RFP 25-00002 volunteer mgt system.docx

STATE OF WASHINGTON

DEPARTMENT OF FISH AND WILDLIFE

REQUEST FOR PROPOSALS 25-00002

PROJECT TITLE: VOLUNTEER MANAGEMENT SOFTWARE

Questions from Bidders Due (email only): March 26, 2025 by 4:00 p.m. PST Responses to Bidder questions (email only): Approximately noon on March 28, 2025 Bidder Proposals Due (email only): Friday, April 4, 2025 by noon local time for Olympia WA Apparent Successful Bidder(s) announced: On or about April 14, 2025

SUPPLIER DIVERSITY: WDFW is issuing this Solicitation pursuant to RCW 39.26. Pursuant to this Solicitation, WDFW intends to conduct a competitive procurement to award an Agency Contract estimated to be valued at less than $150,000. Because it is estimated to be less than $150,000 WDFW intends to award the contract to the highest scoring responsive and responsible bid from a Small Business or Veteran-Owned Business, unless none of these businesses are responsible and responsive to this solicitation.

CONTENTS OF THE REQUEST FOR QUOTES AND QUALIFICATIONS

WDFW RFP 25-00002 Page 1 of 15 Exhibits:

If any bidder does not comply with any part of this RFP their entire quote and qualifications may be rejected as non-responsive.

The Purpose of this procurement is to implement a commercial off-the-shelf volunteer management software application to assist WDFW 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 WDFW projects.

WDFW has an annual budget of $38,000 for software licensing costs, and an additional $26,000 for the first year’s system configuration and implementation. The system must be configured and in production not later than June 25, 2025.

b. Current State.

Currently, WDFW tracks volunteer registrations and volunteer time two ways. The preferred method is through the CERVIS software application that allows volunteers to register, sign up for volunteer opportunities, and log their volunteer hours. WDFW staff use CERVIS to post opportunities to recruit volunteers, communicate with volunteers, and log volunteer hours. CERVIS is embedded into the WDFW volunteer webpage. Some volunteers and staff prefer to use paper forms instead of CERVIS. Volunteers fill out registration forms and time sheets that are submitted to the WDFW statewide volunteer coordinator, who logs the hours on a spreadsheet for quarterly reporting and saves the files according to record retention rules. As the volunteer program has grown, the current system no longer meets WDFW’s needs. WDFW currently has 10,000 volunteers signed up within CERVIS and directs hundreds of volunteers each year for 22,500 volunteer hours.

c. Program Needs.

WDFW is looking for a volunteer management system (VMS) that is intuitive and simple for WDFW staff and volunteers to use. The VMS must be able to:

1) Register 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 WDFW 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)

· Flags volunteers whose background checks have expired

· Ability to customize/modify registration questions for future needs

· Ability for yes/no, radial buttons, open text

2) Provide and track training for volunteers

· Provides volunteers with access to online SCORM file training and written training content provided by WDFW

· 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 a WDFW volunteer supervisor to post results for in-person training provided to individuals or small groups of volunteers

· Allows a WDFW volunteer supervisor to post quiz results; indicate that volunteers passed the exam

3) Manage volunteer opportunities

· Allows WDFW volunteer supervisor to post events/opportunities and needs for volunteer recruitment

· Ability for WDFW 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 WDFW 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.

4) Track volunteer hours

· Volunteers can enter their own hours.

· WDFW 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 WDFW volunteer supervisors to review/approve volunteer hours.

5) Reports

· Volunteers can run a report for their own hours/opportunities

· WDFW volunteer supervisors can run reports for total volunteer hours for an opportunity during a specified timeframe.

· WDFW Volunteer Coordinator can run reports specifying the number of volunteers in database; number of volunteers that volunteered within a set timeframe; number of hours volunteered within set timeframe; and a volunteer hours profile.

2. MANDATORY AND DESIRABLE QUALIFICATIONS

· Mandatory Qualifications WDFW is looking for a commercial off-the-shelf software application that is specifically designed for volunteer management.

· Supplier Diversity WDFW is issuing this Solicitation pursuant to RCW 39.26. Pursuant to this Solicitation, WDFW intends to conduct a competitive procurement to award an Agency Contract estimated to be valued at less than $150,000. Because it is estimated to be less than $150,000 WDFW intends to award the contract to the highest scoring responsive and responsible bid from a Small Business or Veteran-Owned Business, unless none of these businesses are responsible and responsive to this solicitation. The following definitions apply:

· SMALL BUSINESS – A Washington State business, including a sole proprietorship, corporation, partnership or other legal entity, that (a) self-certifies in WEBS that it is owned and operated independently from all other businesses and has either: (i) fifty or fewer employees; or (ii) a gross revenue of less than seven million dollars annually as reported on its federal income tax return or its return filed with the Washington State Department of Revenue over the previous three consecutive years; or (b) is certified with the Washington State Office of Women and Minority Business Enterprises under chapter 39.19 RCW.

· VETERAN-OWNED BUSINESS – A veteran-owned business certified as such by the Washington State Department of Veteran Affairs.

· WEBS - the Washington Electronic Business Solution (WEBS) system; the procurement announcement system for Washington State government.

3. RFP COORDINATOR

The RFP Coordinator is the sole point of contact in the WDFW for this procurement. All communication between bidders and WDFW upon receipt of this RFP shall be with the RFP Coordinator, as follows:

Contracts and Purchasing

4. INSTRUCTIONS TO BIDDERS

All required documents must be submitted to the RFP Coordinator by e-mail by the times and dates in this RFP. Bidders are responsible for the means of delivery of all documents to ensure receipt by the RFP Coordinator by the required dates and times.

4.1 Quote and Qualifications Contents

See Exhibit A, Checklist for Responsiveness, for a list of all documents that must be submitted as a part of a bidder’s quote and qualifications. All bids submitted in response to this RFP shall consist of the following documents:

a. Exhibit A, Bidder Questionnaire, completed by your organization; and

b. Exhibit B, Bidder Profile, completed by your organization

4.2 Proposal Format

One copy of the complete proposal must be submitted by the Bidder to the RFP Coordinator electronically using Microsoft Word, Excel or portable document format (pdf).

4.3 Proprietary Information

Clearly mark any portion(s) of your quote and qualifications which contains proprietary information. You may not mark the entire quote and qualifications as proprietary. If your quote and qualifications is successful, and WDFW receives a request to view or copy your quote and qualifications, WDFW shall respond according to public disclosure procedures described in this RFP. However, if any information in your quote and qualifications is marked as proprietary, WDFW shall not make that portion available without giving you an opportunity to seek a court order preventing disclosure.

4.4 Vendor Questions

Specific questions concerning the procurement should be submitted in writing to the Procurement Coordinator by 12:00, noon on March 26, 2025. All questions submitted will be researched and the official answers published to the WEBS as an amendment to this procurement by approximately noon on March 28, 2025.

4.5 Delivery of Proposals

Send complete quote and qualifications to the RFP Coordinator at the email address specified in Section 3 of this RFP. Email transmission is required.

Proposals must be received by the RFP Coordinator no later than noon local time for Olympia WA on Friday, April 4, 2025. Late quotes and qualifications will not be accepted and shall automatically be disqualified from further consideration.

WDFW assumes no responsibility for delay in transmission of quotes and qualifications. WDFW will use the “time stamp” on the email as the official time of receipt. Time extensions will not be granted.

4.6 Procurement Complaint Process

Bidders considering submitting a bid or quote and qualifications in response to any request for bids, request for qualifications, Request for Quotes and Qualifications or any solicitation for goods and services under RCW 39.26 may submit complaints regarding a particular solicitation to the WDFW solicitation point of contact. Bidders may submit a complaint on the following for any solicitation:

· The solicitation unnecessarily restricts competition;

· The solicitation evaluation or scoring process is unfair or flawed; or

· The solicitation requirements are inadequate or insufficient to prepare a response.

All complaints submitted under this process must:

· Be in writing;

· Be received by the WDFW solicitation point of contact by email not later than five business days before the Bidder’s response to a solicitation is required to be submitted to WDFW.

· Clearly articulate the basis for the complaint; and

· Include a proposed remedy.

WDFW will respond to complaints in writing and post the response (and any changes to the solicitation required by the response) on WEBS. Bidders may not appeal the response or raise the same complaint during any protest period.

4.7 Washington’s Electronic Business Solution (WEBS)

Bidders are solely responsible for:

· Properly registering with Washington’s Electronic Business Solution (WEBS) at www.des.wa.gov, and maintaining an accurate Bidder profile in WEBS.

· Downloading the RFP packet consisting of the RFP, all Appendices, and incorporated documents related to the RFP for which you are interested in Bidding.

· Downloading all current and subsequent Amendments to the RFP to ensure receipt of all RFP documents.

Notification of Amendments to the RFP will only be provided to those Bidders who have registered with WEBS and have downloaded the RFP from WEBS. Failure to do so may result in a Bidder having incomplete, inaccurate, or otherwise inadequate information and Bid.

5. EVALUATION AND AWARD PROCEDURES

5.1 Evaluation Team

A team will be formed to evaluate quotes and qualifications. The team will be composed of individuals with technical and/or financial backgrounds. WDFW will evaluate the quotes and qualifications for compliance with procedural requirements.

5.2 Information Used For Evaluation

The evaluation team will use the information in the Bidder Questionnaire, information gathered from Bidder’s references and cost proposal. No other information will be supplied to or used by the evaluation team. The following weighting and points will be assigned to the bid for evaluation purposes:

5.3 Evaluation Process

WDFW will evaluate the bidders’ quotes and qualifications through the following process:

The following weighting will be used to evaluate bidder responses:

WDFW will notify all bidders via WEBS and email of the selection of Apparently Successful Bidder.

6. GENERAL PROVISIONS

6.1 Public Disclosure

Quotes and qualifications shall become the property of WDFW. All public records of the WDFW are available for disclosure except: “Competitive procurement instruments, such as a Request for Quotes and Qualifications or an invitation for bids, prior to the release to potential respondents/bidders; quotes, qualifications, and bids received in response to competitive contract procurement instruments until either the public response to the competitive contract procurement instruments until either the opening of bids or, for quotes and qualifications, the Contractor and the department have signed the contract.”

WDFW will not disclose RFP records until the announcement of the apparent successful bidder. At that time, all information about the competitive procurement is disclosable with the exception of the portion(s) of the any quotes and qualifications designated proprietary until the respondent/bidder has an adequate opportunity to seek a court order preventing disclosure.

WDFW may charge for copying and shipping any copies of material requested – contact WDFW for estimate of cost. WDFW will not charge a fee for inspection of RFP or contract files. Address requests for copying or inspecting materials to the RFP Coordinator.

6.2 Costs for Quote and Qualifications Preparation

WDFW will not be liable for any costs or liabilities incurred by the Bidder associated with the preparation of the quote and qualifications in response to this RFP.

6.3 Waiver of Minor Irregularities

WDFW reserves the right to waive minor irregularities contained in any quotes and qualifications submitted in response to this RFP.

6.4 Right to Reject All Quotes and Qualifications

WDFW may, at any time at its sole discretion and without penalty, reject any and all quotes and qualifications and issue no contract as a result of this RFP.

6.5 Authority to Bind WDFW

Only the Director of WDFW and his/her designated representatives may legally commit WDFW to contracts. The Bidder shall not incur, and WDFW shall not pay, any costs incurred before a contract is fully executed.

WDFW RFP 25-00002 Page 9 of 15

7. DEBRIEFING AND PROTEST PROCEDURES

7.1 Debriefing of Unsuccessful Proposers

Bidders that have submitted a quote and qualifications that was not selected will be given the opportunity for a debriefing conference. The request for a debriefing conference must be received by the RFP Coordinator within three (3) business days after the Notification of Unsuccessful Bidder is sent electronically to the Bidder. The debriefing must be held within three (3) business days of the request.

Discussion will be limited to a critique of the requesting Bidder’s quote and qualifications. Comparisons between quotes and qualifications or evaluations of the other quotes and qualifications will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour.

7.2 Protest Procedures

RCW 39.26.170 requires WDFW to have a clear and transparent complaint process that allows bidders to submit protests after the announcement of the apparent successful bidder (ASB). The purpose of this process is to allow WDFW to correct evaluation process errors and problems before a contract is executed. After the announcement of the ASB, the WDFW solicitation point of contact must offer a debriefing conference to any bidder upon request. Bidders must request a debriefing conference within three (3) business days after the ASB is announced. In order to submit a protest for a solicitation:

· The bidder must have submitted a response for that solicitation;

· The bidder must have participated in a debriefing conference for that solicitation;

· The protest must be received by the WDFW solicitation point of contact by email or letter within (5) business days after the bidder’s debriefing conference; and

· The protest must be in writing and clearly articulate the basis for the protest.

Bidders may submit a protest on the following issues for a solicitation:

· A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

· Errors in computing the scores; or

· Non-compliance with procedures described in the procurement document or agency protest process.

The WDFW Chief Financial Officer is responsible for investigating and responding to the protest in writing within 10 business days from receipt of the protest, unless additional time is needed. If additional time is needed the WDFW Chief Financial Officer will notify the protesting bidder within 10 business days from receipt of the protest. The WDFW Chief Financial Officer’s decision regarding a protest is final.

Exhibit A

Bidder Questionnaire Instructions to Bidders: Please ensure that you have included the following information in your response, as these are the items that will be used to evaluate your response:

1. Specifications Please identify the software proposed and mark the “Check if as specified” block if the product you propose meets the specification. If the product you proposed does not meet the specification, please provide additional information in the “Describe fully if not as specified” block.

Proposed Software:

2. Cost Proposal Provide a cost proposal for your product. This proposal should include all costs associated with configuring, maintaining and software licenses associated with your product based on the following roles:

WDFW system administrators - 2 WDFW volunteer coordinators - 2 WDFW volunteer supervisors - 150 Volunteers – Up to 15,000

Please break your cost proposal into initial startup and configuration costs; and annual license/maintenance costs.

Exhibit B

BIDDER PROFILE

COMPANY INFORMATION (for contract administration purposes) Company Name & Address:

Authorized Representative:

Phone:

Email:

Ordering Address:

Payment Address:

Federal Tax Identification Number

WA Dept. of Revenue Universal Business Identifier (UBI) Number*

WA Statewide Vendor Payment Number*

*Required for the vendor providing services resulting from this procurement, but not required to submit a quote and qualifications.

REFERENCES

Provide a minimum of three (3) commercial or government references for which Bidder has delivered goods and/or services similar in scope as described in the RFP.

1. Customer:

Contact:

Phone:

Email:

2. Customer:

Contact:

3. Customer:

Contact:

SUBCONTRACTORS

If applicable, on a separate sheet, identify any subcontractors who will perform services in fulfillment of contract requirements; the nature of services to be performed and include federal tax identification (TIN) number for each subcontractor. If a subcontractor is a minority or women owned business please include their OMWBE Certification Number (if certified). If necessary, attach additional sheets (please stamp or mark each page with a company name, mark, or initial). Do not include any Social Security Numbers.

The Contractor, by including subcontractor(s) as part of your signed Quote and Qualifications is your agreement to take complete responsibility, contract obligations, and liability for all actions of such subcontractors. All subcontractors are subject to DES approval. DES reserves the right to approve or disapprove any subcontractor.

SALES/CUSTOMER SERVICE

Purchasing Cards Accepted:

|_| Visa |_| Master Card |_| American Express |_| Discover |_| Other:

MINORITY/WOMEN OWNED BUSINESS STATUS

Is your firm a Minority/Women Owned Business? Yes |_| No |_| Office of Minority and Women-Owned Business Enterprises MWBE certification #

VETERAN OWNED BUSINESS STATUS

Is your firm a Veteran Owned Business? Yes |_| No |_| Washington State Department of Veterans Affairs certification #

SMALL BUSINESS STATUS

Is your firm registered as a Small Business in WEBS? Yes |_| No |_|