Comprehensive Volunteer and Donor Management Software Solution for Annual Christmas Bureau Program

The contract involves procuring a comprehensive software solution to support Union County’s annual Christmas Bureau program and other initiatives, emphasizing full lifecycle management from application intake, eligibility verification, applicant communication, volunteer coordination, to donation processing. The system must handle approximately 2,000 applications and serve over 1,500 families within a three-month period, supporting multiple user roles including administrators, volunteers, donors, and applicants. Critical features include seamless data migration for future use, secure handling of personal and eligibility data, and robust communication tools via email and text. The project requires a flexible, scalable platform with support for future program expansion, and the selected vendor must provide detailed implementation, training, and support plans aligned with a multi-year contract structure, initially lasting two years with three optional renewals. The procurement process is governed by a detailed evaluation framework that prioritizes proposed solutions, implementation approach, project team expertise, and cost, with the highest weight given to the solution and implementation plan. Proposals are assessed through a weighted scoring system, with potential for interviews, but awards may be made without further negotiations. The contract stipulates a non-mandatory pre-submittal conference, with the deadline for proposal submission set for August 13, 2025. The process emphasizes fair competition, encouraging minority and small business participation, and requires proposers to disclose subcontractors if applicable. Contract clauses incorporate standard local requirements such as E-Verify compliance, equal employment opportunity, drug-free workplace policies, and insurance, but do not specify federal FAR clauses or detailed contract administration procedures. Payment and invoicing details are not explicitly defined, with the primary administrative contact being Vicky Watts, Senior Procurement Specialist. Overall, the contract aims to secure a user-friendly, reliable, and scalable software platform that ensures efficient program management and future continuity for Union County’s community support initiatives.