Grants Management System

The Vendor is required to provide to modernize and standardize the agency’s grant administration processes using a grant management system that will enhance consistency, transparency, and efficiency across all programs.
- Key outcomes of successfully implementing a grants management system include:
•    Clearly defined and documented roles and responsibilities to improve accountability and transparency
•    Standardized grant application template and submission processes to enhance consistency and data usability
•    Uniform outreach, engagement, and application timelines to improve public experience and internal coordination
•    A transparent, flexible scoring framework that supports equitable and well-documented award decisions
•    Centralized resources and templates to support staff and reduce process draft
•    A streamlined reporting mechanism to enable consistent tracking of deliverables, disbursements, and program performance
•    Improved automation and tracking of grant activities and funds
•    Enhanced reporting capabilities, including dashboards and mapping
•    Increased transparency and feedback integration
•    A testbed for evaluating process effectiveness and identifying needs for long-term system
•    A fully integrated system that supports standardized processes
•    Data-driven decision-making based on lessons learned and tested workflows
•    Scalable and sustainable grant management infrastructure aligned with agency goals
- Application Management:
•    Online portals with form creation and automated notifications
•    Upload multiple supporting documents per category
•    Budget tables with categories and line items
•    Application status control (e.g., editing after deadline)
•    Downloadable applications (PDF and Excel)
•    Multilingual support
- Review and Approval Workflow:
•    Reviewer assignment and scoring tools
•    Blind review options
- Grant Tracking and Monitoring:
•    Centralized tracking of applications, awards, and post-award activities
•    Site visit tracking, progress reports, and milestone tracking
- Workflow Automation:
• Automated notifications, reviewer assignments, and approvals
- Reporting and Analytics:
•    Exportable reports (CSV, Excel, PDF)
•    Application and review data export
•    KPI dashboards
- Document Management:
•    Centralized storage
•    Version control and tagging
- Compliance and Regulatory Support:
•    Audit trails, risk management tools
•    Conflict of interest tracking
- Budget Management:
•    Reimbursement request submission
•    Advance payment tracking
•    Line-item expense tracking with thresholds
- Collaboration and Communication:
•    Internal messaging and shared task lists
- Configurability:
•    Customizable workflows, forms, and reports
- Security and Scalability:
•    Role-based access control
•    Data encryption at rest and in transit
•    User activity logs
- Other:
•    Cloud-based or web-hosted solution
•    Mobile accessibility
•    Additional customization and configuration capabilities
•    Data migration, integration, and onboarding capabilities
•    User documentation and help resources
•    Internal notes on records
•    Status tracking and control
•    Customizable views for internal staff
•    Data reuse for downstream forms
•    Save/resume functionality for applicants
•    Milestone tracking
•    Conditional workflow logic
•    Scenario planning for budgets
•    Multi-year budget tracking
•    Integration with email/calendar tools
•    Internal search functionality
•    E-signature support.

- Pre-Proposal Conference Date: November 21, 2025
- Questions/Inquires Deadline: November 21, 2025