RP041-21 Ad2

November 4, 2021

Addendum 2

RP041-21

Provision and Implementation of a Grants Management Software Solution on an Annual Contract

Please see the below summation of questions and answers for the above solicitation.

Questions Q1. Can service providers outside the USA apply for this? (i.e., from India or Canada) A1. Yes, as long as all Gwinnett County data is hosted in the US.

Q2. Do service providers need to come onsite for meetings?

A.2. Onsite meetings are not required.

Q3. Can service providers perform the tasks related to proposal outside the USA? (i.e., from India or

Canada) A3. Yes, as long as all Gwinnett County data is hosted in the US.

Q4. Can service providers submit proposals via email?

A4. No. Proposals must be returned in a sealed container marked on the outside with the Request for

Proposal number and Company Name. Proposals will be received until 2:50 P.M. local time on November 12, 2021 at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any proposal received after this date and time will not be accepted.

Q5. Would Gwinnett County be willing to extend the due date of November 12, 2021?

A5. No.

Q6. Has Gwinnett County had any assistance in preparing this proposal? If so, from whom?

A6. This proposal was prepared internally by Financial Services and Information Technology Services staff.

Q7. Has a budget been approved for this project? If so, for how much?

A7. There is approved funding for this project. Gwinnett County expects each service provider to propose a competitive price. Award will be made to the highest scoring service provider.

Q8. Has Gwinnett County had demonstrations and/or conversations with grants management service providers? If so, with whom?

A8. Yes, exploratory efforts were made by the County to obtain general information on the functionality of grants management software solutions. After researching software tools and documenting high-level business requirements the County engaged with the following service providers for demonstrations of their tools in order for the County staff to refine the technical functional and non-functional requirements for the solicitation build: Amplifund, eCIVIS, and GrantVantage.

Addendum 1

Q9. Please provide a list of systems currently housing on-going/historical grant information and for each please provide the data schemas and approximate number of records to be extracted, transformed, and loaded into the system.

A9. a. SAP, the County’s ERP system

i. Utilized for financial reporting, accounting records, internal control, budget control, allowable cost, source documentation, and cash management.

ii. Actively evaluating what records will need to be loaded into the grants management system.

iii. Statistics are provided below to assist in defining the value and workload of our grant management services.

• Total annual grant revenue managed by Gwinnett County o $396,342,953 (2020 Actual, includes COVID-19 funding) o $152,409,498 (2021 Current, 1.1.2021 – 8.31.2021)

• Number of grant programs currently being managed o 197 Active Grants (Federal/State) as of 8.31.2021

• Pass through dollars to subrecipients o In 2020, the County expended over $196 million in federal and state grant funds of which almost $80 million was subrecipient expenditures.

o Pre-COVID data, on average the County expended $30 - $45 million on an annual basis with about 27% expended by subrecipients

b. FileNet, the County’s content management system

i. Utilized to store contracts, grant agreements, grant applications, subrecipient agreements, and other legal documents.

ii. Actively evaluating what records will need to be loaded into the new system.

1. At this time, Gwinnett County does not anticipate extracting data from this source for upload into the grants management system.

c. Grants Funding Opportunity System, the County IT developed application

i. Utilized to track grant applications and awards.

ii. Actively evaluating what records will need to be loaded into the grants management system

1. Anticipate upload of CSV file to import data collected.

d. Excel Spreadsheets

i. Utilized to further develop grant reporting, detail and analyze grant budgets, and track application statuses.

ii. Actively evaluating what records will need to be loaded into the grants management system.

1. Anticipate 3-5 years of grant application statuses to allow the County to evaluate its win rates and assess a baseline for future activity.

Q10. In the proposal on Page 46, Section 7 is labeled “Pricing,” but in the Proposal Compliance Checklist, Pricing is labeled at Section 8 with “References” being included as Section 7. Additionally, Section 8 is labeled as “Response Forms” in the document itself (Page 51), but in the Proposal Compliance Checklist Required Forms are listed as Section 9. What is the proper order the proposal should be formatted in?

A10. Please follow Table 3 - Proposal Response Format included in the request for proposal.

Q11. The proposal indicates that the County is looking for integrations for both SAP and Oracle. What is the division in functionality between these systems as the County utilizes them? Additionally, which Oracle product does the County utilize?

A11. SAP serves as the County’s ERP system. Please remove Oracle as this was included in error.

Addendum 1

Q12. Will not providing a full client list be deemed non-responsive and grounds for disqualification?

A12. As stated in question Q2.13: Provide a list of the service provider’s current customers within the

United States that are using the proposed solution. The service provider may choose to include total numbers and then only include those that are of the same size and complexity as Gwinnett County.

If taking this approach, please note that so the evaluation is done correctly. A service provider will not be deemed non-responsive for not providing a full client list. Please provide as much information as possible (i.e., if a service provider is unable to release the customer name, please still include the product, # users, and # of years). If this table is left blank, the proposal will be scored accordingly.

Service provider should acknowledge receipt of this addendum on Page 52 of the proposal document.

Sincerely, Dana Garland, CPPB, NIGP-CPP Purchasing