2-SLCI26052 Attachment 2 Scope of Work.pdf

Scope of Work

Volunteer Management Software

1. Background and Purpose

Salt Lake City coordinates a wide range of volunteer programs across multiple departments, including community outreach, parks, public safety, and special events.

Currently, volunteer management is handled through a combination of manual processes and disparate systems, resulting in inefficiencies and limited visibility across programs.

The City seeks to procure a cloud-based Volunteer Management Software Solution to streamline the recruitment, onboarding, scheduling, communication, and reporting of volunteers citywide. The goal is to improve the volunteer experience, enhance staff efficiency, and provide centralized oversight of volunteer activities.

2. Scope of Work

The selected offeror shall provide a comprehensive software solution that includes the following capabilities:

2.1 Core Functional Requirements

• Volunteer Registration & Profiles

• Online application and registration forms

• Volunteer profile creation and management

• Background check integration or tracking

• Opportunity Management

• Create and manage volunteer opportunities

• Assign volunteers to roles or shifts

• Waitlist and capacity management

• Scheduling & Communication

• Calendar-based scheduling tools

• Automated email and SMS notifications

• Two-way communication between staff and volunteers

• Check-In/Check-Out & Time Tracking

• Digital check-in/check-out options (e.g., kiosk, mobile app)

• Track volunteer hours and generate reports

• Reporting & Analytics

• Customizable dashboards and reports

• Exportable data (CSV, Excel, PDF)

• Metrics on participation, hours, and program impact

• User Roles & Permissions

• Role-based access for administrators, coordinators, and volunteers

• Department-level access controls

• Mobile Accessibility

• Mobile-responsive web interface or dedicated mobile app

2.2 Desired Features

In addition to the core functional requirements, the City strongly prefers the following features to enhance usability and volunteer engagement:

• Built-in digital waivers for volunteers to sign during registration or check-in

• Tracking of volunteer hours and number of volunteers per event or program

• Easy, remote-access volunteer check-in system (e.g., via tablet or mobile device)

• Collection of volunteer contact information, including email and phone number

• Ability to pin exact event locations using GPS coordinates

• Automated text reminders or announcements with event details and location

• Editable reminder emails, including the ability to attach documents

• Ability to receive replies from reminder emails

• Display of project difficulty level and accessibility information

• Quick add-on of walk-up participants who did not pre-register

• Custom thank-you emails and post-event surveys sent to checked-in volunteers

(preferably automated)

3. Implementation Services The vendor shall provide the following services as part of the implementation:

• Project planning and kickoff

• System configuration and customization

• Data migration (if applicable)

• Staff training and user documentation

• Testing and quality assurance

• Go-live support

4. Support and Maintenance The vendor shall provide:

• Ongoing technical support (email, phone, and/or chat)

• Regular software updates and security patches

• Service Level Agreement (SLA) outlining response and resolution times

5. Integration Requirements The solution should support integration with other city systems where applicable, such as:

• Background check providers

• City HR or CRM systems

• Email and calendar platforms (e.g., Outlook, Gmail)

6. Security and Compliance The solution must comply with applicable data privacy and security standards, including:

• Secure data storage and transmission (e.g., SSL encryption)

• User authentication and access controls

• Compliance with local, state, and federal data protection laws