Volunteer Management System

The Florida Department of Environmental Protection is issuing a Request for Information on a Volunteer Management System with responses due August 4, 2026 at 3:00 p.m. Eastern Time. This is strictly an information-gathering exercise; no contract will be awarded based on RFI submissions, though a subsequent competitive procurement may follow if the Department pursues execution.

The Department currently manages approximately 31,000 volunteers through multiple disjointed SaaS implementations and seeks to consolidate operations into a single enterprise-wide system. The system will serve approximately 295 volunteer coordinators and managers, plus five system administrators. Vendors may propose either a Software as a Service solution or a custom-built system. The Department anticipates requiring 300 licenses: five system administrator licenses and 295 administrator licenses.

Vendor responses must include completed contact information, cost information broken into Part A for SaaS solutions or Part B for custom-built solutions, and a detailed narrative demonstrating how the proposed solution meets or exceeds functional and technical requirements. Vendors proposing SaaS solutions must provide fixed-price estimates covering licensing costs, support rates, implementation fees, and annual maintenance costs. Vendors proposing custom-built solutions must submit labor categories with hourly rates and estimated hours. The RFI specifies no predetermined budget or funding source.

The Department reserves the right to request vendor demonstrations at its discretion and at no cost to the Department. Questions are due July 14, 2026, with answers posted on or about July 21, 2026. All RFI responses will become public records subject to Florida's Public Records Act and vendor submissions will become the exclusive property of the Department. Responses should be submitted via email to Procurement Officer Wanda Norton at Wanda.Norton@FloridaDEP.gov.