Volunteer Management Software

The Washington Department of Fish and Wildlife (WDFW) is seeking a commercial off-the-shelf volunteer management software application through Request for Proposals (RFP) 25-00002. The procurement covers a comprehensive software solution designed to assist WDFW in managing its volunteer ecosystem, which currently includes approximately 10,000 volunteers contributing around 22,500 annual hours. Key software requirements include capabilities for registering volunteers, providing and tracking training, communicating with volunteers, managing volunteer opportunities, posting and notifying volunteers about opportunities, registering volunteers for specific projects, and tracking volunteer work performed on WDFW initiatives. Evaluation criteria will be weighted with 80% focused on product demonstration, 10% on references, and 10% on cost. Critical procurement dates include March 26, 2025, for vendor questions, April 4, 2025, as the proposal submission deadline, and an anticipated contract award announcement around April 14, 2025. The software must be fully configured and operational by June 25, 2025.

The procurement has a specific supplier diversity focus, with intentions to award the contract to the highest-scoring responsive and responsible bidder that qualifies as a Small Business or Veteran-Owned Business. WDFW currently uses CERVIS software and paper forms for volunteer management, suggesting potential integration requirements with existing systems. The total project budget is $64,000, allocated as $38,000 for software licensing and $26,000 for first-year implementation. Bidders must submit a completed Bidder Questionnaire and Bidder Profile as part of their proposal. The procurement covers multiple Washington state jurisdictions, including but not limited to Franklin, Grant, Grays Harbor, Chelan, and Yakima Counties, indicating a statewide implementation scope. Prospective vendors should be prepared to demonstrate a robust, flexible volunteer management platform that can handle comprehensive tracking, communication, and reporting functions for a large volunteer network.