City of Denton - Volunteer Management System RFI - 9162 (2026)
City of DentonCity · Denton, TX- Due
- Oct 6, 2026
- Deadline passed
- Posted
- Sep 18, 2026
- Primary contact
- Gabby Leeper
The 30-second brief
The City of Denton is issuing a Request for Information (RFI) for a Volunteer Management System for the Denton Technologies Service Department, with potential for a future formal Request for Proposal. The desired software solution will streamline volunteer recruitment, onboarding, scheduling, tracking, and clearance workflows across city departments including Animal Services, HR, Solid Waste, and Library. The project scope includes core system licensing, user accounts, maintenance, support, implementation project management, standard setup, and proposed user training. Key technical specifications cover service portal features, automated workflows, background check integration with RecordPros, data migration, and reporting analytics. Responses are due by October 6, 2026, with a questions deadline of September 23, 2026.
Licensing for core system functionality, Licensing for standard internal users, Maintenance and support for cost for all application(s), Implementation Project Management services, Standard Implementation and initial setup services, Proposed user training
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Summary
The City of Denton is issuing a Request for Information (RFI) for a Volunteer Management System for the Denton Technologies Service Department, with potential for a future formal Request for Proposal.
The desired software solution will streamline volunteer recruitment, onboarding, scheduling, tracking, and clearance workflows across city departments including Animal Services, HR, Solid Waste, and Library. The project scope includes core system licensing, user accounts, maintenance, support, implementation project management, standard setup, and proposed user training. Key technical specifications cover service portal features, automated workflows, background check integration with RecordPros, data migration, and reporting analytics. Responses are due by October 6, 2026, with a questions deadline of September 23, 2026.
REQUIRED DELIVERABLES
6- Licensing for core system functionality
- Licensing for standard internal users
- Maintenance and support for cost for all application(s)
- Implementation Project Management services
- Standard Implementation and initial setup services
- Proposed user training
REQUIRED ATTACHMENTS
Cost Proposal and implementation
- Submit to
- 901B Texas Street, 2nd Floor, Denton, TX 76209 USA
- Scope location
- Denton, TX
Questions about this RFI
How do I respond to this RFI from City of Denton?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 6, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: 901B Texas Street, 2nd Floor, Denton, TX 76209 USA. For questions, contact Gabby Leeper.
Can small businesses or minority-owned firms bid on this RFI?
Most government agencies, including City of Denton in TX, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFI submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Gabby Leeper. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Licensing for core system functionality, Licensing for standard internal users, Maintenance and support for cost for all application(s), Implementation Project Management services, Standard Implementation and initial setup services, Proposed user training. Proposals should clearly address how each deliverable will be met.
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Where can I find more RFPs from City of Denton?
All active and historical solicitations from City of Denton are tracked and searchable. As a city agency, City of Denton regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFI?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cost Proposal and implementation. Review the full document from City of Denton for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Denton, TX. Review the full solicitation for detailed scope requirements.