Volunteer and Event Management Software

The City of Flagstaff is soliciting proposals for a centralized Volunteer and Event Management Software platform to streamline the recruitment, tracking, record-keeping, and administration of its volunteer programs. The selected solution must provide a user-friendly interface with dynamic workflow customization, mobile check-in capabilities, embedded training materials, and division-specific landing pages. The platform must comply with Section 508 of the Rehabilitation Act and Section 255 of the Communications Act for accessibility, as well as adhere to City IT security protocols. Full implementation is required within five months of the contract award. The contract is for an initial term of two years, with the possibility of three additional one-year renewals upon mutual consent. Award selection is based on a trade-off methodology using a 110-point scoring system that prioritizes product specifications, price, and supportability at 30 points each, followed by additional value and responsiveness at 10 points each. The successful vendor must maintain comprehensive insurance coverage, including general liability, cyber/privacy liability, and professional liability, and must certify compliance with laws regarding forced labor and immigration. Proposals were required to be submitted via PlanetBids by January 12, 2024, and must not have exceeded a 20-page limit.