Online Submission Management Software

The Vendor is required to provide for an online submission management software solution.
- The platform will automate workflow processes such as notifications and approvals, enhance data tracking and reporting capabilities, and ensure compliance with the City’s IT security and privacy standards.
- Project includes the development and implementation of a cloud-based platform with several key functionalities including facilitating applications, reviews, evaluations, recommendations, communications, approval and reporting of applications, ensuring a streamlined, transparent, and efficient process for applicants, City staff, and adjudicators
- The Project objectives will be to source a single software that meets the City’s current and future technical and business needs which includes but is not limited to:
•    To seamlessly facilitate the implementation of a web-based, mobile friendly, user-friendly and accessible software to conduct the business carried out by the Community Development, Event Development, Public Art and Tourism units across the corporation, and support their processes, standards and workflows.
•    To improve customer experience when submitting online applications, increase visibility of applications (viewing status) and support high levels of applicants to the City grant / funding / event / art related portfolios.
•    Reduce staff administration efforts for updating applications, communicating with applicants, automations, reviews or pulling customized reports associated with the applications.
•    Secure a vendor that will provide technical support to all clients within a designated timeframe as per any SLA Schedule.
•    Possible future expansions that may include other departments and application processes.
- Software should be an end-to-end solution that provides application  submission/intake, review, approval, reporting/final reports, and archiving  capabilities to support business processes of each unit.
- Administrators will be able to test an application in a test environment.
- Administrators will be able set an application intake period as open year-round (no closing date), have a set start and end date, or have multiple  intake periods.
- Software can run consecutive years of a grant cycle with customizable due  dates per granting stream  (e.g. open for the next cycle while collecting final  reports from previous cycle). 
- Administrators will be able to set an application visibility as open to the  public or by invitation only.
- Administrators will be able to create new applications each year and reuse  previous years’ applications as desired  (copy/duplicate application function to  build on previous application and make edits as needed).
- Administrators will be able to create multiple applications that will be listed  on the portal for applicants to select the appropriate application (and with  the appropriate reviewers).
- Administrators can assign labels to applications/applicants without the  applicant seeing, or controlling when this would be visible to the applicant  while moving through the workflow.
- Ability to archive records based on cycle (e.g., 2025 grant applicants)
- Ability to include hyperlinks within the applications that link to external  webpages, documents or email addresses.
- Solution should provide separate and distinct access, for both public access  and administrative access, to each of the four (4) portals (grants portal,  event application portal, public art portal, and tourism event hosting  application portal). I.e. a separate or distinct website with a unique URL, a  multi-tenant environment, a single tenant environment with distinct groups, or  by some other method.