SOW_GrantManagementSoftware_DRAFT.docx
DOCX document 32 KB Posted
- Attached to
- Grants Management Solution State and local contract opportunity
- Solicitation number
- RFP- 25 - 057
- Issued by
- Pinellas County, Florida
About this file
This is a Scope of Work document for a Grant Management Software procurement by the City of St. Petersburg, Florida. The city seeks a comprehensive, cloud-based Grants Lifecycle Management System (GLMS) to streamline and enhance grant administration processes across multiple departments. The system must support the entire grant lifecycle, including application management, reviewer feedback tracking, budget management, award management, document management, compliance monitoring, and reporting capabilities. Key functional requirements include online application forms with customizable workflows, tools for managing FEMA reporting and letters of support, budget creation and modification, disbursement tracking, document storage for submitted reports and reimbursements, and role-based access controls for administrators, applicants, and reviewers. The RFP (25-057) was released on April 22, 2025, with questions due by May 13, 2025, and proposals due on May 22, 2025, at 3:00 pm. The initial contract term will be two years with potential one-year successive renewals, and implementation is anticipated to take nine months.
Technical requirements mandate integration with existing systems including Oracle E-Business Suite, Staffbase, and Outlook, cloud-based hosting with secure data protection compliant with GDPR and HIPAA standards, mobile accessibility, and a user-friendly interface. The vendor must provide comprehensive implementation support, training programs for administrators and end-users, ongoing customer support, and documentation including user manuals and technical specifications. Evaluation will be based on 100 points distributed across compliance with functional and technical requirements (21 points), vendor experience and qualifications (21 points), implementation and training plans (21 points), cost-effectiveness (unspecified points), and client references (unspecified points). Vendors should provide references from at least five previous clients, with preference for two Florida government clients, and submit two-page resumes for key personnel demonstrating a minimum of five years of applicable experience. The procurement includes opportunities for Small Business Enterprise (SBE), Minority Business Enterprise (MBE), and Women Business Enterprise (WBE) certifications evaluated on a pass/fail basis. Vendors must provide comprehensive insurance coverage, including commercial general liability, cyber liability, and technology errors and omissions insurance. The system must support 24/7 availability with 99.9% annual uptime and United States-based support.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| Grants_Management_Solution_(Addendum_#1_Revision).pdf | ||
| Grants_Management_Solution_(Addendum_#1_Revision).pdf | ||
| Base_Agreement_-_Grant_Mgmt_RFP_-_Form_T-49_v05.pdf | ||
| Base_Agreement_-_Grant_Mgmt_RFP_-_Form_T-49_v05.pdf | ||
| Proposal_Requirements.pdf | ||
| Attachment_1_-_GMS_Requirements.xlsx | XLSX spreadsheet | |
| FY25_Grants_Administration_Manual.pdf | ||
| Attachment_1_-_GMS_Requirements.xlsx | XLSX spreadsheet | |
| Proposal_Requirements.pdf | ||
| FY25_Grants_Admin_Manual_-_FINAL.pdf | ||
| FY25_Grants_Admin_Manual_-_FINAL.pdf |
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Scope of Work for Grant Management Software
1. Introduction This document outlines the scope of work for the procurement of a Grant Management Software (GMS) solution to enhance the efficiency, transparency, and effectiveness of our grant administration processes. The selected software will support the entire grant lifecycle, from application through to reporting and compliance.
2. Objectives The primary objectives of the Grant Management Software include:
· Streamlining the grant application and review processes.
· Facilitating efficient tracking and reporting of grants.
· Enhancing communication between grant management stakeholders (including Grantee/subrecipient monitoring, standard forms and reporting, performance reporting). Comment by Aubrey L. Phillips: Grantee/subrecipient monitoring, standard forms and reporting, performance reporting
· Ensuring compliance with relevant regulations and guidelines.
· Providing robust data analytics and reporting capabilities. Comment by Aubrey L. Phillips: Central system of record for grants and grant reporting (active grants, grants by grantor); help section and instructions (city specific)
· Serving as a central system of record for grants and grant reporting (active grants, grants by grantor)
· Customizable help section and instructions for city-specific guidance and contacts
3. Requirements The proposal must address the following key requirements:
3.1 Functional Requirements
· Grant Application Management: Online application forms, customizable workflows (e.g. application review, approval to apply, Letters of support, FEMA reporting), and submission tracking. Comment by Aubrey L. Phillips: Letters of support - David Thompson; FEMA tracking (like FEMA forms), optional; Boriana Pollard.
· Reviewer Management: Tools for assigning, tracking, and managing reviewer feedback.
· Grant Budget Management: Capabilities for budget creation, review, modification, and tracking.
· Award Management: Tools for tracking awarded grants, including disbursement schedules and reporting requirements. Comment by Aubrey L. Phillips: Reimbursement request and tracking actuals has to be from Oracle. Comment by Aubrey L. Phillips: Document management for submitted reports and reimbursements.
· Document management: Tools for managing and storing grant-related documents, including submitted reports and reimbursements.
· Compliance Monitoring: Features to ensure adherence to grant regulations and requirements.
· Reporting Tools: Customizable reporting options for internal and external stakeholders, including dashboards for real-time insights. Comment by Aubrey L. Phillips: External stakeholders to run reports but not create new.
· User Management: Role-based access controls for different stakeholders, including administrators, applicants, and reviewers.
3.2 Technical Requirements
· Integration: Compatibility with existing systems (e.g., financial management software (Oracle), task management software, Staffbase, Outlook (reminders, calendar)).
· Cloud-Based Solution: Hosted on a secure cloud platform for easy access and scalability.
· Mobile Accessibility: Support for mobile devices for users on the go.
· Data Security: Compliance with industry standards for data protection and privacy (e.g., GDPR, HIPAA).
· User-Friendly Interface: Intuitive design for ease of use by all stakeholders.
3.3 Support and Training
· Implementation Support: Assistance with system setup and configuration.
· Training Programs: Comprehensive training for users, including administrators, reviewers, and applicants.
· Ongoing Support: Availability of customer support for troubleshooting and system maintenance.
4. Deliverables The selected vendor will be responsible for delivering the following:
· A fully functional Grant Management Software system.
· Documentation, including user manuals and technical specifications.
· A detailed project plan outlining implementation timelines and milestones.
· Training materials and sessions for administrators, super-users, and end-users.
· Ongoing maintenance and support agreements.
5. Proposal Submission Guidelines Interested vendors must submit a proposal that includes:
· Company profile and experience in providing grant management solutions.
· Detailed description of the proposed software, including features and functionalities.
· Implementation plan, including timelines and milestones.
· Pricing structure, including licensing, setup, training, and ongoing support costs.
· References from previous clients who have utilized similar solutions.
| 6. Evaluation Criteria | Comment by Aubrey L. Phillips: Eval Team: Boriana's team, Kemetria/David, David Thompson, Angela, Megan/Zee, Aubrey (technical assistance - Erika, Liz) |
| Proposals will be evaluated based on the following criteria: | Comment by Aubrey L. Phillips: Similar municipalities/references |
· Compliance with functional and technical requirements.
· Vendor experience and qualifications.
· Quality and comprehensiveness of the implementation and training plans.
· Cost-effectiveness and overall value.
· Client references and feedback.
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