Salt Lake City Request for Proposals SLCI26052 Volunteer Management Software

Salt Lake City Corporation is conducting a Request for Proposals (RFP) solicitation numbered SLCI26052 for a comprehensive volunteer management software solution to be used across multiple city departments. The procurement seeks a cloud-based platform that will centralize volunteer program coordination, offering core functional requirements including volunteer registration, opportunity creation, scheduling, digital check-in/check-out capabilities, time tracking, reporting, and mobile accessibility. Desired features include digital waivers, GPS-enabled event tracking, automated notifications, and post-event surveys. The RFP requires vendors to provide implementation services such as project planning, system configuration, data migration, staff training, and go-live support, with ongoing technical support and regular software updates. Evaluation will be conducted through a four-stage process, with technical proposals worth 400 points (requiring a minimum 280-point threshold) and a separate 100-point cost evaluation. Proposals must be submitted electronically through the Utah Public Procurement Place (U3P) website by December 22, 2025, with the contract anticipated to be a five-year term awarded to the highest-scoring responsive and responsible offeror.

The solicitation does not explicitly detail specific set-aside designations, but the evaluation scoresheet includes considerations for business certification, sustainability, apprenticeship, and local small business factors. The proposed solution must integrate with existing city systems including background check providers, HR platforms, and standard email and calendar applications. Security requirements mandate secure data storage using SSL encryption, robust user authentication, and compliance with local, state, and federal data protection laws. Vendors must provide comprehensive insurance coverage, including $1,000,000 general liability, commercial automobile liability, workers' compensation, and cyber risk insurance. While specific budget ranges are not explicitly stated, the cost sheet provides for 15 software licenses, with offerors required to itemize implementation costs, annual maintenance fees, user training, and potential configuration expenses. The procurement aims to replace current manual processes and disparate systems across volunteer programs in community outreach, parks, public safety, and special events, with the goal of improving volunteer experience and enhancing staff efficiency.