
•    Ability to track volunteer onboarding, including verification of submitted forms and other required documentation
•    Ability to track volunteer performance, including evaluations and service records
•    Ability to track volunteer status such as active/inactive, restricted, dismissed
•    Allow for custom fields in the volunteer application forms that can be displayed on the administrator's dashboard
•    Allow for the creation of both individual and group volunteer profiles
•    Allow for the scheduling of committee/group assignments
•    Allow for volunteers to manage their availability so that property managers can match volunteers up with timeframes
•    Customizable reminders that alert volunteers and administrators to certification and qualification expirations
•    Volunteer profiles can be customized with unique fields

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 11, 2025