Agenda Item
a. RFP 23-520 Volunteer Management System (not to exceed $ 70,368.75)
Summary: Dr. Bernetta Jones, Administrator, Superintendent’s Office
Mrs. Manomay Malathip (Kidd), Executive Director, Student Advancement, Division of Equity and Student Empowerment
Request: It is requested that the Board of Education approve the award and purchase of a Volunteer Management System to K-12 Solutions Group LLC., the most responsive and responsible firm whose proposal best meets the requirements and criteria set forth in RFP 23-520 documents in the amount not to exceed $70,368.75.
Why: This request is in response to the board policy IFCD: School Volunteers. This solution will be implemented in 139 schools and centers to provide a streamlined process to recruit, process, train, place, and retain volunteers.
Details: DeKalb County School District is seeking a qualified vendor to provide a virtual solution in all schools and centers to streamline the volunteer process from inquiry to placement.
A Request for Proposals (RFP) was issued on January 12, 2023. The solicitation was advertised on IonWave, Champion Newspaper, and electronic notifications were sent to 82 vendors from the DCSD vendor bid list, 2,332 vendors through the State of Georgia Procurement Registration, and 124 vendors through IonWave.
This recommendation is based on the review and evaluation of three (3) responsive proposals received. K-12 Solutions Group LLC, was determined by the committee to be the most responsive and responsible firm whose proposal best meets the requirements and criteria set forth in the RFP document.
The initial contract duration shall be for one year from the date of execution. The proposal includes the option to extend the service contract.
Financial impact: The total budget for the Volunteer Management Program shall not exceed $70,368.75 and will be funded using General Funds: 100.2300.530000.00011.7820.9990.8010.026.0000.
Contact: Dr. Bernetta Jones, Administrator, Superintendent’s Office, 678.676.1200
Mrs. Manomay Malathip (Kidd), Executive Director, Student Advancement, Division of Equity and Student Empowerment 678.676.0309
Status: RFP 23-520
February 13, 2023
RE: Sourcing Efforts Letter – RFP 23-520 Volunteer Management System
Mrs. Manomay Malathip,
Because the procurement process is constantly evolving and improving, the Purchasing Department
has developed a new customer service feature. The Purchasing Department is now providing a
summary of sourcing efforts to the internal client for RFP 23-520 Volunteer Management System.
The Purchasing Department’s efforts include the following:
1) RFP 23-520 was posted to IonWave on January 12, 2023.
2) RFP 23-520 was posted to IonWave on January 12, 2023.
3) RFP 23-520 was advertised in the Champion Newspaper on January 12, 2023 and January 19,
2023.
4) Electronic notification sent to 82 vendors from the DCSD Vendor Bid List.
5) Electronic notification sent to 2332 vendors through the State of GA Procurement Registry.
6) Electronic notification sent to 124 vendors through IonWave.
If you are aware of any additional sourcing engines, please let us know so we may include those in our
process.
Three (3) proposals were reviewed and deemed responsive to the requirements of the solicitation.
Please feel free to reach out to me at 678 676-0120 with any questions or concerns.
Regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS\lw
c: Ms. Marcia Coward
Ms. Shannon Crosslin
Mr. Jeff Miller
Ms. Mary Parks
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org