Volunteer Management System

Madison Metropolitan School District's Office of Strategy & Innovation is requesting bids for a Volunteer Management System under RFB 4161, with bids due July 8, 2026 at 2:00 p.m. CST. The District is replacing its current Volunteer Tracker system, which sunsets in December 2026.

The system must support tiered volunteer workflows, integrated background check processing with third-party vendor JDP, multi-site administrative access across 52 school buildings, data migration from legacy systems, and integration with Single Sign-On authentication methods. Compliance with Web Content Accessibility Guidelines 2.0 and Section 508 of the Rehabilitation Act is mandatory; bidders must submit a Voluntary Product Accessibility Template (VPAT) or comparable documentation. The system will serve a district of approximately 25,500 students.

The contract runs from award through June 30, 2028, with two optional one-year renewal periods by mutual agreement. Pricing should reflect governmental and educational discounts, with itemized costs for the software program and background check fees if not using JDP-compatible APIs. The District is exempt from federal excise tax and Wisconsin state sales tax.

All bids must include certifications regarding debarment status, affirmative action compliance, and equal employment opportunity commitments. Non-exempt vendors must complete an Employer Information Report and submit evidence of Affirmative Action Plans. Written questions are due June 25, 2026. Vendor demonstrations are estimated for August 3–14, 2026, with an anticipated award date of August 21, 2026. The Office of Strategy & Innovation will administer the contract, with Shing Vang serving as the Community Engagement & Volunteer Coordinator.