Attachment_1_-_GMS_Requirements.xlsx

XLSX spreadsheet 35 KB Posted Feb 12, 2025

Attached to: Grants Management Solution State and local contract opportunity
Solicitation number: RFP- 25 - 057
Issued by: Pinellas County, Florida

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Written by GovTribe AI · Jun 27, 2025

The document is an Excel spreadsheet detailing the Grants Management Solution (GMS) Requirements for the City of St. Petersburg, Florida, outlining a comprehensive system for managing the entire grant lifecycle. The city seeks a web-based solution that supports grant opportunities from pre-award through post-award stages, including funding identification, application development, review and approval processes, award management, performance tracking, reporting, and grant closeout. The system must provide robust features such as collaborative proposal development, automated deadline tracking, workflow capabilities, budget management, compliance monitoring, and integration with existing financial systems like Oracle E-Business Suite.

The proposed grants management solution requires advanced technological capabilities, including REST API integration, SAML 2.0 federation, role-based access controls, and compliance with NIST security standards. Key technical requirements include 24/7 system availability with 99.9% annual uptime, United States-based support, quarterly software updates, and training for staff and subrecipients. The system must support multiple functionalities across grant lifecycle phases, such as case management, document storage, data analytics, risk assessment, performance monitoring, and financial reporting. Additionally, the solution must accommodate various user roles, provide multilingual interfaces, ensure data security, and enable seamless communication between internal and external grant stakeholders while maintaining comprehensive audit trails and compliance mechanisms.

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Other files for this state and local contract opportunity

Other files attached to Grants Management Solution, newest first.
File	Type	Posted
Grants_Management_Solution_(Addendum_#1_Revision).pdf	PDF	May 16, 2025
Grants_Management_Solution_(Addendum_#1_Revision).pdf	PDF	May 16, 2025
Base_Agreement_-_Grant_Mgmt_RFP_-_Form_T-49_v05.pdf	PDF	Apr 16, 2025
Base_Agreement_-_Grant_Mgmt_RFP_-_Form_T-49_v05.pdf	PDF	Apr 16, 2025
FY25_Grants_Administration_Manual.pdf	PDF	Feb 12, 2025
Proposal_Requirements.pdf	PDF	Feb 12, 2025
Proposal_Requirements.pdf	PDF	Feb 12, 2025
Attachment_1_-_GMS_Requirements.xlsx	XLSX spreadsheet	Feb 12, 2025
FY25_Grants_Admin_Manual_-_FINAL.pdf	PDF	Dec 19, 2024
FY25_Grants_Admin_Manual_-_FINAL.pdf	PDF	Dec 19, 2024
SOW_GrantManagementSoftware_DRAFT.docx	DOCX document	Dec 19, 2024

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ICDVVA Requirements

*indicates optional requirements
Tracking #	Category	Subcategory	Requirement: System provides the ability to:	Degree of Fit Response	Comment
101	Pre-Award	Identify Funding Opportunities	Allow users to search, share, and track grant opportunities from federal, state, local, and private sources to find funding opportunities that the City is eligible for and that match specific funding needs.
102		Email Notification of New Funding Opportunities	Send users email notifications of new grants that become available and meet their defined search parameters or funding criteria.
103		Authorize Grant Application Submittals	Support submission and approval of requests to apply for funding opportunities.
104		Pre-Award Data Pre-Population	The system should allow information entered during the pre-award phase (e.g., project details, budget, key personnel) to automatically pre-populate relevant fields in future forms and documentation throughout the grant lifecycle, reducing the need for duplicate data entry and ensuring consistency across all documents.
105		Collaborative Grant Proposal Development	The system should support real-time collaboration between internal and external users during grant proposal development, including features for tracked changes and the ability to add comments to specific sections, similar to functionalities in tools like Google Docs or Word, ensuring seamless review and feedback.
106		Grant Application Review and Approval	Facilitate review and approval of grant proposals.
107		Application Review Management	Assign, track, and manage reviewer feedback for both internal and external users
108		Grant Submission Tracking	Track submission deadlines and provide automated reminders and alerts for approaching deadlines.
109		Letters of Support*	Coordinate internal and external requests for letters of support for funding proposals, including initiating requests, drafting letters, and routing for review and signature.
110		Forms Tracking	Track, collect and manage standard forms, such as those for FEMA and other standard federal grant forms.
111		Workflows	Capability to build workflows that can be reviewed by staff to include timelines and number of day requirements
112		Reminders to Potential Applicants	The system should send automated reminder notifications via Outlook to potential applicants, alerting them of upcoming grant submission deadlines to ensure timely submissions.
113		Grant Budget Development	Facilitate creation, review, modification, and reporting on grant budgets.
114		Application Management	Assign an identity to the application, preassign to appropriate internal and external users, create the application file, and include or discount a related preliminary application if applicable.
115		Grant Needs Capture	Track projects and programs that require grant funding, helping inform and streamline the process of identifying and applying for grants. This feature should allow users to capture detailed information about each project or program’s funding requirements and key timelines.
116		Track and Update Grant Timelines	Track and update key grant milestones, including NOFO issuance, months to complete the pre-application, months until invited to apply, months to submit the application, months to Notice of Award, environmental review duration, months to project start, months to project completion, and months from application start to project start.
117		AI Grant Writing Assistant*	Use AI-enabled tools to assist in drafting, revising, and reviewing grant narratives.
201	Award	Award Management	Track awarded grants, including tasks associated with accepting grant awards, disbursement schedules, and reporting requirements.
202		Award Acceptance*	Prepare and route template memos and resolutions for City Council Acceptance.
301	Grant-Making*	Design of Application Forms*	Define form structure and fields, filing data requirements, etc. via templates or custom design frameworks.
302		Announcement/Publication of Grants Program*	Prepare grants notice and publish it in multiple media and official journals.
303		Email Notification for Registered Organizations*	Allow organizations that are registered in the system the ability to receive email notifications whenever new grants that match their defined search parameters or funding criteria become available.
304		Online Self-Service for Applicants/Grantees*	Offer individual and organization registration, grants search, preliminary application and final application form submission, status of the application, etc. through the web.
305		Capture of Application*	Assign an identity to the application, preassign to appropriate committee and/or program staff, create the application file and include or discount a related preliminary application if applicable.
306		Capture of Budget	Validate budget entries based on business rules. This includes caps on certain elements and approve or reject items as part of the budget process.
307		Management and Integration of Attachments*	Receive allowable attachments, and associate them with the original application package. Ability to hold the application until sufficient content is received.
308		Preliminary Validation of Application*	Verify in real time if the application is directed to the correct program, identity of applicants, and required data is included in the submission. Automated rejection of the submission if response is noncompliant with required data. Manages resubmission and reverification if allowable.
309		Inbound Correspondence Management*	Manage incoming documents, such as preliminary applications, final applications, complaints, requests for amendments and clarification, proposal withdrawals and resubmissions.
310		Outbound Correspondence Management*	Manage courtesy reminders, award notices, declines, withdrawals, etc.
311		Collaborative Correspondence Management*	Offer online forums where applicants can ask questions and receive advice. For example, some programs allow an application to be submitted as draft for comments before the actual application is submitted.
312		Contact Management*	Automate applicant/grantee registration (individual, organization and consortium) and manage identity credentials (role, updates, authorization to apply for multiple grants and so on).
313		Finalize Eligibility Assessment*	Complete review of formal requirements of the application after real-time validation, such as entitlement of applicant, completeness of data, timeliness of submission, analysis of funds already received via previous or parallel programs and so on.
314		Web Accessibility*	Pass WCAG 2.X standards. Provide a WCAG compliance report.
315		Certification of Federal, State and County Assurance*	Allow applicants to certify federal, state and County annual certifications and assurances
401	Grant Making: Evaluation*	Allocate/Assign to Committees/Panels*	Determine which committee members will act as reviewers, and in what capacity. Includes load balancing, negotiation, identifying conflicts and possibly self-selection by members.
402		Allocate/Assign to Staff*	Identify and assign roles to program office staff members.
403		Allocate/Assign to External Reviewers*	Select internal and external reviewers not included in panels that have to evaluate the merit of the proposal.
404		Provide Access to Review Material*	Make application material available to the internal committee and external reviewers.
405		Review Application*	Read, research and create notes and comments for the application.
406		Score Application*	Use the defined evaluation criteria to score the application by creating rankings and recommendations.
407		Collate Evaluation Score*	Collate results of feedback on the merit of the proposal from internal and external reviewers.
408		Meet and Discuss Evaluation*	Support adjudication meetings to evaluate each application. Typically involves comments by readers, discussion, voting for new scores, assigning factors that will be taken into consideration when adjustments are made to competition wide criteria. Organize logistics of site visits when used as part of a multipart adjudication.
409		Evaluation Results Approval*	Allow program officers to approve all collected feedback to support award or decline decision and create a ranking of individual and competitive grants.
410		Prepare Evaluation Report*	Create an evaluation report summarizing results and suggesting changes for the next cycles of evaluation
411		Decision*	Record the final decision to award or decline grants funding.
412		Announce Grants Awards*	Notify grantees of award or decline decision and to publish results when necessary.
413		Appeal Management*	Support resubmission and reconsideration of the case if the applicant disagrees with a decline.
414		Grants Agreement Negotiation*	Support workflow of discussion of amount and nature of expenses to be reimbursed under the grants (direct and indirect, capital and operating), timeline of disbursements and reporting, inclusion of subgrantees and so on.
415		Negotiation Results Approval*	Allow program officers to approve grants agreement and commit funds to individual grantees.
416		Subaward Decisions*	Allow for staff to approve, modify, or reject subaward applications and commit funds to subgrantees.
417		Award Letter Generation*	Allow an award letter/notice of award to be generated and maintained within the system.
501	Post-Award	Preparation of Subaward and Award Agreements	Prepare and transmit grant subaward and award agreements.Ensure that the execution of subawards follows a multi-step process, including digital signatures and the use of a Clerk’s digital seal. Notifications should be sent via email to the next signer in the process.
502		Individual Subaward and Award Amendments	Modify the overall budget, individual line items, and time frame of subawards or award agreements, or process full termination. The amendment process should also follow a multi-step approval procedure, incorporating digital signatures and Clerk’s digital seal, with email notifications to the next signer in the process.
503		Subaward and Award Management	Manage awards, subawards, and subrecipient agreements, including reporting and performance tracking.
504		Preparation of Contract (Award Agreement)	Prepare and transmit grant award agreement documents. The process should integrate multi-step approval workflows, with digital signatures and Clerk’s digital seal, and send email notifications to the next signer in the process.
505		Acceptance and Signature of Contract (Award Agreement)	Collect signatures on grant award agreement documents from program officers and grantees. Ensure the use of digital signatures and Clerk’s digital seal, with email notifications triggered to the next required signer at each step of the process.
506		Amendment Requirement Triggers	Allow users to define specific circumstances or events (such as budget changes, project scope alterations, timeline shifts, or compliance issues) that trigger the need for an amendment.
507		Amendment Requirement Guidelines	Store and display the guidance or criteria related to amendments for each individual grant, such as specific thresholds (e.g., if costs exceed a certain percentage) or conditions that must be met for an amendment to be necessary
508		Automated Amendment Alerts and Reminders	Send automated alerts or reminders when specific triggers or conditions are met (e.g., a change in grant scope or an increase in expenses beyond a predefined threshold). Alerts should also include a link to the relevant amendment guidance.
509		Individual Grants Amendments	Modify the management, time frame, and budget of grants awarded to a single grantee or full withdrawal of a subaward or award agreement. Amendments should follow a multi-step approval process, incorporating digital signatures and Clerk’s digital seal, with email notifications to each signer in the process.
510		Program Amendments	Modify the management, time frame, and budget of an overall grants program, including related award agreements or subawards, or full withdrawal. The system should allow for multi-step approval workflows, including digital signatures, Clerk’s digital seal, and email notifications to each signer in the process.
511		Compliance Controls and Monitoring	Capture grant requirements and regulations, seemlessly integrate compliance controls into business processes, and support robust compliance monitoring throughout the grant lifecycle
512		Compliance and Risk Assessment	Features to track compliance requirements and perform risk assessments. The system should flag compliance requirements as part of business processes, such as when processing payables against grants and when procuring goods and services.
513		Performance and Reporting Tracking	Track and notify users via email when performance and other required reports are due.
601	Administration and Performance Management	Risk Assessment/Dashboard Reporting	Conduct risk analysis of grant programs based on determined criteria and provide dashboard status of grant programs administered
602		Differentiate Awards	Track and differentiate grant projects from other projects in the system (e.g., interlocal agreements, donations, etc.); Assign different award types, grant designations, and interlocal agreements.
603		Dashboard Summary	Provide user-friendly summaries of year-to-date grant spending (possible to filter by funding stream, by subrecipient, by line item, etc.).
604		Grant Position Tracking	The solution should have the ability to track and report on how many positions are funded by or allocated to grants throughout the City (part time and full time).
605		Dependency Tracking*	Track percentage dependence on grants per subrecipient and measure trends year over year.
606		Match Tracking	Calculate or capture required match per grant and track quarterly progress toward meeting match requirements. The system should also ensure that match progress is automatically updated as expenditures are recorded and updated from the City's general ledger.
607		FFR (Federal Financial Report) Generation	Automatically generate the FFR based on recorded expenditures and match contributions. The FFR should be created in compliance with reporting standards, and the system should match expenditures to the required match when applicable, ensuring accuracy in the financial reporting process.
608		Provgram Income Tracking	The solution should have the ability to capture and report on program income or revenue per grant.
609		Award Tracking	Track all awards, by funding stream, including amount awarded, amount sub awarded, spending to-date, and spending by category.
610		Sandbox (Test System)	Test the system with a “sandbox” version to identify weaknesses and bugs.
611		Integration with other Systems	Integrate with other technologies using REST API, flat files, or common data
612		Periodic Report Assessment	Analyze individual grants reports to evaluate compliance with program goals, budget and schedule according to grant criteria.
613		Submission of Reports to External Committees*	Send periodic report to external committees that oversee the grantor operations.
614		Validation of Payments*	Confirm disbursement after assessment of reports.
615		Accept Uploaded Documentation*	Allow grantees to upload supporting documentation along with draw requests (receipts, payroll records, timesheets, etc.)
616		Revision of Documentation with Review	Allow additional documents to be uploaded or revisions to uploaded documents to ensure records are adequate. This includes version control and tracking of changes, ensuring that all documents are current and properly reviewed.
617		External System Integration for Data Capture and Pre-Population	Integrate with external funder systems (such as JustGrants, Intelligrants, and Grants.gov) to capture data from documents uploaded from those systems. This data should be automatically pre-populated into relevant fields in the City’s system to minimize manual data entry and ensure consistency across systems.
618		Withdrawal of Funds*	Withdraw funds should a report demonstrate lack of compliance.
619		Payment Profiling	Break down disbursements between operating and capital expenditures, direct and indirect costs, or other categories relevant to the program.
620		Initiate Payment/Refund	Allow users to request payment or reimbursement of funds, prepare the necessary documentation, and confirm the payment mechanism and date. This includes capturing all required details, such as payment amount, grant information, and account details, to facilitate the payment or refund process.
621		Push System-Generated Reimbursement Requests to External Systems*	Automatically push system-generated reimbursement requests to external systems like ASAP, with prepopulated account information (such as grant numbers, account details, and payment amounts). This feature should streamline the reimbursement process by automatically transferring data to external systems, reducing manual entry and ensuring consistency.
622		Authorize payment/refund*	Issue payment order and transfer of funds to appropriate account.
623		Subgrantee Budget Management*	The solution must have the ability for both staff and subgrantees to see real-time budget balance to date across all funding streams in award.
701	Audit and Close Grant	Make Payment/Intake Refund	Allow treasurer to execute authorized payment/refund order.
702		Final Report	Assess financial and operating report once the grants cycle has concluded.
703		Final Reconciliation of Funds	Calculate and account for unobligated funds, final payments or paybacks.
704		Closure of Grants Agreement	Terminate/close contract between grantor and grantee.
705		Payment Approval	Allow staff to authorize payment, and to send this authorization to the city controller to execute authorized payment. Should also be able to track the time interval between authorization and payment.
706		Generate Closeout Letters	Generate subrecipient closeout letters.
707		Audit and Closeout	Support a formalized process for managing audits and closing grants, including read-only access for auditors and tracking final reconciliation and closure of grant agreements.
801	Common Services Across Phases	Case Management*	Create, manage and track case activities or claims relating to individual applicants and grantees. This includes cross-program information and the ability to link case events to process workflow.
802		Workflow	Define business rules and roles along the life cycle of the grants program.
803		Document and Records Management	Capture and store data from multiple sources and in multiple formats; to associate information with a particular case; to comply with retention policies and flexibility to set record retention ; and to audit record usage.
804		Document Management	Manage and store grant-related documents, with robust capabilities allowing for collaboration, submission coordination, and tracking the status of documents.
805		Data services	Display currency, dates, times. Ability to provide enterprise relationship diagrams showing layout of tables, fields and data entity relationships. Ability to provide XML interface to seamlessly update and exchange data and provide the capability of populating and producing reports.
806		Ability to Collect Data	Collect data specific to the program from grant recipients
807		Ability to Export Data	Export collected data to .xlx or .csv files (and other formats if available)
808		Due Date and Late Notifications	Notify grantees via email when required data or other items are due, late, or missing
809		Data Warehouse	Extract, transform and load large amounts of data.
810		Analytics and Reporting	Create disbursement reports, budget and outcome analyses, KPI achievement, risk assessment of programs, detect duplicate applications, fraud detection, etc.
811		Real-time Data	Update data in real-time, particularly for components like payroll.
812		Payroll Integration	Integrate with payroll systems for effort reporting and managing staff time charged to grants, addressing current challenges with split positions and allowable costs.
813		Geolocational Analysis*	Map applicant and/or recipient data geographically
814		Text Search	Search against database values and documents attached to grants application forms.
815		Security	Protect and encrypt data and manage grantees and grant-making agency employees' authentication and levels of authorization.
901	Data Collection	Collection of Required Data	Collect performance and other data required by grants.
902		Customization of New Reports as Needed	Allow creation and customization of reports for internal and external stakeholder, including dashboards for real-time insights.
1001	Oracle EBS Integration	Integration Services	Seemlessly integrate with financial management systems to ensure reconciliation of payments and accounts.
1002		Multilingual Interface*	Present and process data in multiple languages
1101	Architecture Identity	Administrative Interface	The product must use a web browser interface for all user access. It cannot require any "thick-client" installable software. The product must provide an interface in which an administrator can create, manage, and delete user accounts.
1102		Directory Synchronization	Provide directory synchronization that will create, update, disable or delete user accounts based on the enterprise directory. The process must create and retain a change log that can be accessed for at least six months.
1103		System Support	Support SAML 2.0 federation, and specifically permit IDP-initiated SSO/SAML
1104		System Integration	Interface directly with existing systems (e.g., financial management software (Oracle E-Business Suite), task management software, Staffbase, Outlook (reminders, calendar)), via ION API/REST API. If not possible, the product must be able to exchange information via SFTP delimited files. (Please indicate in Comment Section which interface option it supports)
1105		System Integration*	Integrate with country-specific systems, such as the U.S. Federal Government Grants.gov platform.
1106		System Management	Provide authorization policy management to allow customer to have Administrator privilege from the business so it can maintain groups, privileges, and roles without having to rely on administrative IT staff.
1107		System Access	Maintain a closed grant management site for the City to use but with the ability to allow outside sources to input data in it.
1108		User Management	Provision role-based access controls for different stakeholders, including administrators, applicants, and reviewers.
1201	Architecture Data Storage & Management	System Monitoring & Alerts	Real-time monitor use and data thresholds and provide alerts to the City of St. Petersburg. Describe the COTS monitoring and alert system along with any elements that are configurable to meet the business needs of the City of St. Petersburg.
1202		Data Storage Limits	Allow the City of St. Petersburg to surpass standard service use and data storage limits. Describe the notification process and any related costs that are triggered in the event that the City of St. Petersburg would exceed their limits.
1203		Data Exporting	Provide a path for bulk data export from the services. Describe any assistance that the vendor will need to provide if a bulk data export is required and any related costs.
1204		Data Management	Describe your strategies in the proposed solution to ensure city data is protected and available 24/7. The discussion should include but not be limited to items such as: multiple data centers, uninterrupted power, data fall back procedures, etc. Also include a description of the data backup methodology and schedule(s) that will be applied to protect state data.
1205		Data Security	Comply to NIST security standards. https://csrc.nist.gov/publications/detail/sp/800-53/rev-5/final
1206		Confidential Data Detection	Identify confidential information (e.g., through encryption, tagging, or metadata) to determine when the system needs to lock or restrict access. If sensitive or confidential data is detected, the system should trigger automatic security measures (e.g., data encryption, access restriction).
1207		Data Security	The product offers a FEDRAMP-certified "GovCloud" data center (preferred).
1208		Data Security	Data stored is ONLY stored in datacenters located in the United States.
1301	Architecture Services	Implementation Support	Assistance with system setup and configuration.
1302		Data Import/Load	Import or load existing data from legacy systems or external sources. This functionality should ensure seamless migration of historical data. The system should provide tools for mapping, validating, and transforming the data to ensure accuracy, consistency, and integrity during the import process.
1303		System Availability	The system must be available 24/7, ensuring continuous access and functionality at all times, with a guaranteed uptime of 99.9% annually
1304		Customer Support	Customer support for the system must be available five (5) days a week, Monday through Friday, from 7:00 AM to 6:00 PM EST.
1305		Support Services	Support personnel/engineers are based in the United States.
1306		Software Updates	Update its software at least every three (3) months to stay up to date on identified fixes and security features and work with current City of St. Petersburg's preferred browser(s). The Contractor must provide the City of St. Petersburg all available upgrades and new software versions at no additional cost to the proposed amount.
1307		Training	Provide training to all users, including both staff and subrecipient staff. The training materials should be easily accessible and include searchable virtual training guides that allow users to find information based on topics or specific subjects.

Response

Compliant

Alternative Method

Modification Required

Non Compliant

File details come from the government source that posted it. Updated Jun 27, 2025.