Disaster Recovery Grant Management Software

The vendor is required to provide disaster recovery grant management software, including the implementation thereof, and all necessary maintenance and support for the duration of the contract.
- The disaster recovery grant management software shall include or satisfy, as applicable, the requirements below; these requirements are intended to capture the grant management software needs associated with executing development programs:
1. Software or system functionality
•    A single applicant-facing application portal for all development programs. 
•    The portal must be american disabilities act (ADA)-compliant, and proposals must expressly and clearly address ADA compliance and satisfy ADA standards. 
•    A user-friendly customizable application interface for individual applicants and subrecipients. 
•    Include automation functions to efficiently process applications, such as tailoring the collection of eligibility data requirements to program and applicant's individual circumstances. 
•    Ability to manage documents to support eligibility determination and case management.
o    Applicants must be able to submit required documents through public portal, furthermore, documents must be indexed and easily searchable relative to queries about applicant, program, document type and so on.
•    Include communication tools to be used with applicants to simplify case management. 
•    The ability to create unique applicant records in the system, allowing multiple county staff and vendors to access records to resolve case needs. 
•    Contain clearly defined processes for acquiring, organizing, storing, retrieving, and reporting information about development funded activities.
•    Ability to easily update processes for changes or refinements in business process such as eligibility criteria, changes in review or authorization workflow, additional quality controls, and so on. 
•    Ability to track grant-funded obligations, budgets, and program income. 
•    Capabilities to fulfill monitoring and audit requirements. 
•    Standardized reporting capabilities for summarizing activities, financials, and status of various key business workflow processes. 
•    Capability for user-driven ad hoc reporting and 3rd party report tools like power bi. 
•    Capability for project and task collaboration and sharing. 
•    Integration of multiple federal, state, and county datasets to enable the duplication of benefits calculations and award generation. 
•    Security and privacy protections for personally identifiable information (PII). 
•    capability to securely process large volumes of data and document storage with little to no latency.
•    The ability to integrate with other data systems for reporting purposes; at minimum, be able to create csv files to populate development data upload templates for import to development disaster recovery grant reporting (DRGR) system. 
•    Integration with the county’s enterprise resource planning (ERP) system at the time (currently oracle e-business suite) for core financial management including grant management as well as other financial management modules. 
•    Provide properly trained staff that can assist with recordkeeping and reporting tasks, as required by the county’s program managers.
2. Go-live date
•    Provide the time by which the disaster recovery grant management software system will go-live. 
•    The disaster recovery grant management software will go-live within thirty days of the effective date of the agreement awarded pursuant to this solicitation.
3. Data access, ownership, and reporting
•    The software is intended to be the system of record, and the county must be able to retain use for the full records retention period required by law.
•    Provide access to the grant applicant management software to authorized county personnel, other vendors authorized by the county, auditors, and subrecipients, as required to comply with applicable law or as otherwise instructed by the county.
•    Data access shall remain available throughout the life of the agreement, the closeout period, and the required post-closeout federal retention period. 
•    Access during the post-closeout federal retention period may be read-only, in a format approved by the county.
•    All activities in the software system will be recorded to meet development and county requirements for record retention.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 02, 2025