Sub-recipient Grants Solution

The City of Pittsburgh's Office of Management and Budget is seeking a comprehensive software solution to manage the reimbursement process for over 150 sub-recipient federal grants annually, specifically focusing on HUD-approved homelessness support funding. The procurement, identified as RFP #2022-RFP-216, requires a cloud-based or virtualized system capable of enabling non-profit organizations to electronically submit monthly invoices with backup documentation, while allowing OMB staff to review, approve, or reject individual expenses. The proposed software must provide robust data security, integration capabilities with existing enterprise resource planning systems like JDE, and feature comprehensive dashboards tracking contract details, reimbursement request progress, and financial management. Key deliverables include a system with 99.99% uptime, secure authentication methods, API accessibility, and customizable reporting features for different user roles. The RFP timeline includes a release date of October 6, 2022, with vendor questions due by November 8, 2022, and proposal submissions required by November 30, 2022, at 5:00 pm. The evaluation will be points-based across five criteria: firm qualifications (15%), project team qualifications (15%), project approach and plan (30%), cost proposal (30%), and demonstration of minority, women, and veteran-owned business participation (10%).

The procurement encourages participation from minority, women, and veteran-owned businesses, with 10% of the evaluation points dedicated to demonstrating good faith efforts in these areas. Proposers must comply with federal funding requirements, provide equal opportunity guidelines, and submit various certifications including non-collusion affidavits, tax compliance documentation, and system registration on SAM.gov. While no specific incumbent vendor is mentioned, the City requires integration with existing technology infrastructure, particularly the JDE enterprise resource planning system. The RFP suggests a preference for cloud-based solutions hosted on Google Cloud Platform or utilizing existing City software licenses, with considerations for application costs, training expenses, implementation fees, and a five-year total cost of ownership. The project is designed to support one-year contracts with unique contract IDs for non-profits, each with a predetermined reimbursement ceiling across categories like financial assistance, services, and rental assistance. The City anticipates proposal review and supplier scoring in December 2022, with an expected contract award in the same month, targeting a comprehensive grants management solution that streamlines the reimbursement process for homelessness support programs.