Grants Management Software

Los Alamos County is seeking proposals for a comprehensive Grants Management Software (GMS) solution through a Request for Proposal (RFP26-02) to streamline its grant application, review, approval, and reporting processes. The county requires a Software-as-a-Service (SaaS) solution capable of managing approximately 80 annual grants, with 90% being federal grants, that can track funding sources, integrate with the County's Tyler Enterprise Resource Planning (ERP) system, store documents, and provide robust reporting capabilities. The procurement will follow a two-step evaluation process, with initial proposals due on August 28, 2025, at 2:00 p.m. Mountain Time, and a non-mandatory pre-proposal virtual conference scheduled for August 6, 2025. Proposal evaluation will be based on weighted criteria including company background (10 points), functional specifications (20 points), ability to provide software services (30 points), customer service and support (5 points), project implementation (10 points), and cost proposal (15 points), totaling 100 possible points. Finalist demonstrations are planned for October 8-24, 2025, with an estimated contract award date of January 28, 2026, and a potential contract term of up to fifteen years.

The county has included provisions for various business preference classifications, including Local (Los Alamos) Business, Resident (New Mexico) Business, Native American Resident Business, and Resident Veteran Business preferences. Vendors must provide a valid state-issued preference certificate and meet specific criteria to qualify for these preferences. The software must support up to 50 users with the ability to grant unlimited user access at no additional cost, and integrate with the existing Tyler Munis ERP system. Technology requirements include compliance with Section 508 accessibility standards, single sign-on capabilities, and adherence to county technology policies. While no specific budget cap is mentioned, the county's grants portfolio averages approximately $56.3 million annually, and the RFP requires a not-to-exceed total compensation amount for the entire contract term. Vendors must also demonstrate capabilities for handling various grant types, including federal, capital outlay, and state-appropriated grants, with robust reporting and tracking functionalities.